IBM Enterprise Records, Version 5.1.2    

Adding a record folder

You can add a record folder only under the lowest level of a record category. If a record category contains a subcategory, you cannot add a record folder to it. Also, you can add a record folder only to an active record category. You cannot create a subfolder under a record folder. A record folder can contain only volumes or records. IBM® Enterprise Records ships with four types of record folders: electronic folder, physical folder, physical box, and hybrid folder. Your site might create additional custom folders.

About this task

In the PRO installation of IBM Enterprise Records, only a Records Manager or Records Administrator can add a record folder. In the DoD and Base installations, in addition to a Records Manager or Records Administrator, privileged users can add a record folder. If you do not have the required security permissions for creating a record folder, you can start the Create Record Folder workflow from Workplace. When you start this workflow, a record folder creation request is sent to the Records Manager for approval. For more information, see the creating a record folder by using a workflow topic. By default, the new record folder inherits all properties except Name, Identifier, and Date Opened from its parent entity. You can change these inherited values.
Attention: At any level of the file plan, do not create more than 100 record categories and record folders. For more information about file plans, see the file plans topic.

Procedure

To add a record folder:

  1. Sign in as a Records Manager or Records Administrator. Browse the file plan to access the record category under which you want to create a record folder.
  2. Click Add Record Folder and perform the following steps.
    1. To set Class, click the type of record folder you want create, then click Next to proceed to the Set Properties step.
      • Electronic Record Folders can store both electronic and physical records
      • Physical Record Folders can store physical records
      • Box is for physical records and can be set up to model a warehouse
      • Hybrid Record Folders can store both electronic and physical records
      For more information about folder types, see the categories, folders, and volumes topic.
    2. To set Properties, enter or modify the displayed property values. Some properties can be edited directly in this page, while others require that you click the property name to edit the values. A red asterisk indicates that you must specify a value for that property. For more information about displayed properties, see the properties reference topic. If entering a Record Pattern that automatically names records being added to the folder, enter the pattern directly in this field. For information about constructing the pattern, see the adding a naming pattern topic.
    3. Click Next to set the disposition schedule for the record folder or select another step from the panel. Click Cancel to exit the Add Record Folder wizard.
    4. To set Disposition there are three possibilities. A disposition schedule might already be preselected. The Inherit box is checked. A disposition schedule might be listed but the Inherit box is not checked. To use it, click Inherit. There might not be any disposition information. In all cases, click Browse Schedule to select a schedule or change it. Click Clear Schedule to leave the disposition blank for now. You can review the information pages of any assigned schedule by clicking its Get Info icon.
    5. When you browse for a schedule, click Select beneath the name of the disposition schedule you want to assign to this folder.
    6. If necessary, specify the Disposition Authority designated for the disposal of the record folder when it is due for disposal. By default, the disposition authority specified for the selected disposition schedule is automatically assigned as the disposition authority for the record folder. If a disposition authority is not set for the selected schedule, the disposition authority that you set for the folder is applicable. If you specify the disposition authority now and set the disposition schedule later, the disposition authority set for the schedule overrides the disposition authority.
      Attention: If your display setting in your Site Preferences or User Preferences for Show vital records step when you create containers is set to No, the program hides the Set Vital Record step. Skip to substep l.
    7. If the user or site preference setting is set to show the Set Vital Record step, click Next to set the Vital Record for the record folder. Alternatively, select another step in the panel. For more information, see the User Preference and Site Preference links at the end of this topic.
    8. To specify that records in this folder are vital, select True from the Vital Record Indicator menu. If the records created under the record folder need continuous reviews and updates, you can mark the record folder as Vital in this step. All records created under such a folder are automatically classified as Vital.
    9. If wanted, enter a description of the vital records to be added to this record folder.
    10. From the Vital Record Review Action menu, select the action that is started with the periodic review or update cycle of vital records. The menu lists Vital Review actions previously created. For more information, see the adding an action topic.
    11. From the Vital Record Review and Update Cycle menu, select the event that triggers the periodic review or update of vital records within the folder. The menu lists recurring events previously created. For more information, see the adding a recurring event topic.
    12. Click Next to set the security and finish the folder.
    13. To set Security, review the existing security settings. For more information about each area of access, see the specify security setting topic. Security settings determine the groups and users who can access the record folder, and control the permissions granted to each group or user. The security settings you specify here might be overridden by the FileNet P8 security set on the entity. For more information, see the security topic.
    14. To change the access rights for a specific user or group listed on the page, click the user or group name in the Title column. The Security Settings page displays, in which you can specify the security permissions of different users and groups.
    15. To add new users or groups to the list, click Add New. To remove an existing user or group from the list, select the Remove option for that user or group. For more information about users and groups, see the adding users and groups to an object topic.
    16. To save modifications to security settings and finish creating the record folder, click Finish.
    17. Click OK to acknowledge the message on successful addition of a record folder and exit the wizard.


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Last updated: November 2013
create_a_record_folder.htm

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