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® 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 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.
Implications of copying records.
- 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 check boxes 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.
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.