There are several thing you need to do when creating a
file plan in IBM® Enterprise
Records related
to security, naming patterns, volume names, workflows, actions, events,
dates, disposition schedules, class and property customization, and
adding locations, file plans, and folders.
Below are links to other topics that provide detailed information.
The tasks are listed in the general order in which you should perform
them. For example, you must perform some tasks, such as adding actions
and events, before you perform other tasks, such as defining disposition
schedules.
- Review your security requirements for records management and make
any needed adjustments. Adjusting the default security settings after
the system is in use is complex. In general, assign security settings
to groups rather than individual users; this will make your system
inherently more maintainable. See FileNet P8 security for
more information.
- Optionally Adding a naming pattern,
which defines the naming pattern rules that you want to enforce on
different entities, such as record categories and folders created
under a file plan. You should define these naming pattern rules then
associate the naming pattern with the file plan before you begin adding
the entities for which you want the rules enforced.
- Optionally change the configuration of the volume name suffix,
which is an incremental number that acts as a suffix in the volume
name. By default, the value of the suffix is "00000". You should configure
this before you begin adding record folders, since a volume is automatically
created as a result of adding any type of record folder except for
a box. See Configuring the volume name suffix.
- Optionally create new or customize existing disposition workflows
and transfer them to the Process Engine server.
Any workflows that will be associated with actions need to be available
before you create the associated actions. See Create and modify workflows.
- Add actions, which are the disposition actions (such as destroy
or move to storage room) performed on entities. You must add actions
before defining disposition schedules. If you are going to mark any
record containers or record folders as vital containers (that is,
the records they contain are vital records that must be periodically
reviewed), be sure to add one or more actions of type Vital
Review. Although it is not mandatory, you can mark a container
entity as Vital at the time you create it, which requires you to specify
the Vital Review action and the recurring event.
See Adding an action.
- Add events, which are the occurrences of specified conditions
(such as end of fiscal quarter) based on which the system triggers
certain actions on entities. You must add events before defining disposition
schedules that use these events. If you are going to mark any record
containers or record folders as vital containers, be sure to add one
or more recurring events. See Event triggers.
- Optionally add any predefined dates, which are dates (typically
one-time events) based on which the system triggers certain actions
on entities. You must add predefined dates before defining disposition
schedules that use these dates. See Adding a predefined date.
- Define disposition schedules. Although it is not mandatory, you
can associate a disposition schedule with an entity at the time you
create that entity. Also, if your IBM Enterprise
Records solution includes using
record types, you must define a disposition schedule before you can
create its associated record type. See Defining a disposition schedule.
- Optionally add record types, which 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. See Adding, modifying, or deleting a record type.
- Optionally perform any class and property customization, such
as subclassing IBM Enterprise
Records classes,
adding properties to classes, and customizing the way properties display
in the user interface. See Creating subclasses, Adding properties to classes, and Customizing the display of properties.
- If your IBM Enterprise
Records solution
includes managing physical records, then add locations. When you add
a physical entity, such as a physical record folder, you must provide
its location. See Adding a location.
- Add your file plan. See Adding a file plan.
- Create your file plan hierarchy, which includes adding record
categories and adding record folders. See Adding a record category and Adding a record folder.
- After you create your file plan, you should revisit existing IBM Enterprise
Records configuration settings
plus perform some additional configuration tasks. See IBM Enterprise Records configuration overview for a summary.
- For information on migrating a file plan from one object store
to another (for example, to move a file plan from a development or
test environment into a production environment), see Using the File Plan Import and Export Tool.