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:
- Base
- Department of Defense 5015.2-STD (DoD)
- Department of Defense 5015.2-STD (DoD Classified)
- Public Records Office (PRO) (deprecated)
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:
- Configuring and deploying Application Engine or Workplace XT if you plan to use the traditional client user interface
- Configuring object stores for IBM Enterprise
Records usage
- Upgrading from previous versions
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:
- Ability to run IBM FileNet Content Engine or Content Platform Engine queries
and place the results in a database table
- Reporting applications such as Cognos can extract information
from the database and generate a report that is based on a template
- A set of predefined templates is provided for standard IBM Enterprise
Records reports