There are several tasks you must complete to set up a IBM® Enterprise
Records environment
To set up a
IBM Enterprise
Records environment,
complete the following configuration tasks.
- You must configure one object store (file plan object store or
FPOS) for the file plan structure, and another (records enabled object
store, or ROS) for documents declared as records. Typically, there
would be many users with access to the ROS who should not have access
to the entities that make up your file plan in the FPOS. You can have
more than one ROS associated with one FPOS.
- Although some configuration tasks were performed during the IBM Enterprise
Records installation and configuration
procedure, you can revisit the configuration settings after you create
your file plans and are configuring your IBM Enterprise
Records solution for a production
environment.
- For details about IBM Enterprise
Records installation
and configuration procedures, see the IBM Enterprise Records Installation and Upgrade.
- For information on configuration of tasks associated with creating
a file plan (such as configuring a volume name suffix) see Creating a file plan.
Create ROS document classes
You must create
Document classes for the documents that will be declared as records.
- ROS Document classes have a Can Declare property, which IBM Enterprise
Records uses to determine if a
document can be declared as a record. During the IBM Enterprise
Records installation and configuration,
the property for either the base Document class or for one or more
Document subclasses was set to True, indicating that instances of
those classes can be declared as a record. To prepare your IBM Enterprise
Records environment for production,
verify that the value of this property is set to True (or that a subclass
inherits this setting from its superclass) for all appropriate ROS
Document classes. In addition, verify that the Default Instance Security
for these classes has Minor versioning and Major versioning rights
set so users (who have appropriate access rights) can version instances
of the classes.
Configure default file plan
Only one file plan
hierarchy displays in the
IBM Enterprise
Records application
at any given time.
- As part of the IBM Enterprise
Records installation
and configuration procedure, an Application Engine or
a Workplace XT site preference
was set to specify this default file plan. However, at the time IBM Enterprise
Records was installed and configured
it is unlikely that you had one or more of your site's file plans
set up.
- You can modify this site preference setting, if desired, to specify
your preferred default. Each IBM Enterprise
Records user
can set a user preference that overrides this default site preference
setting.
- For more information, see Setting the default file plan.
Configure Disposition Sweep
An administrator
configures the Disposition Sweep process during the
IBM Enterprise
Records installation and configuration
procedure. However, to assure that it is correctly configured, review
the Disposition Sweep configuration. For example, if your site does
not use record types, verify that
Run for Record Types is
set to
False.
For more information, see Configuring Disposition Sweep.
Configure Record types
Record types 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. If your
IBM Enterprise
Records solution uses record types,
be sure to configure Disposition Sweep to perform record type processing
by setting
Run for Record Types to
True.
- For more information, see Configuring Disposition Sweep.
- Also, consider how a record type will be associated with a record.
You can specify that all records of a specific record class be assigned
to a specific record type by default. For more information, see Configuring a default record type.
- Alternatively, you can display the record type metadata when a
record is declared through Application Engine or Workplace XT, allowing the user to
select a record type. For more information, see Configuring displaying record type metadata during declaration.
- You can also combine these two approaches, where you specify a
default but also allow the user to override the default by selecting
a record type.
- The IBM Enterprise
Records user
interface has no mechanism to declare all parts of a compound document
as a single record. However, you can declare individual child or parent
documents as records. You can also make documents that have already
been declared as records part of a compound document later. Certain
compound document settings, such as Prevent delete or Delete
child when parent is deleted, can affect the normal disposition
of a record. If any part of a compound document (the parents, the
children, or both) will be declared as record, it is required that
the default settings are used. These settings are the Neither
Parent nor Child option in the Prevent delete menu
and the Do not delete Child when Parent is deleted selection.
Other settings are not supported by IBM Enterprise
Records and will result in failure
or inconsistent behavior when the records go through disposition.
- Any application using Darwin Information Typing Architecture (DITA)
file functionality creates the components as compound documents. Therefore,
the differences that apply to compound documents mentioned in the
previous note also apply to DITA files.
