IBM Enterprise Records, Version 5.1.+            

File records

When you file a record, you create a reference to that record at another location within the same file plan. The record is not duplicated. This means that instead of creating a copy of the record, you create a reference to the record, which points to the record at its original location. You can file one or more records at the same time.

While filing a record, you should keep the following in mind:

Security implications of filing records

When a record is declared into more than one container, you can specify its security parent during declaration. Filing the record into another folder after declaration does not change the security parent as long as the container is maintained and the record remains filed in that container. You can see which container is the security parent by selecting the Filed In information page. For additional details, see FileNet P8 security in the Security topic.

Disposition implications of filing records

When one record is filed into parent containers that have different disposition schedules, the pointer to the record is affected by the disposition schedule of its parent. Thus, if one parent container has a 5-year schedule and another parent has a 2-year schedule, after two years, the record will no longer appear in the parent with the 2-year record, but it will still appear in the parent with the 5-year schedule.

To file one or more records:

  1. Browse or search for the records you need to file.
  2. Select the check box to the left of the names.
  3. From the Multi-Select Actions menu, choose File. You can also right-click a single record and select File from the context menu.
  4. Navigate to the appropriate place in the file plan where you want to file the records and click File.
  5. A confirmation message displays to verify completion of the File action. Click OK to return to the file plan.
Attention: To see where an entity is filed, select the Filed In view of its information pages.

 



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Last updated: August 2011
file_record.htm

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