IBM Enterprise Records, Version 5.1.2    

Common IBM Enterprise Records query artifacts

This topic describes IBM® Enterprise Records classes and properties that are most commonly used with IBM Enterprise Records Report-related queries.

Use these identifiers in report queries and typical reporting scenarios.

The following sections mention these classes and properties by their locale-neutral symbolic name as opposed to their UI-related display name. Use the symbolic name of a P8 CM RM class or P8 CM RM property as table and column identifiers in P8 CM RM report query SQL statements.

Common Properties

The following table describes several IBM Enterprise Records property types that are common to many IBM Enterprise Records classes and are useful for reporting purposes.

Table 1. Common IBM Enterprise Records Property types
Symbolic Name Data type Description
Id Id Unique identity of each P8 CM instance object
Aggregation String Indicates the general type of an IBM Enterprise Records object. Allowable values are RecordInfo, ClassificationScheme, RecordCategory, RecordFolder and Volume.
DateCreated DateTime Date of instance original creation
Creator String Creator user name
DateLastModified DateTime Date of instance last modification
LastModifier String User name of last instance modifier
IsDeleted boolean True if the IBM Enterprise Records object is logically deleted. Typically included as a check for False in a WHERE clause
Location, HomeLocation Object [Location] Typically applies to physical records and physical containers. This property value is often used within a LEFT OUTER JOIN clause with the Location table to determine the LocationName value Location object.
RMEntityType
A read-only, unique value assigned to each OOTB IBM Enterprise Records class. Common values are:
100
ClassificationScheme (file plan)
101
RecordCategory
102
RecordFolder
103
Volume
105
ElectronicRecordFolder
106
PhysicalBox, Box
108
HybridRecordFolder
110
PhysicalRecordFolder
301
ElectronicRecordInfo
302
EmailRecordInfo
303
Markers (physical record)
Most often used in a WHERE clause to specify a specific subtype.

Record Containers

The following table describes several IBM Enterprise Records property types that are common to the supplied record container classes, like Record Category, Record Folder, Volume. These property types are useful for reporting purposes.

Table 2. Record Container class related properties
Symbolic Name Data type Description
PathName String Full path name within the ObjectStore.
DateOpened DateTime Represents the original date on which the container was first opened.
DateClosed DateTime Represents the date on which the container was last closed.
ReOpenedDate DateTime Represents the date on which a closed container was reopened.
Inactive boolean True if the container is no longer active.
DisposalSchedule Object [Disposal Schedule] The schedule, if any, assigned to the container.
DisposalSchedule AllocationDate DateTime Date on which DispositionSchedule was associated with this instance.
CurrentPhaseAction Object [Action1] Action instance associated with the current disposition phase.
CurrentPhase ReviewDecision String Review comments for current disposition phase.
CurrentPhase DecisionDate DateTime

Date of current phase review decision.

Specifying Containment Relationship In A Query

The syntax used to specify a descendant subcontainer depends upon how deep into a container hierarchy the query is to search.

For the general case of any level down the hierarchy, the P8 CM SQL INSUBFOLDER operator applies. For example:
SELECT ... FROM RecordFolder rf 
WHERE rf.This INSUBFOLDER '/...'
For the specific case of an immediate child subcontainer, you can use the INFOLDER operator:
SELECT ... FROM RecordFolder rf 
WHERE rf.This INFOLDER '/...'
However, the container class Parent property is more efficient:
SELECT ... FROM RecordFolder rf 
WHERE rf.Parent = OBJECT('/...')
When the containment relationship is between a container and an immediate child record or document object, using the ReferentialContainmentRelationship table is more efficient than using the INFOLDER operator:
SELECT ... FROM RecordInfo ri INNER JOIN ReferentialContainmentRelationship rcr ON ri.This = rcr.Head 
WHERE rcr.Tail = OBJECT('/...')
Table 3. ReferentialContainmentRelationship class properties
Symbolic Name Data type Description
Head Object [RecordInfo] Reference to the child object
Tail Object [Folder] Reference to the container object
ContainmentName String Unique name for the child within the container.

Records

The following table describes several IBM Enterprise Records property types that are common to the OOTB record classes, like, Electronic Record, and Marker Record. These property types are useful for reporting purposes.