Configure retain metadata option
When a user
with adequate access rights deletes an
IBM Enterprise
Records entity, it is permanently
removed from the object store. However, you can configure the option
to retain metadata at the file plan level for deleted record categories,
record folders, volumes, and records. If an administrator enables
the retain metadata option, the previously mentioned entities remain
in the object store (marked as deleted) but are no longer visible
in the
IBM Enterprise
Records application.
You can periodically export these deleted entities and all of their
metadata to an XML file for historical purposes, then permanently
delete the entities from the object store. For information about how
to configure this option, see
Configuring retaining metadata.
Configure autodeclaration of records
You can
configure
IBM Enterprise
Records to
automatically declare a document as a record whenever a user completes
a specific operation, such as creating a document. To configure autodeclaration:
- Modify the supplied configuration file to specify where IBM Enterprise
Records is to file the declared
records
- create an AutoDeclare event action.
- Create a subscription for the ROS document classes (such as the
base Document class or only specific subclasses) to the event action
that specifies which events will trigger the event. For more information,
see Configuring autodeclaration of records.
Configure Property synchronization
You can
configure property synchronization to automatically synchronize property
values from a document to its associated record (or vice versa) whenever
a property update occurs on the document or record. For more information,
see
Configuring property synchronization.
Set Workflow batch size
By default,
IBM Enterprise
Records stores a maximum of ten
work items in a workflow batch for review or approval before disposal,
but you can change the maximum number stored through a configuration
setting. For more information, see
Configuring the workflow batch size.
Configure Request a record folder workflow
IBM Enterprise
Records includes the Create Record
Folder workflow, allows users to send a request to a records manager
to create a record folder. Many users typically have insufficient
privileges to create a record folder. To make this workflow available
to users, you must configure the Request Record Folder site preference.
This preference might have been set during the
IBM Enterprise
Records installation and configuration.
For more information on using this workflow, see
Creating a record folder by using a workflow.
For instructions
on how to set the site preference, see Set the Request Record Folder site preference.
Set Editable Links site preference
IBM Enterprise
Records includes links that allow
users to link related records and folders. To create and maintain
links in
IBM Enterprise
Records, you
must set the Editable Link Classes site preference using Workplace.
For more information on
IBM Enterprise
Records links,
see
Links.
For instructions on
how to set the site preference, see Setting the link class site preference.
Configure compliance-specific events
IBM Enterprise
Records includes several events
for PRO or DoD compliance, such as events that set metadata. Configuring
these events is optional as processing the events can impact performance.
- For optimal performance, only configure the events that are relevant
to your records management operations. For more information on configuring
these events, see Enabling and subscribing to events.
- Both the DoD and PRO data models require that the File Store be
configured to use the purge method of deleting documents. The document
content will then be overwritten with blanks three times before deleting
the file. Thus, the file is unrecoverable. See Setting search case sensitivity.
Configure CFS-IS documents
If your
IBM Enterprise
Records solution includes using
the optional
Content Federation Services for
Image Services (CFS-IS) feature, coordinate with the
IBM FileNet Image Services system administrator to
assure that Image Services security is set up appropriately for Image
Services document modification and deletion, and to assure that IS
document class retention parameters are set up appropriately such
that IS documents that have been declared as records are not deleted
because of IS retention settings. For more information, see
On-going maintenance and administration tasks.
Configure protected storage devices
If your
IBM Enterprise
Records solution includes using
protected storage devices, such as
EMC Centera, NetApp SnapLock,
Tivoli® Storage
Manager and others, it is important
that
IBM Enterprise
Records retention
settings do not conflict with retention settings that might be configured
on the storage device. Therefore, turn retention off for the storage
device and let
IBM Enterprise
Records control
retention.
- On Tivoli Storage
Manager devices,
retention is controlled by several parameters.
- When the IBM Enterprise
Records system
is fully configured, the IBM Enterprise
Records application
remains in full control of retention and deletion.