IBM Enterprise Records, Version 5.1.2    

Copy a record

Only a user with at least Privileged User role or Reviewer role privileges can copy a record to another location in the same file plan. When a privileged user or reviewer copies a record, IBM® Enterprise Records copies the declared document in the record object store (ROS). The declared document is copied on the same source file with a different containment name. Except for the name, description, security, and disposition information, IBM Enterprise Records copies the record metadata to the new folder in the file plan object store (FPOS). The metadata has a link to the copied document in the ROS.

About this task

Implications of copying records.

Procedure

To copy a single record:

  1. Browse through the file plan hierarchy to access the record to copy.
  2. Right-click the record name and select Copy from the menu.
  3. Note the Document Title field is populated with a record named prefixed by Copy of.
  4. Enter the Description for the copy of the record, and click Next.
  5. Go to the location in the file plan in which to store the copy and click Copy.
  6. After you see a confirmation message verifying the completion of the Copy action, click OK to return to the Browse page. Note the following issues:
    • An electronic record cannot be copied to a physical folder.
    • A record can be copied only to a destination folder that is active and open.

Results

To copy one or more records

  1. Browse through the file plan hierarchy to access the records to copy.
  2. Select the check boxes next to records that you want to copy.
  3. From the Multi-Select Actions menu, select Copy.
  4. At the Copy window, select the file plan location you want to copy the records to from the list.

    You can use the Filter field to limit the number of items you see in the Entity Name list. For example, if you know that your file plan location has the letter x in its name, you can type x in the filter field. Click Go. The list is refreshed with only file plan location names with a letter x. Click Reset to refresh the list back to a full list of file plans in alphabetical order.

  5. Go to the location in the file plan where you want to store the copy and click Copy.
  6. After you see a confirmation message verifying the completion of the Copy action, click OK to return to the Browse page.


Feedback

Last updated: November 2013
copy_record.htm

© Copyright IBM Corporation 2013