If your system has any object stores set up to use the
DoD Classified data model, first indicate whether the physical record
is classified or unclassified. This procedure is for unclassified
physical records.
About this task
To declare a classified physical record, see the declaring
a classified physical record topic. To declare a physical record in
IBM® Enterprise
Records, you can use an entry template.
When an entry template includes a file plan location, the physical
record is declared in the location where the user started the declaration
action. The record is also declared in all of the locations specified
in the template. A records manager or records administrator can create
or modify physical record declaration templates using the Add Entry
Template tool in
Application Engine or
Workplace XT. For more
information about entry templates, see the creating an entry template
topic. The following procedure assumes that you are using the default
IBM Enterprise
Records Physical Record Declare
Template.
Procedure
To declare a physical record in IBM Enterprise
Records:
- In IBM Enterprise
Records, go to the appropriate location in the file plan and click Declare Physical Record.
- If shown in the Select Wizard page,
select the Declare Unclassified Record radio
button and click Next.
- Click Select beneath the name of
the entry template you want to use.
Results
To Set Properties:
- Provide the required information in the property fields. The fields
vary depending on the class you used. For example, the required fields
in the default Marker Record class are as follows:
- Media Type: For example: CD, video cassette
- Format: CDR, VHS
- Author/Originator: name of the person who
created or owns the physical record
- Subject: brief description of the physical
record
- Publication Date: Date the physical record
was created.
- Home Location: Current location of the
physical record. When you click this link, the wizard opens a page
that displays a list of locations. Click Select under the required location. The wizard closes the page and returns
to the Set Properties step.
- If the record you are declaring is a Receipt for a classified
record, click ReceiptOf. Browse to and select
the classified record that the receipt points to. For more information,
see the receipts topic.
- Click Finish after you enter the required
information.
- If you have more records to declare, select an entry template
again. If finished, click Exit.
To declare a physical record in Application Engine or Workplace XT:
- Add a document. On the Select File step, choose None as the file type.
- On the confirmation page, click Declare as Record.
- Select the unclassified record option. For classified records,
see the declaring a classified physical record topic.
- Click Accept to use the wizard or Select to use an entry template.
- For entry templates, go to the FPOS object store, Records
Management/Templates folder, select the entry template,
then click Accept. Select a template designed
by your administrators. The default template used in IBM Enterprise
Records cannot be used in Application Engine or Workplace XT. This restriction assumes
that the file plan location is already selected.
- To use the Catalog Record wizard, complete
the following steps.
- Click Select Class and select the appropriate
class. By default, all FPOS object stores provide the Marker Record
class. You might have other choices provided by your administrators.
- Click Select File Plan Location and go
to the appropriate entity. Since a physical record can be located
in only one physical location, select only one file plan location.
The location options are hybrid folder, box, or physical record folder.
- Select the check box of the appropriate entity and click Add to Selection.
- Instead of using the default Browse view, you can select from
any previously created shortcuts. Click Shortcuts in the sidebar.
- You can also search for the category or folder by name. Click Search in the sidebar.
- After adding the entity to the Selected File Plan Locations, you
can click Add to Shortcuts for future use.
- When finished selecting the appropriate location, click Accept.
- Click Next to continue to the Set Properties
step.
To Set Properties
- Provide the required information in the property fields. The fields
vary depending on the class you used. For example, the required fields
in the default Marker Record class are as follows:
- Media Type: For example: CD, video cassette
- Format: CDR, VHS
- Author/Originator: name of the person who
created or owns the physical record
- Subject: brief description of the physical
record
- Publication Date: Date the physical record
was created.
- Home Location: Current location of the
physical record. When you click this link, the wizard opens a page
that displays a list of locations. Click Select under the required location. The wizard closes the page and returns
to the Set Properties step.
- If the record you are declaring is a Receipt for a classified
record, click ReceiptOf. Browse to and select
the classified record that the receipt points to. For more information,
see the receipts topic.
- Click Finish after you enter the required
information.
About barcodes
If you have hardware and software that
provides barcode data, you can either scan a barcode directly into
the active field or you can copy it from your local computer and paste
it into relevant fields in IBM Enterprise
Records. For purposes of using Scan Physical Items
in the Physical tab, you can enter any text string in
a barcode field.