Copy a record
Only a user who has at least to the Privileged User role or Reviewer role privileges can copy a record to another location in the same file plan. When a privileged user or reviewer copies a record:
- IBM InfoSphere Enterprise Records copies the declared document in the record object store (ROS) on the same source file with a different containment name.
- Except for the name, description, security, and disposition information, IBM InfoSphere Enterprise Records copies the record metadata to the new folder in the file plan object store (FPOS) with a link to the copied document in the ROS.
Security implications of copying records
After a record is copied, the new record inherits security from the new parent container.
Disposition implications of copying records
The copied record inherits the disposition schedule from the new parent container, unless the record has a disposition as a result of the record's record type. If the original record is already cut off, the copied record is not yet cut off. An authorized user must initiate disposition on the copied record when the copied record has a disposition schedule resulting from the record's record type.
To copy a single record
- Browse through the file plan hierarchy to access the record to copy.
- Right-click the record name and select Copy from the context menu.
- Note the Document Title field is populated with a record named prefixed by Copy of.
- Enter the Description for the copy of the record, and click Next.
- Navigate to the location in the file plan in which to store the copy and click Copy.
- After a confirmation message displays to verify the completion of the Copy action, click OK to return to the Browse page.
Note the following:
- An electronic record cannot be copied to a physical folder.
- A record can be copied only to a destination folder that is active and open.
To copy one or more records
- Browse through the file plan hierarchy to access the records to copy.
- Select the checkboxes to the left of the records that you want to copy.
- From the Multi-Select Actions menu, select Copy.
- At the Copy window, select the file plan location you want to copy the records to from the list.
Tip: You can use the Filter field to limit the number of items that appear in the Entity Name list. For example, if you know that your file plan location has the letter x in its name, you can type x in the filter field, click Go, and the list is refreshed with only file plan location names with a letter x. Click Reset to refresh the list back to a full list of file plans in alphabetical order.
- Navigate to the location in the file plan where you want to store the copy and click Copy.
- After a confirmation message displays to verify the completion of the Copy action, click OK to return to the Browse page.