While you are browsing a file plan object store in IBM® Enterprise
Records, click Declare
Physical Record to run the Record Declaration
Wizard.
About this task
This wizard consists of three steps:
- Catalog Record
- Set Properties
- Set Classification Properties
Procedure
To declare a Catalog Record:
- Click Select Class. The wizard opens
the Record Class Selection page.
- By default, only the Marker Record class
is available. If your site added other classes, select the appropriate
class and click Accept.
- Specify a file plan location.
- In IBM Enterprise
Records,
click Add New. To remove a file plan location,
click Remove beneath its description. In Application Engine, click Select
Fileplan Location.
- Go to the appropriate level in a location and select
the check box.
If you created shortcuts, you can select Shortcuts and
select from the list. Select the check box of the location you want
to use and click Add to Selection.
You
can click Search to search for a location.
Select either the Title or the File
Plan Identifier. The default operator is "like" which
allows you to search for part of the name. Enter a text string and
click Search.
- After you select a location, click Add to
Selection.
- Click Add to Shortcuts for frequently
used locations. In future declarations, you can select the locations
from the Shortcuts view rather than going in
the Browse view.
- Click Accept.
- Click Next to continue to the Set
Properties step.
Results
To complete Set Properties:
- Provide the required information in the property fields. The required
fields vary depending on the class you selected. The required fields
in the default Marker Record class are:
- Media Type: Enter the media type, for example,
CD, video cassette, paper photo.
- Format: Enter the format, for example,
CDR, VHS, paper.
- Author/Originator: Enter the name of the
person who created or owns the physical record.
- Subject: Enter a brief description of the
physical record.
- Publication Date: Enter the date that the
physical record was created.
- Home Location: Enter the permanent location
of the physical record when the record is not checked out. Click Select under
the required location. The wizard closes the page and returns to the
Set Properties step.
- If you are declaring a record as a Receipt of another record,
click ReceiptOf. Then browse to and select
the classified record that is the source of the receipt. Receipts track
classified records but the receipt is not classified. See the topic
about receipts.
- Click Next.
To complete Set Classification Properties:
- To select a security classification guide (SCG) or source document,
click Derived From. This step is optional.
- To select an SCG, an SCG section, or SCG topic, click Add
New in the Security Classification Guides area and select
the required SCG element. Selecting an SCG element populates the Derived
From property of the record with SCG information. This
information includes the name of the SCG, the date that the SCG was
issued, and the originator of the SCG.
- To select a source document, click Add New in
the Source Documents area, and enter a description of the source document
in the text box. A source document does not provide additional information,
so complete the required fields on the Set Classification
Properties step.
- To remove a security classification guide or source document,
click the corresponding box in the Remove column, and click Remove.
- After you finish adding or removing the required classification
guide elements and source documents, click Accept.
Important: When you click Accept on
the Derived From page, IBM Enterprise
Records copies data from all fields
shown in the summary, including blanks, to the corresponding fields
on the Set Classification Properties step. If
you entered other data in those fields and are reviewing only the information
about the Derived From page, click Cancel to
keep your manually entered data.
- Specify a value for Initial Classification by
selecting Top Secret, Secret,
or Confidential from the menu.
Important: The Current Classification defaults to the same value
as the Initial Classification if you have clearance to see items at
the level of the initial classification. Otherwise, you must specify
a value at the level of your security clearance.
- Click Reasons for Classification. IBM Enterprise
Records opens the Select
Values page where you can add and remove Reasons for Classification.
- To add a Reason for Classification, click Add New Value and
select either Active, for new records or Deprecated for
old records.
- Select a reason from the list of choices and click Accept.
- Continue adding as many reasons as required.
- To remove a reason, highlight the reason and click the Remove
Selected Items icon:

- When you are finished with your selections, click Accept.
- In the Classifying Agency field, enter
the name of the agency that is currently managing the physical record,
such as the Department of Defense.
- Complete any of the remaining optional fields.
- To change the Declassify On Date, click
the calendar icon and select a date. The Declassify On
Date is based on one of the following values:
- The Default Declassification Timeframe value specified in the
System Configuration. For more information, see the system configuration topic.
- The SCG element, if you selected an SCG element in the Derived
From field.
- Click Declassify On Events or Downgrade
On Events. IBM Enterprise
Records opens
the Select Values page where you can add and
remove appropriate values.
- Select a value from the list of choices and click Accept.
- Continue adding as many values as required.
- To remove a value, highlight the value and click the Remove
Selected Items icon:

- When you are finished with your selections, click Accept.
- Entering or changing some information might change the requirement
of information in other fields. For example, if you modify the Declassify
On Date field, you must enter an exemption. If you enter
a value for the Downgrade On Events field,
you must provide downgrade instructions.
- Click Finish after you enter the required
information.