There are several tasks you must complete to set up a IBM® Enterprise
Records environment
To set up a
IBM Enterprise
Records environment,
complete the following configuration tasks.
- Configure one file plan object store for the file plan structure,
and another records enabled object store for documents declared as records. Typically,
there would be many users with access to the ROS who do not have access
to the entities in your file plan in the FPOS. You can have more than
one ROS associated with one FPOS.
- Although some configuration tasks are performed during the IBM Enterprise
Records installation and configuration
procedure, you can update the configuration settings after you create
your file plans and are configuring your IBM Enterprise
Records solution for a production environment.
- For details about IBM Enterprise
Records installation
and configuration procedures, see the IBM Enterprise
Records Installation and Upgrade Guide.
- For information about configuration of tasks associated with creating
a file plan (such as configuring a volume name suffix), see the creating
a file plan topic.
Create ROS document classes
You must create
Document classes for the documents that are declared as records.
- ROS Document classes have a Can Declare property, which IBM Enterprise
Records uses to determine whether
a document can be declared as a record. During the IBM Enterprise
Records installation and configuration,
the property for the base Document class or for one or more Document
subclasses is set to True. This setting indicates that instances of
those classes can be declared as a record. To prepare your IBM Enterprise
Records environment for production,
verify that the value of this property is set to True for all appropriate
ROS Document classes. Or that a subclass inherits this setting from
its superclass. Also, verify that the Default Instance Security for
these classes has Minor version and Major version rights set. This
setting is so users who have appropriate access rights can create
instances of the classes.
Configure default file plan
Only one file plan
hierarchy shows in the
IBM Enterprise
Records application.
- As part of the IBM Enterprise
Records installation
and configuration procedure, an Application Engine or
a Workplace XT site preference
was set to specify this default file plan. However, at the time IBM Enterprise
Records was installed and configured,
you probably did not have the file plans for your site configured.
- You can modify this site preference setting to specify your preferred
default. Each IBM Enterprise
Records user
can set a user preference that overrides this default site preference
setting.
- For more information, see the setting the default file plan topic.
Configure Disposition Sweep
An administrator
configures the Disposition Sweep process during the
IBM Enterprise
Records installation and configuration
procedure. However, to assure that it is correctly configured, review
the Disposition Sweep configuration. For example, if your site does
not use record types, verify that
Run for Record Types is
set to
False.
For more information, see the
configuring disposition sweep topic.
Configure Record types
Record types provide
a way to associate a record with a disposition schedule that is different
from the one associated with the parent record category of the record
or record folder. If your
IBM Enterprise
Records solution
uses record types, be sure to configure Disposition Sweep to perform
record type processing by setting
Run for Record Types to
True.
- For more information, see the configuring disposition sweep topic.
- Also, consider how a record type is associated with a record.
You can specify that all records of a specific record class be assigned
to a specific record type by default. For more information, see the
configuring a default record type topic.
- You can see the record type metadata when a record is declared
through Application Engine or Workplace XT, allowing the user to
select a record type. For more information, see the configuring showing
record type metadata topic.
- You can also combine these two approaches, where you specify a
default but also allow the user to override the default by selecting
a record type.
- The IBM Enterprise
Records user
interface has no mechanism to declare all parts of a compound document
as a single record. However, you can declare individual child or parent
documents as records. You can also make documents that are declared
as records part of a compound document later. Certain compound document
settings, such as Prevent delete or Delete
child when parent is deleted, can affect the normal disposition
of a record. If any part of a compound document is declared as a record,
the default settings are used. These settings are the Neither
Parent nor Child option in the Prevent delete menu
and the Do not delete Child when Parent is deleted selection.
Other settings are not supported by IBM Enterprise
Records and results in failure
or inconsistent behavior when the records go through disposition.
- Any application using Darwin Information Typing Architecture (DITA)
file creates the components as compound documents. Therefore, the
differences that apply to compound documents mentioned in the previous
note also apply to DITA files.
