Retention Schedule Hierarchy Planning a Retention Schedule

Setting Up a Retention Schedule 10-3 has been configured to allow Create access only to those items which are allowed at the specific point in the hierarchy. For more details about file plan nodes and the hierarchy, see the Model Requirements for the Management of Electronic Records. Functionality for using the file plan is similar to that for the retention schedule. One major difference is that disposition actions are applied to Classes by linking the class to a category that has a disposition schedule. As you review the information in this chapter, consider how the information can apply to your file plan as well as any retention schedule in place at your site.

10.1.2 Planning a Retention Schedule

Do not base a category on a dynamic feature such as organization hierarchy because organizations are reorganized on a frequent basis. Use static divisions for category departments, and be more generic with categories. Record folders can be more specific.

10.1.2.1 Retention Schedule Hierarchy

A typical hierarchy of a retention schedule consists of series, categories, andor record folders. Series are optional top-level nodes that can be nested. A retention category cannot be nested, due to the nature of its disposition schedules. Record folders can be nested. The following figure shows the basic hierarchy of retention schedule objects. 10-4 Oracle Fusion Middleware Setup Guide for Universal Records Management Figure 10–1 Basic Retention Schedule Hierarchy Content is filed directly into a retention category, and optionally can be filed into a record folder under a retention category. The retention schedule is the top-most series root node. The top node is created automatically. The remaining retention schedule objects series, folder, or retention category are created by the Records Administrator. Users or administrators create content for filing within the application. A series is an optional container created by the Records Administrator. 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 some commonality. The figure below shows the main characteristics of each retention schedule object at a glance. Series do not have security set directly on the series object, whereas retention categories, record folders, and content all have a variety of security options, including access control lists ACLs, supplemental markings, custom security fields, and custom classifications. Setting Up a Retention Schedule 10-5 Figure 10–2 Attributes of Retention Schedule Objects The following figure illustrates a slightly more complex retention schedule hierarchy, with: ■ nested series Series B and C ■ nested folders Folders a1 and a2 under Folder a ■ content filed directly into a category Categories 1, 2, and 4 rather than a folder ■ categories without a series Category 1 ■ an item filed into multiple folders Folders a1 and a2. 10-6 Oracle Fusion Middleware Setup Guide for Universal Records Management Figure 10–3 Sample Retention Schedule Hierarchy While it is possible to file content into multiple locations in the retention schedule, this is not recommended due to the complexity of processing multiple disposition schedules. For best performance results, content should be filed into a single folder or category. When multiple disposition schedules are attached to an item, the item is processed by the disposition with the longest retention period.

10.1.2.2 Attribute Inheritance