IBM Enterprise Records, Version 5.1.2    

Adding a volume

You can add new electronic, physical, or hybrid volumes to record folders. The type of volume must be the same as its folder type. You cannot add box volumes.

About this task

When you create a record folder, the system automatically creates a volume under that record folder. Volumes are typically used to limit the number of items, perhaps to partition records by month or by year. When you open a new volume, the old one is automatically closed. No more records are automatically added to a closed volume, though you can add them manually if necessary. For example, if a record must be in a volume that is now closed, you can open the old volume and add the record manually. Then close the volume again. A volume inherits the disposition schedule of the record folder under which it is created. You cannot define a disposition schedule that is independent of the parent record folder. In addition, you cannot create a subfolder or volume under a volume.

Procedure

To add a volume:

  1. Log in as a Records Manager or Records Administrator and open the record folder under which you want to create the volume.
  2. Click Add Volume: Create a volume icon

Results

Set properties

To set properties:

  1. Enter or modify the displayed property values. Some properties can be edited in this page. Others require that you click the property name to edit the values. The Volume Name field is pre-filled with a pattern name that is based on the pattern that you selected during the configuration. You can enter in any name in the Volume Name field, but you cannot have duplicate volume names. You cannot include any of the following characters as part of the volume name: \ / : * ? " < > |. For more information about displayed properties, see the properties reference topic.
  2. Click Next to set vital record information or select another step from the panel.
    Attention: If your display setting in your Site Preferences or User Preferences for Show vital records step when you create containers is set to No, the program hides the vital review step. Skip to the Set security section of this topic.
Set vital record

If all the records created under the new volume need continuous reviews and updates, you can mark the volume as Vital. Before you can complete this step, one or more vital review actions must exist. For more information about creating this action, see the adding an action topic. One or more recurring event triggers must also exist. For information about creating a recurring event, see the adding a recurring event trigger topic.

To set vital record:

  1. From the Vital Record Indicator menu, select True.
  2. Optional: Enter a vital record description.
  3. From the Vital Record Review Action menu, select the action that starts with the periodic review and update cycle of vital records.
  4. From the Vital Record Review and Update Cycle menu, select the appropriate recurring event that triggers the periodic review of vital records within this volume.
  5. Click Next to set the security for the volume.
Set security (Optional)

Security settings determine the groups and users who can access the volume, and control the permissions granted to each group or user. The security settings that you specify here might be overridden by the FileNet P8 security set on the entity. For more information, see the security topic.

  1. Add new users or groups.
    1. Click Add New.
    2. Select the domain from the Select in menu.
    3. Select Users or Groups.
    4. Enter the first few characters of the user or group name and click Search.
    5. Select one or more names from the list and click Accept.
  2. Change the permissions of a user or group if wanted.
    1. Click the user or group name in the Title column to change the access rights for that user or group.
    2. Select the appropriate Allow or Deny check box for each permission. Allow overrides group rights so the user or group can perform the associated functions; Deny overrides group rights to prevent that user or group from accessing that function.
    3. Click Accept.
  3. Click Finish and then OK on the confirmation page.


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Last updated: November 2013
create_a_volume.htm

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