IBM Enterprise Records, Version 5.1.2    

Records management tools

You can manage records by using tools that help you dispose and hold records, import or export files from other sources, and declare records in bulk. You also have two client user interfaces to help use the IBM® Enterprise Records product.

You can install the following IBM Enterprise Records components by using the IBM Enterprise Records installation program.

IBM Enterprise Records web application

The web application is the primary interface for configuring and managing the records management system. IBM Enterprise Records provides two user interfaces you can use to complete your records management tasks. Before you install IBM Enterprise Records, you must decide whether to install the IBM Enterprise Records administration client user interface or the traditional client user interface of the product. You can choose to use either one or use both.
IBM Enterprise Records administration client
If you use the IBM Enterprise Records administration client user interface, you must install the IBM Enterprise Records web application on the same server as IBM Content Navigator. The IBM Enterprise Records administration client runs on an existing installation of IBM Content Navigator as a plug-in. You must register the plug-in into IBM Content Navigator.
Important: You must install IBM Content Navigator V2.0.2 or later to use the IBM Enterprise Records administration client plug-in interface.

Both record managers and records administrators can use the plug-in user interface for record declaration, reporting, and file plan management. You can add and view documents in a content repository (ROS) in a typical IBM Content Navigator installation. You add the declaration capability directly into this desktop, which allows users to then declare existing documents as records by using a declare action. This capability is the interface that is typically used by users who are declaring documents as records.

You can use the plug-in to provide a file plan administration and management interface. This interface replaces the traditional IBM Enterprise Records interface. It allows users to manage file plan repositories (FPOS) and complete any records management-related tasks. Record administrators and managers use this interface to manage the file plan structure and declare records.

You separate the various tasks by configuring different desktops. You can control access to these desktops and configure the user interface layout. By default, any desktops that are created with IBM Content Navigator use the default layout that provides the content repository capabilities. The IBM Enterprise Records administration client provides a second layout through a file plan administration interface. The plug-in interface is easy to configure because it is a JAR file that uses the plug-in architecture of IBM Content Navigator. You do not need to separately deploy an EAR or WAR file. You must configure IBM Content Navigator one time for high availably, SSL, and single sign-on. The IBM Enterprise Records plug-in interface automatically inherits these capabilities.

Traditional IBM Enterprise Records client
If you use the traditional IBM Enterprise Records client user interface, you must install the IBM Enterprise Records web application on the same server as Application Engine or Workplace XT.
Restriction: Running IBM Enterprise Records configured with both Application Engine and Workplace XT on the same server is not supported.

IBM Enterprise Records API and bulk declaration services API

You can install the APIs on a development computer to create your own custom applications. These custom applications are items such as bulk declare records applications or your own custom web user interface.

/API/RM_API and /API/BDS_API are directories that the installation program copies the JAR files to. The JAR files provide interfaces and classes for creating a custom application or customizing records-related operations. For custom installations, you can install the IBM Enterprise Records API and bulk declaration services API components on any developer system.

IBM Enterprise Records Disposition Sweep and Hold Sweep

Sweeps manage the disposition and holding of records that are based on a defined schedule.

You can install the sweep components on any server. The components can be collocated with the IBM Enterprise Records web application or any other FileNet® P8 core component, such as Content Platform Engine.

Tip: If you are using FileNet P8 V5.1 or earlier, install the sweep components on the Content Engine server to improve access to the object store for sweep calculations. If you are using FileNet P8 V5.2, install the components on the Content Platform Engine.

File Plan Import Export tool

Use this tool to import an external file plan, or export a file plan to an external environment.
Tip: If you are using FileNet P8 V5.1 or earlier, install the File Plan Import Export tool on the Content Engine server. The installation helps to ensure fast access to the object store. If you are using FileNet P8 V5.2, install the components on the Content Platform Engine.

Transfer tool

Use this tool to transfer active records and record folders to a separate system for permanent archiving.

IBM Enterprise Records data models and marking sets (preinstalled with the web application)

Use these components to support the following records management standards:

Use the IBM Enterprise Records Configuration Manager to install the data models and marking sets. If you configure an object store with a data model, you can create a file plan in the object store.

Important: Marking sets are containers for markings and are associated with a property template that you can use to add a property to one or more classes. You can control access to an object by associating a marking set with a property template and adding that property to the class definition of your entity. When you apply a marking to an object, the access permissions for the object are a combination of the original access permissions and the Constraint Mask for each applied marking. The result of this combination is an effective security mask.

Configuration Manager program (preinstalled with the web application)

Use this tool to complete the following tasks:
Restriction: If you are using FileNet P8 V5.1 or earlier, you can use the Configuration Manager program only after you install IBM Enterprise Records and run the Content Engine and Process Engine Client installation programs. If you are using FileNet P8 V5.2, you can use the Configuration Manager program only after you install IBM Enterprise Records and run the Content Platform Engine Client installation programs.

IBM Enterprise Records Workflows

IBM Enterprise Records workflows help automate the review and disposal of record categories, record folders, volumes, and records. A workflow includes the tasks, procedural steps, personnel, input and output information, and tools for each step in a business process.

Before IBM Enterprise Records workflows can be run, you must configure the process regions and component queues. If you are using FileNet P8 V5.2 use IBM Enterprise Records Configuration Manager. If you are using FileNet P8 V5.1 or earlier, you must manually configure the process regions and component queues. Then, transfer the workflow definitions to the workflow database by using the Configuration Manager. The workflow definitions are imported into the file plan object stores through the configuring object stores steps of Configuration Manager.

IBM Enterprise Records Crystal Reports (available only in the traditional IBM Enterprise Records client)

Use this optional tool to work with the Crystal Reports templates. These templates help you report on records management activities.

Enhanced reporting framework

Installing IBM Enterprise Records gives you an enhanced reporting engine that provides the following capabilities:


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Last updated: November 2013
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