Working With Records Folders 7-11
The screen closes. The record folder appears next to the rule.
5.
You can further refine the disposition by selecting how the disposition is applied. Select an option from the Disposition Applies To list. Available choices are
Content Only, Folders Only, or Content and Folders.
6. In the Disposition Instructions Page, click Submit Update. The successfully
updated dispositions message is displayed with the specific folder noted. For more details about adding dispositions, see the Oracle Fusion Middleware Setup
Guide for Universal Records Management.
7.2.5 Setting Dates with External Folders
An external record folder is external to the records management system, and has a tangible counterpart to the electronic record folder that tracks it. An external record
folder is indicated on the Record Folder Information Page by the information field External: Yes.
Setting dates can only be done on the Create or Edit Record Folder Page
. Use one of these methods to access that page:
■
On the search or screening results page, click Edit then Edit Folder from the folder’s Actions menu.
■
On the search or screening results page, click the Info icon of the folder.
The Record Folder Information Page
is displayed. On the page’s top menu, click
Edit then Edit Folder then the option needed.
7.2.5.1 Activating a Record Folder
In the External fields area of the Create or Edit Record Folder Page
, click the calendar
component icon and select a date for the Activation date box. Click Submit Update. The Record Folder Information Page displays the activation
date for the record folder.
7.2.5.2 Expiring a Record Folder
Entering an expiration date for a record folder also makes the folder have an obsolete status and date matching the expiration date.
In the External fields area, click the calendar component icon and select a date for the Expiration date
box.
Click Submit Update. The Record Folder Information Page displays the new date.
7.2.5.3 Entering a Delete Approval Date for an External Folder
Use this procedure to enter an approval date for deleting at an external record folder from the retention schedule. Entering the delete approval date does not prevent
deleting an external folder before that date. It only indicates the date when deleting the external folder was approved.
Permissions: The Folder.Edit right is required to perform these
actions. This right is assigned by default to the Records Officer and Records Administrator roles.
7-12 Oracle Fusion Middleware Users Guide for Universal Records Management
In the External fields area, click the calendar component icon and select a date for the Delete Approval date
box.
8
Managing Physical Content 8-1
8
Managing Physical Content
This section discusses the creation and management of physical items using Physical Content Management.
It covers the following topics:
Concepts
■
Managing Physical Items on page 8-1
Tasks
■
Creating a Physical Item on page 8-2
■
Creating a Physical Item Within Another Item on page 8-3
■
Editing a Physical Item on page 8-3
■
Moving a Physical Item on page 8-4
■
Adding Physical Items To A Content Basket on page 8-4
■
Viewing Reservations for a Physical Item on page 8-5
■
Marking a Physical Item as Reviewed on page 8-5
8.1 Managing Physical Items
Physical content metadata including storage information and retention schedules, if any can be stored in the repository. When checking in a physical content item,
provide its basic metadata information and where the item is stored by selecting a location in the defined storage space. If a user has the appropriate privileges, the user
can also assign a retention schedule to the item, which determines the item’s life cycle.
A physical barcode on the item can be associated with an electronic bar code stored in Physical Content Management. This allows a user to track and manage physical items
in an electronic fashion.
This section discusses the tasks involved in managing physical items:
■
Creating a Physical Item on page 8-2
■
Creating a Physical Item Within Another Item on page 8-3
■
Editing a Physical Item on page 8-3
■
Moving a Physical Item on page 8-4
■
Adding Physical Items To A Content Basket on page 8-4
■
Viewing Reservations for a Physical Item on page 8-5
