IBM Enterprise Records, Version 5.1.2    

Physical Record Management (PRM)

The Physical Record Management (PRM) workflow manages and tracks the status of all physical entities. Each time you need to access a physical entity, the PRM workflow is launched.

End users can then charge out, charge in, and reserve entities, without the intervention of any authority. Therefore, the current record holder decides the duration for keeping the entity (even if there is a delay). The record holder is only required to notify the system of the period for which the entity will be charged out; the system informs other users in queue about the availability of the entity.

The PRM workflow is manually launched by end users, when they need to charge out or reserve a physical entity. The workflow lasts the entire cycle of reserving, receiving, and releasing the entity to the next user. If there is a delay in releasing the entity or if the current holder has lost the entity, the workflow informs all of the end users associated with the entity, including the keeper of the entity.

After the PRM workflow is launched, it is associated with the following general step processors and component steps:
Release Item
Is a general step processor wherein the current record holder releases the entity to the user who is next in queue to use the entity. The record holder can choose to:
Release the entity
The current record holder can choose to manually deliver the entity or use a delivery service to send the entity to the user who is next in queue.
Request delay
The current record holder can choose to delay the release of the entity, and is required to notify the system about the delay. The system then notifies other users in queue of the delay in releasing the entity.
Notify loss of the entity
It is possible that the record holder has lost the entity. In such a situation, the record holder is required to notify the system that the entity is lost. The system then notifies other users in queue of the loss of the entity.
Wait for Delivery Item
In this step, the end user is awaiting for the delivery of the entity. In such a situation, the end user can either receive the item, or be notified of a delay in receiving the entity, or that the entity is lost.
Receive Item
Is a general step processor, wherein the end user waiting in queue makes a request to release the entity, and if the item is released, it is sent to the recipient's inbox as soon as the previous record holder releases the entity.


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Last updated: November 2013
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