Performing Screenings Screening for Content

6-4 Oracle Fusion Middleware Users Guide for Universal Records Management

6.2 Screening for Content

After installation, an additional Screening menu is available on the Search menu. In addition to search-like functionality, screening enables a user to isolate retention categories, folders, and content by their attributes. Screening enables the user to see what has happened or what could happen within a retention schedule. Screening reports can be created immediately or they can be scheduled to be generated at a later time. This is especially useful for screening reports affecting large sets of content. Creating the screening report immediately might put a heavy load on the system, which could diminish its responsiveness andor result in browser time-outs. To avoid the load on the system, schedule screening reports to be performed at midnight, an off-peak time in most environments. The screening interface may use user-friendly captions or may use standard retention terminology. Note that the interface depictions in this documentation show user-friendly captions.

6.2.1 Performing Screenings

This section describes a general procedure to perform screenings. A search can be done by retention categories, record folders, and content by disposition, disposition event criteria, record folder andor retention category criteria. Click Search without entering any criteria, and all items are returned in the results. Different repositories can also be searched physical and electronic. To screen data, complete the following steps:

1. Click Search then Screening from the Top menu. Select the screening type

Categories, Folders, or Content. The Screen for topic Page is displayed. 2. Depending on the type of screening chosen, different screening options are displayed. Select the criteria for the search from the provided menus. When screening content and records, the Update Sort Fields button is displayed. This opens a dialog where the user can select mulitple fields to use for sorting. For each field selected and moved to the Search Fields box, a checkbox appears below the fields section. Check the box to further refine if the sorting for that field should be in ascending order. If not checked, sort order is descending. Important: Depending on a user’s role, the rights associated with that role, and the user profile, different menu options may appear on search or screening pages. In general, administrative users will see menus similar to those used to configure the system while end users will see menus containing typical functionality for users. Note: Scheduling reports is usually limited to those users with administrative privileges. Permissions: The Admin.Screening right is required to perform screening actions. This right is assigned by default to the Records Administrator role. Searching and Screening Content 6-5

3. Optional if screening for a review or due date, specify the date in the Review

Due By box or Due for Action box. 4. Select a Freeze Status to filter by items that are frozen or not frozen. 5. Select sorting preferences in the Results Options area. a. Sort by the default or select another option from the Sort By list. b. Sort in the default descending order or select the ascending order.

6. Click Search. Any results matching the screening criteria display in the

Screening Results Page .

6.2.2 Scheduling a Screening Report