Creating a Series Creating a Retention Category

Setting Up the Software 3-13 ■ Define disposition rules for physical content, if required. See Chapter 15, Setting Up Freezes . See the Oracle Fusion Middleware Administrators Guide for Universal Records Management for details about setting up barcodes and labels for processing reservations and invoices.

3.8 Setting Up a Retention Schedule

A retention schedule is an organized hierarchy of series, categories, and record folders used to cluster content into similar groups, each with its own retention and disposition characteristics. This section discusses the tasks involved in setting up a retention schedule. It covers the following topics: ■ Section 3.8.1, Managing a Retention Schedule ■ Section 3.8.1.1, Creating a Series ■ Section 3.8.1.2, Creating a Retention Category ■ Section 3.8.1.3, Creating a Record Folder

3.8.1 Managing a Retention Schedule

Plan to set up separate retention schedules for those items that require different dispositions. It is simpler to track items when they are sorted into appropriate categories and the category following a disposition. Content is filed directly into a retention category, and can optionally be filed into a record folder under a retention category. The retention schedule is the top-most series node. The top node is created automatically by the system. The remaining retention schedule objects series, folder, or category are created by the Records Administrator. A series is an optional construct created by the Records Administrator. It does not contain content, but rather is a method of grouping like categories. A retention category is required, and it contains disposition instructions for processing content. A record folder is optional, and it also organizes content according to common features. For complete details about planning and implementing a retention schedule, see Chapter 10, Setting Up a Retention Schedule.

3.8.1.1 Creating a Series

If an organization has many retention categories, setting up some series can assist with managing the view of the retention schedule hierarchies. Series can be nested within each other. Series are also useful for creating work-in-progress retention schedules because series can be hidden from users, which prevents users from filing any items into the hidden series. For details, see Section 10.2.1.1, Creating or Editing a Series.

3.8.1.2 Creating a Retention Category

A retention category is a retention schedule object with defined security settings and disposition instructions. Retention categories cannot be nested within other retention categories. If ACLs Access Control List are on the retention category, the user must also be in the ACL to view or access the retention category. 3-14 Oracle Fusion Middleware Setup Guide for Universal Records Management For details, see Section 10.3.1.1, Creating or Editing a Retention Category. For detailed instructions about disposition rules and disposition examples, see Chapter 14, Defining Disposition Instructions. Retention categories can be created at the root level.

3.8.1.3 Creating a Record Folder