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:
- In IBM Enterprise
Records,
navigate to the appropriate location in the file plan and click Declare
Physical Record.
- If shown in the Select Wizard page, click the Declare
Unclassified Record radio button and click Next.
- Click Select beneath the name of
the entry template you want to use.
To Set Properties:
- 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.
- 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.
- Click Finish after you enter the required
information.
- 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:
- Add a new document. On the Select File step, choose None as
the file type.
- On the confirmation page, click Declare as Record.
- Select the unclassified record option. For classified records,
see Declaring a classified physical record.
- 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.
- 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.
- 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.
- 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.
- When finished selecting the appropriate location, click Accept.
- Click Next to continue to the Set Properties
step.
To Set Properties
- 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.
- 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.
- 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.