IBM Enterprise Records, Version 5.1.+            

Declaring a physical record

If your system has any object stores set up to use the DoD Classified data model, you must first indicate whether the physical record should be classified or unclassified. This procedure is for unclassified physical records.

To declare a classified physical record, see Declaring a classified physical record. To declare a physical record in IBM Enterprise Records, you can use an entry template. When an entry template includes a file plan location, the physical record is declared in the location where the user invoked the declaration action, and in all of the locations specified in the template. A records manager or records administrator can create or modify physical record declaration templates using the Add Entry Template tool in Application Engine or Workplace XT. For more information about entry templates, see Creating an entry template to declare physical records. The following procedure assumes you are using the default IBM Enterprise Records Physical Record Declare Template.

To declare a physical record in IBM Enterprise Records:

  1. In IBM Enterprise Records, navigate to the appropriate location in the file plan and click Declare Physical Record.
  2. If shown in the Select Wizard page, click the Declare Unclassified Record radio button and click Next.
  3. Click Select beneath the name of the entry template you want to use.

To Set Properties:

  1. Provide the required information in the property fields. The fields vary depending on the class you used. For example, the required fields in the default Marker Record class are as follows:
    • Media Type: For example: CD, video cassette
    • Format: e.g., CDR, VHS
    • Author/Originator: name of the person who created or owns the physical record
    • Subject: brief description of the physical record
    • Publication Date: Date the physical record was created.
    • Home Location: Current location of the physical record. When you click on this link, the wizard opens a page that displays a list of locations. Click Select under the required location. The wizard closes the page and returns to the Set Properties step.
  2. If the record you are declaring is a Receipt for a classified record, click ReceiptOf, then browse to and select the classified record that the receipt points to. For information, see Receipts.
  1. Click Finish after you enter the required information.
  2. If you have more records to declare, select an entry template again. If finished, click Exit.

To declare a physical record in Application Engine or Workplace XT:

  1. Add a new document. On the Select File step, choose None as the file type.
  2. On the confirmation page, click Declare as Record.
  3. Select the unclassified record option. For classified records, see Declaring a classified physical record.
  4. Either click Accept to use the wizard or Select to use an entry template.
    • For entry templates, navigate to the FPOS object store, Records Management/Templates folder, select the entry template, then click Accept. You must select a template designed by your administrators; the default template used in IBM Enterprise Records cannot be used in Application Engine or Workplace XT because it assumes the file plan location has already been selected.
    • To use the Catalog Record wizard, complete the following steps.
  5. Click Select Class and select the appropriate class. By default, all FPOS object stores provide the Marker Record class. You might have other choices provided by your administrators.
  6. Click Select File Plan Location and navigate to the appropriate entity. Since a physical record can be located in only one physical location, you generally select only one file plan location, such as a hybrid folder, box, or physical record folder.
  7. Select the check box of the appropriate entity and click Add to Selection.
    • Instead of using the default Browse view, you can select from any previously created shortcuts. Click Shortcuts in the left sidebar.
    • You can also search for the category or folder by name. Click Search in the left sidebar.
    • After adding the entity to the Selected File Plan Locations, you can click Add to Shortcuts for future use.
  8. When finished selecting the appropriate location, click Accept.
  9. Click Next to continue to the Set Properties step.

To Set Properties

  1. Provide the required information in the property fields. The fields vary depending on the class you used. For example, the required fields in the default Marker Record class are as follows:
    • Media Type: For example: CD, video cassette
    • Format: CDR, VHS
    • Author/Originator: name of the person who created or owns the physical record
    • Subject: brief description of the physical record
    • Publication Date: Date the physical record was created.
    • Home Location: Current location of the physical record. When you click on this link, the wizard opens a page that displays a list of locations. Click Select under the required location. The wizard closes the page and returns to the Set Properties step.
  2. If the record you are declaring is a Receipt for a classified record, click ReceiptOf, then browse to and select the classified record that the receipt points to. For information, see Receipts.
  3. Click Finish after you enter the required information.

About barcodes

If you have hardware and software that provides barcode data, you can either scan a barcode directly into the active field or you can copy it from your local computer and paste it into relevant fields in IBM Enterprise Records. For purposes of using Scan Physical Items in the Physical tab, you can enter any text string in a barcode field.



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Last updated: August 2011
declare_physical_record.htm

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