IBM Enterprise Records, Version 5.1.2    

Records

A record is a reference to information and provides metadata to manage the information. A record can inherit from the container where the record was created. For example, the record can inherit the disposition schedule of the parent container. Records can electronic or physical. Both electronic records and physical records can be cataloged as vital and marked as permanent records. The DoD Chapter 4 Data Model allows declaration of records with a security classification, including Top Secret, Secret, Confidential, or Unclassified. The PRO data model allows classification of records as Top Secret, Secret, Confidential, Restricted, or Unclassified.

Base and DoD data models allow declaration of, records in record categories, record folders, and volumes. PRO data model allow declaration of, records in record folders and volumes.

Attention: If you are upgrading an Unclassified record to a higher classification, like Secret, many of the required properties for the upgraded record might be missing. To make sure that you assign the correct properties to the record, go to the info page for the record. Click Security Classification. Complete all of the missing "required" properties for the classification of that record. Click Apply.

Electronic records

An electronic record points to an electronic document, such as a Content Platform Engine document or an email message. For Content Platform Engine documents, you can create a separate record for each version of a document or a single record for a collection of document versions. You can store electronic records in both electronic and hybrid folders.

A record deletion or disposition deletes only the version of the document that the record points to. If there is only one version of the document, then the entire document version series is deleted. For example, if a document has multiple versions and one version is declared as a record, only the version that is declared as a record is deleted with the record. Any other version that is not declared as a record, or is declared using a different record, is not deleted.

Physical records

A physical record, sometimes called a marker, is metadata about a physical document or other object, such as paper records, tape, or microfilm. You can store physical records in any type of record folder. However, except for electronic folders, a physical record can be declared in only one container. This container can be a hybrid folder, a physical folder, or a box. After a physical record is declared in a container, you cannot file the record into another container unless the container is an electronic folder. This constraint models the physical storage for the record. For example, if you have a single backup tape, you can only physically store the tape in one box.

For more information about managing physical records, see the physical entities topic.

Classified records

In DoD Classified data models, records are classified as either Top Secret, Secret, Confidential, or Unclassified. You can access only those records that correspond to your security clearance level. For more information about declaring classified records, see the declaring a physical record topic and the security classification properties topic.

Vital records

Vital records are essential agency records needed to meet operational responsibilities during an emergency or disaster. To ensure periodic reviews of these records, mark a record category, record folder, or volume as Vital, and all records created under these containers are automatically classified as Vital.

When you mark a container as Vital, select the recurring event that triggers the periodic review or update of vital records. Also select the action that starts when the review event occurs. Whenever the recurring review event occurs, the vital records review workflow associated with the event is started. For more information, see the vital records topic.

IBM® Enterprise Records includes a report, Vital Records Due for Disposal, that shows the electronic vital records due for disposition within a specific period. For more information about reports, see the report generation topic.

Permanent records

A permanent record is identified as having sufficient value that requires preservation by your organization beyond the time that is normally required. You can mark a record as Permanent by setting the value of its Permanent Record Indicator property to True. By default, this property does not display in IBM Enterprise Records for the declare installation wizard. When creating a category or folder, the Permanent Record Indicator property does display by default. If you do not want the property to display in these cases, change the property to hidden through IBM Datacap Taskmaster Capture Connector for EMC Documentum. For information about displaying the Permanent Record Indicator property in Content Platform Engine, see the customizing the display of properties topic.

There is no behavior associated with the Permanent Record Indicator property. The property is informational only, and although the Permanent Record Indicator is set to True, the record can still be deleted.



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Last updated: November 2013
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