5-4 Oracle Fusion Middleware Users Guide for Universal Records Management
Filing external content associates metadata with an item that can be searched, and establishes and tracks a disposition schedule through the category into which the item
is filed. A user can also check in or link to an electronic rendition of an external item, so the external item may be edited or updated more easily in the future.
Physical Content Management can be used to track and manage metadata about external physical content.
To check in an external item, complete the following steps:
1. Click New Checkin from the Top menu then click Physical if checking in a
physical item or ElectronicPhysical if checking in a different type of external item. An item can also be checked in from a retention schedule by searching for a
schedule then clicking Create then Check in New Physical Item from the Page menu on the Search Results Page. See
Checking In From the Main Menu on
page 5-1 or Checking In From Within Retention Schedules
on page 5-3 for an overview of the checkin process.
2.
Fields pertinent to the type of external items location, object type, media type if it is a physical item, for example are enabled. Specify the necessary information.
When specifying the location of a physical item, select a physical location such as room or warehouse or specify a user as the current location indicating the item
has been checked out to that user. To do so, select the box next to Set Current Location to a User
then select a user from the list.
3. To associate the item with a retention schedule, click Browse next to the Category
or Folders field at the bottom of the page. If checking in from a retention schedule,
this information is already included. The
Select Category or Folder Dialog is displayed.
4.
Choose the category or folders in which to file the item. The file pathname is displayed under the Category or Folders field.
5. Fill in all required metadata fields, including the Primary File field. If there is no
primary electronic file, type any value into the field, such as None or External File Only
.
6. After entering the appropriate metadata values, click Create.
A confirmation page is displayed.
5.4 Checking In a Classified Item
Classified items require protection against unauthorized disclosure for example, because they contain information regarding security or insider information.
Unclassified content is not and has never been classified. Declassified items were formerly classified, but the classified status has been lifted.
Classification is an optional security feature certified to comply with the Chapter 4 requirements of the DoD 5015.2 specification. A site administrator can choose whether
to enable this functionality and make it available.
Tip: If you have an electronic version of an external file, you can
specify it as the primary file during the check-in process. This would provide an electronic rendition of the item for indexing of the text in
the external file, making it available for searching, and would also make the electronic rendition available for editing of the item at a later
date.
Creating Content for Retention 5-5
To check in content from the main menu, complete the following steps:
1.
Access the content check-in form. See Checking In From the Main Menu
on page 5-1 or
Checking In From Within Retention Schedules on page 5-3 for
details.
2.
Enter optional information pertinent to the item.
3. To associate the item with a retention schedule, click Browse next to the Category
or Folders field at the bottom of the page.
The Select Category or Folder Dialog
is displayed.
4.
Choose the category or folders in which to file the item. The file pathname is displayed under the field.
5.
Specify information pertinent to classifications:
■
the agency classifying the content optional.
■
the person classifying the content. This is mandatory unless the data is derived from a specific topic, in which case it is optional.
■
what the classification is derived from. This is mandatory unless there is a specific ’classified by’ person identified.
■
the topic derived from unless there is a specific person classifying the item.
■
the classification at the time of record creation. For example, Top Secret, Secret, Confidential, and so forth.
■
the type of classification. For example, military plans, foreign government information, cryptology, and so forth.
■
a declassification exemption category. For example, reveal intelligence source, reveal military plans, and so forth.
■
the event triggering the declassification of the item.
■
a date triggering the declassification of the item.
■
enable automatic declassification. If this functionality is enabled the Is Auto Declassification Date
option appears. Check this box to allow automatic declassification of the item.
■
how the item can be downgraded. Choose date, event, or date and event.
■
an event triggering the downgrading of the item classification. This is mandatory if it was specified how the item can be downgraded.
6. After entering all the appropriate metadata values, click Check In.
A confirmation page is displayed.
Important: Executive Order 12958: Classified National Security
Information describes in detail the system for classifying, safeguarding, and declassifying national security information. If you
are using this product to comply with that order, you should be familiar with proper classification protocols.
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5.5 Folios and Cloned Content
