Declare a classified physical record

While you are browsing a file plan object store in IBM InfoSphere Enterprise Records, click Declare Physical Record to launch the Record Declaration Wizard. This wizard consistes of three steps:

Catalog Record

  1. Click Select Class. The wizard opens the Record Class Selection page.
  2. By default, only the Marker Record class is available. If your site has added other classes, select the appropriate class and click Accept.
  3. Specify a file plan location.
    1. In IBM InfoSphere Enterprise Records, click Add New. To remove a file plan location, click Remove beneath its description.

      In Workplace, click Select Fileplan Location.
    2. Navigate to the appropriate level in a location and select the check box.

      If you have previously created shortcuts, you can select Shortcuts and select from the list. Select the check box of the location you want to use and click Add to Selection.

      You can click Search to search for a location. Select either the Title or the File Plan Identifier. The default operator is "like" which allows you to search for part of the name. Enter a text string and click Search.

    3. Once you select a location, click Add to Selection.
    4. Click Add to Shortcuts for frequently used locations. In future declarations, you can select the locations from the Shortcuts view rather than navigating in the Browse view.
    5. Click Accept.
  4. Click Next to continue to the Set Properties step.

Set Properties

  1. Provide the required information in the property fields. The required fields vary depending on the class you selected. The required fields in the default Marker Record class are:
  2. If the record you are declaring is a Receipt of another record, click ReceiptOf, then browse to and select the classified record that is the source of the receipt. Receipts keep track of classified records but the receipt is not usually classified. For more information about receipts, see Receipts.
  1. Click Next.

Set Classification Properties

  1. To select a security classification guide (SCG) or source document, click Derived From. This step is optional.

    NOTE  When you click Accept on the Derived From page, IBM InfoSphere Enterprise Records copies data from all fields shown in the summary, including blanks, to the corresponding fields on the Set Classification Properties step. If you previously entered other data in those fields and are only reviewing the information on the Derived From page, click Cancel (instead of Accept) to keep data that you manually entered.

  2. Specify a value for Initial Classification by selecting Top Secret, Secret, or Confidential from the drop-down menu.

    NOTE  The Current Classification defaults to the same value as the Initial Classification if you have clearance to see items at the level of the initial classification. Otherwise, you need to specify a value at the level of your security clearance.

  3. Click Reasons for Classification. IBM InfoSphere Enterprise Records opens the Select Values page where you can add and remove Reasons for Classification.
    1. To add a Reason for Classification, click Add New Value and select either Active, for new records) or Deprecated for legacy records.
    2. Select a reason from the list of choices and click Accept.
    3. Continue adding as many reasons as required.
    4. To remove a reason, highlight the reason and click the Remove Selected Items icon: remove selected items icon
    5. When you are finished with your selections, click Accept.
  4. In the Classifying Agency field, enter the name of the agency that is currently managing the physical record, such as the Department of Defense.
  5. Complete any of the remaining optional fields.
  6. Click Finish after you enter the required information.