You can add a record category to a file plan in the hierarchy
of records management entities. You can also add a record category
to another record category, creating a subcategory. Note, however,
that you can add a subcategory only to an active record category.
Only a Records Manager or a Records Administrator can add a record
category.
By default, the newly-created record category inherits all
properties except Name, Identifier, and Date Opened from its parent
record category. You can change these inherited values.
Attention: At any level of the file plan, you should not create
more than 100 record categories and record folders (see
File plans for more information).
To add a record category:
- Sign in as the Records Manager or Records Administrator
and browse to the file plan under which you want to create a record
category. If you want to create a subcategory, open the appropriate
record category.
- To open the wizard, click Add Record Category:
. Then perform the following steps.- To set properties, enter or modify
the displayed property values. Some properties can be edited
directly in this page, while others require that you click the property
name to edit the values. A red asterisk indicates that you must specify
a value for that property. For more information about displayed properties,
refer to Properties reference. If entering
a Record Pattern that automatically names records being added to the
category, enter the pattern directly in this field. For help in constructing
the pattern, refer to Adding a naming pattern.
- Click Next to set the disposition
schedule for the record category or select another step from the left
panel.
- Click Cancel to exit the Add
Record Category wizard.
- To set disposition, there are
three possibilities. A disposition schedule might already have been
preselected (the Inherit box is checked). A disposition schedule might
be listed but the Inherit box is not checked. To use it, click Inherit.
There may be no disposition information. In all cases, click Browse
Schedule to select a schedule or change it. Click Clear
Schedule to leave the disposition blank for now. You can
review the information pages of any assigned schedule by clicking
its Get Info icon.
- When you browse for a schedule, click Select beneath
the name of the disposition schedule you want to assign to this category.
- If necessary, specify the Disposition Authority designated
for the disposal of the record category when it is due for disposal. By default, the disposition authority specified for the
selected disposition schedule will be automatically assigned as the
disposition authority for the record category. If a disposition authority
is not set for the selected schedule, the disposition authority that
you set for the category will be applicable. If you decide to specify
the disposition authority now, and set the disposition schedule later,
the disposition authority set for the schedule would override the
disposition authority that you previously set for the record category.
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 Set Vital Record step,
so you can skip to sub-step l.
- If the user or site preference setting is set to show
the Set Vital Record step, click Next to
set the Vital Record or select another step from the left panel. For more information, see the User Preference and Site Preference
links at the end of this topic.
- To specify that records in this category are vital,
select True from the Vital Record
Indicator menu. To set the vital record if
the records created in the record category require continuous reviews
and updates, you can mark the record category as Vital in this step.
All records created in the category are automatically classified as
Vital.
- If desired, enter a description of the vital records
to be added to this record category.
- From the Vital Record Review Action menu,
select the action that will be launched with the periodic review or
update cycle of vital records. The menu lists Vital Review
actions previously created as described in Adding an action.
- From the Vital Record Review and Update Cycle menu,
select the event that will trigger the periodic review or update of
vital records within the category. The menu lists recurring events
previously created as described in Adding a recurring event trigger.
- Click Next to set
the security and finish the record category.
- To set security, Review the existing security settings.
See Specify security settings for information
about each access right. Security settings determine the
groups and users who can access the record category, and control the
permissions granted to each group or user. The security settings you
specify here might be overridden by FileNet P8 security set
on the entity.
- If you want to change the access rights for a specific
user or group listed on the page, click the user or group name in
the Title column. The Security
Settings page displays, in which you can specify the security
permissions of different users and groups.
- To add new users or groups to the list, click Add
New. To remove an existing user or group from the list,
select the Remove option for that user or group. For more information see Adding users and groups to an object.
- To save modifications to security settings and finish
creating the record category, click Finish.
- Click OK to acknowledge the message
on successful addition of a record category and exit the Wizard.