A record is a reference to information and provides metadata to manage the information. A record can inherit from the container where the record was created. For example, the record can inherit the disposition schedule of the parent container. Records can electronic or physical. Both electronic records and physical records can be catalogued as vital and marked as permanent records. The DoD Chapter 4 Data Model allows declaration of records with a security classification, including Top Secret, Secret, Confidential, or Unclassified. The PRO data model allows classification of records as Top Secret, Secret, Confidential, Restricted, or Unclassified.
Base and DoD data models allow declaration of, records in record categories, record folders, and volumes. PRO data model allow declaration of, records in record folders and volumes.
A record deletion or disposition deletes only the version of the document that this record points to. If there is only one version of the document, then the entire document version series is deleted. For example, if a document has multiple versions and one version is declared as a record, then only the version that is declared as a record is deleted with the record. Any other version that is not declared as a record, or is declared using a different record, is not deleted.
See Physical entities for additional information about managing physical records.
When you mark a container as Vital, select the recurring event that triggers the periodic review or update of vital records, and the action that launches when the review event occurs. Whenever the recurring review event occurs, the vital records review workflow associated with the event is launched. For more information, see Set vital records.
IBM Enterprise Records includes a report, Vital Records Due for Disposal, that displays the electronic vital records due for disposition within a specific period. For more information on reports, see Report generation.
A permanent record is identified as having sufficient value that requires preservation by your organization beyond the time that is normally required. You can mark a record as Permanent by setting the value of its Permanent Record Indicator property to True. By default, this property does not display in IBM Enterprise Records for the declare installation wizard. When creating a category or folder, the Permanent Record Indicator property does appear by default. If you do not want the property to appear in these cases, change the property to hidden through Enterprise Manager. For information on displaying the Permanent Record Indicator property in Content Engine, see Customizing the display of properties.
There is no behavior associated with the Permanent Record Indicator property. The property is informational only, and although the Permanent Record Indicator is set to True, the record can still be deleted.