Table 4. Record class-related properties
Symbolic Name Data type Description
DocumentTitle String Name of the record. Not necessarily the same as the containmentName of a record within a container.
Associated RecordType Object [RecordType] The RecordType instance, if any, associated with a record instance.
CutOffInherited From Id The Id of the object by which a record is associated with a Disposition Schedule. Id is that of either a record container or a RecordType.
CurrentPhaseAction Object [Action1] Action instance associated with the current disposition phase.
CurrentPhase ReviewDecision String Review comments for current disposition phase.
CurrentPhase DecisionDate DateTime Date of current phase review decision.
IsVitalRecord boolean True if record is vital type..
VitalRecord ReviewDate DateTime Date of last vital record review.
VitalRecord NextReviewDate DateTime Date of next vital record review.
CurrentClassification String (DoD Classified) Current security marking set value.
DowngradeOnDate DateTime (DoD Classified) Date of scheduled record downgrade.
Downgrade Instructions String (DoD Classified) Downgrade instructions.
DeclassifyOnDate DateTime

(DoD Classified) Date of scheduled record declassification.

Disposition-related Classes

Table 5. Applicable disposition schedule related properties
Symbolic Name Data type Description
DisposalSchedule Name String Schedule name.
CutoffDisposal Trigger Object [Disposal Trigger] Trigger associated with this schedule.
Table 6. Applicable disposition schedule related properties
Symbolic Name Data type Description
DisposalTrigger Name String Trigger name.
EventType integer
Uses EventType choice list:
  1. Predefined
  2. External
  3. Metadata
  4. Cyclic
Table 7. Applicable phase-related properties
Symbolic Name Data type Description
PhaseName String Phase name.
PhaseAction Object [Action1]
Table 8. Applicable Action1 related properties
Symbolic Name Data type Description
ActionName String Action name.
ActionType integer Uses ActionType choice list:
  1. Review
  2. Export
  3. Transfer
  4. Destroy
  5. Interim Transfer
  6. Cut Off
  7. Vital Review
  8. Auto Destroy
Table 9. Record Type related properties
Symbolic Name Data type Description
RecordTypeName String RecordType name
DisposalSchedule Object [Disposal Schedule] The Disposal Schedule instance associated with the RecordType instance
DisposalSchedule AllocationDate DateTime Date on which DispositionSchedule was associated with this instance.

Location

Location class objects are associated with both physical record and physical record container classes. Such classes typically have a Location property of type object that accepts instances of class Location. In some instances, there is also a HomeLocation property of the same type.

Table 10. Location-related properties
Symbolic Name Data type Description
LocationName String Location name
BarcodeID String Represents a barcode value scanned from an actual physical container.

Record Hold

An IBM Enterprise Records hold can be applied to individual records or record containers. Instances of the RecordHold class represent distinct hold situations that are applied to zero or more items. The RecordHold class is used for both records and record containers. There is a many-to-many relationship between holds and held items. A RecordHold instance can be applied to more than one record or record container. Any record or record container can be associated with more than one RecordHold at a time. These relationships are instituted with either the RecordHoldLink or RMFolderHoldLink classes.

Table 11. Record Hold related properties
Symbolic Name Data type Description
HoldName String Hold name
HoldType String Associated with the HoldTypeList choice list
Active boolean True indicates that the hold instance is currently active.
Table 12. HoldLink class-related properties
Symbolic Name Data type Description
Head Object [RecordInfo] or [RMFolder] The held item member of this link
Tail Object [RecordHold] The hold member of this link.
DateCreated DateTime Represents the date on which this held item was placed on hold.
IsDynamicHold Boolean True to indicate that this hold relationship was established with the IBM Enterprise Records Hold Sweep service as opposed to being manually applied.

RMAudit Events

If IBM Enterprise Records auditing is enabled, then you can use instances of the RMAudit class to report actions by users on various IBM Enterprise Records class instances, like records, record containers, and other entities.

Table 13. RMAudit class-related properties
Symbolic Name Data type Description
SourceObjectID Id Id of the object that was operated upon to trigger the audit event.
LastModifier String Short name of user that operated on the source object
InitiatingUser String Name of user in the form of a principal name or distinguished name.
DateLastModified DateTime Date on which the event occurred.
AuditActionType String Action name, for example, Declassify, Delete, Destroy, Downgrade, Export, Relocate, Transfer, Upgrade, Hold, Remove Hold, Undeclare.


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Last updated: November 2013
common_query_artifacts.htm

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