IBM Enterprise Records, Version 5.1.+            

IBM Enterprise Records configuration overview

There are several tasks you must complete to set up a IBM® Enterprise Records environment

To set up a IBM Enterprise Records environment, complete the following configuration tasks.

Create ROS document classes

You must create Document classes for the documents that will be declared as records.

Configure default file plan

Only one file plan hierarchy displays in the IBM Enterprise Records application at any given time.

Configure Disposition Sweep

An administrator configures the Disposition Sweep process during the IBM Enterprise Records installation and configuration procedure. However, to assure that it is correctly configured, review the Disposition Sweep configuration. For example, if your site does not use record types, verify that Run for Record Types is set to False.

For more information, see Configuring Disposition Sweep.

Configure Record types

Record types provide a way to associate a record with a disposition schedule that is different from the one currently associated with the record's parent record category or record folder. If your IBM Enterprise Records solution uses record types, be sure to configure Disposition Sweep to perform record type processing by setting Run for Record Types to True.

Configure retain metadata option

When a user with adequate access rights deletes an IBM Enterprise Records entity, it is permanently removed from the object store. However, you can configure the option to retain metadata at the file plan level for deleted record categories, record folders, volumes, and records. If an administrator enables the retain metadata option, the previously mentioned entities remain in the object store (marked as deleted) but are no longer visible in the IBM Enterprise Records application. You can periodically export these deleted entities and all of their metadata to an XML file for historical purposes, then permanently delete the entities from the object store. For information about how to configure this option, see Configuring retaining metadata.

Configure autodeclaration of records

You can configure IBM Enterprise Records to automatically declare a document as a record whenever a user completes a specific operation, such as creating a document. To configure autodeclaration:

Configure Property synchronization

You can configure property synchronization to automatically synchronize property values from a document to its associated record (or vice versa) whenever a property update occurs on the document or record. For more information, see Configuring property synchronization.

Set Workflow batch size

By default, IBM Enterprise Records stores a maximum of ten work items in a workflow batch for review or approval before disposal, but you can change the maximum number stored through a configuration setting. For more information, see Configuring the workflow batch size.

Configure Request a record folder workflow

IBM Enterprise Records includes the Create Record Folder workflow, allows users to send a request to a records manager to create a record folder. Many users typically have insufficient privileges to create a record folder. To make this workflow available to users, you must configure the Request Record Folder site preference. This preference might have been set during the IBM Enterprise Records installation and configuration. For more information on using this workflow, see Creating a record folder by using a workflow.

For instructions on how to set the site preference, see Set the Request Record Folder site preference.

Set Editable Links site preference

IBM Enterprise Records includes links that allow users to link related records and folders. To create and maintain links in IBM Enterprise Records, you must set the Editable Link Classes site preference using Workplace. For more information on IBM Enterprise Records links, see Links.

For instructions on how to set the site preference, see Setting the link class site preference.

Configure compliance-specific events

IBM Enterprise Records includes several events for PRO or DoD compliance, such as events that set metadata. Configuring these events is optional as processing the events can impact performance.

Configure CFS-IS documents

If your IBM Enterprise Records solution includes using the optional Content Federation Services for Image Services (CFS-IS) feature, coordinate with the IBM FileNet Image Services system administrator to assure that Image Services security is set up appropriately for Image Services document modification and deletion, and to assure that IS document class retention parameters are set up appropriately such that IS documents that have been declared as records are not deleted because of IS retention settings. For more information, see On-going maintenance and administration tasks.

Configure protected storage devices

If your IBM Enterprise Records solution includes using protected storage devices, such as EMC Centera, NetApp SnapLock, Tivoli® Storage Manager and others, it is important that IBM Enterprise Records retention settings do not conflict with retention settings that might be configured on the storage device. Therefore, turn retention off for the storage device and let IBM Enterprise Records control retention.


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Last updated: August 2011
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