Configure retain metadata option
When a user
with adequate access rights deletes an IBM Enterprise
Records entity, it is permanently
removed from the object store. However, you can configure the option
to retain metadata at the file plan level for deleted record categories,
record folders, volumes, and records. If an administrator enables
the retain metadata option, the previously mentioned entities remain
in the object store, marked as deleted, but are no longer visible
in the IBM Enterprise
Records application. You
can periodically export these deleted entities and all of their metadata
to an XML file for historical purposes. Then permanently delete the
entities from the object store. For information about how to configure
this option, see the retaining metadata topic.
Configure autodeclaration of records
You can
configure
IBM Enterprise
Records to
automatically declare a document as a record whenever a user completes
a specific operation, such as creating a document. To configure autodeclaration:
- Modify the supplied configuration file to specify where IBM Enterprise
Records is to file the declared
records
- Create an AutoDeclare event action.
- Create a subscription for the ROS document classes to the event
action that specifies which events trigger the event. For more information,
see the autodeclaration topic.
Configure Property synchronization
You can
configure property synchronization to automatically synchronize property
values from a document to its associated record whenever a property
update occurs on the document or record. For more information, see
the property synchronization topic.
Set Workflow batch size
By default, IBM Enterprise
Records stores a maximum of 10
work items in a workflow batch for review or approval before disposal.
You can change the maximum number stored through a configuration setting.
For more information, see the workflow patch size topic.
Configure Request a record folder workflow
IBM Enterprise
Records includes the Create Record
Folder workflow, allows users to send a request to a records manager
to create a record folder. Many users typically have insufficient
privileges to create a record folder. To make this workflow available
to users, you must configure the Request Record Folder site preference.
This preference might be set during the
IBM Enterprise
Records installation and configuration. For more information
about using this workflow, see the record folder workflow topic.
For
instructions on how to set the site preference, see the Request Record
Folder site preferences topic.
Set Editable Links site preference
IBM Enterprise
Records includes links that allow
users to link related records and folders. To create and maintain
links in
IBM Enterprise
Records, you
must set the Editable Link Classes site preference using Workplace.
For more information about
IBM Enterprise
Records links,
see the links topic.
For instructions on how to set the site preference,
see the link class site preferences topic.
Configure compliance-specific events
IBM Enterprise
Records includes several events
for PRO or DoD compliance, such as events that set metadata. Configuring
these events is optional as processing the events can affect performance.
- For optimal performance, configure only the events that are relevant
to your records management operations. For more information about configuring these events, see the enabling and subscribing to events topic.
- Both the DoD and PRO data models require that the File Store is
configured to use the purge method of deleting documents. The document
content is overwritten with blanks three times before deleting the
file. So, the file is unrecoverable. For more information, see the
search case sensitivity topic.
Configure Content Federation Services for
Image Services documents
If your IBM Enterprise
Records solution includes using
the optional Content Federation Services for
Image Services feature, ensure that Image Services security is set
up appropriately for Image Services document modification and deletion.
You can guarantee this configuration by coordinating with the IBM FileNet® Image Services system administrator. Also
ensure that IBM FileNet Image Services document
class retention parameters are set up appropriately so documents that
are declared as records are not deleted because of IBM FileNet Image Services retention settings. For
more information, see the maintenance ans system administration tasks
topic.
Configure protected storage devices
If your
IBM Enterprise
Records solution includes using
protected storage devices, such as
EMC Centera, NetApp SnapLock,
Tivoli® Storage
Manager and others, it is important
that
IBM Enterprise
Records retention
settings do not conflict with retention settings that might be configured
on the storage device. Therefore, turn off retention for the storage
device and use
IBM Enterprise
Records to
control retention.
- On Tivoli Storage
Manager devices,
retention is controlled by several parameters.
- When the IBM Enterprise
Records system
is fully configured, the IBM Enterprise
Records application
remains in full control of retention and deletion.