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A classification specifies the security level of a classified content item. A classification guide provides default classification values for check-in pages.
Options can be chosen during the initial setup to insure that the system complies with the DoD 5015.2 standard including Chapter 4. The software has been certified by the
Joint Interoperability Test Command JITC to comply with that standard. A copy of the standard is available on the official web site of the Department of Defense,
Washington Headquarters Services, Directives and Records Division at
http:www.dtic.milwhsdirectives .
2.1.4.3 Non-Permanent, Transfer or Accession, and Reviewed Content
For disposition purposes, content is categorized into non-permanent, transfer or accession to NARA
, and subject to review. Most items fall into the non-permanent
category. Non-permanent items are usually destroyed after a retention period. Permanent items
are deemed important for continued preservation and are retained indefinitely for example, because of their historical significance.
Items can be scheduled for periodic reviews by authorized people. This complies with the DoD Vital Record Review criteria.
2.2 Basic Retention Management Concepts
Oracle URM is used to manage content, regardless of source or format, in a single, consistent, manageable infrastructure. Managed items are assigned retention
schedules and disposition rules which allow users to schedule lifecycles for content to eliminate outdated or superseded information, manage storage resources, or comply
with legal audit holds.
Content and its associated metadata are stored in retention schedules, which are hierarchies with categories that define disposition instructions. Access to the items is
controlled by rights assigned to users by a Records Administrator. The items can be accessed, reviewed, retained, or destroyed in an easy and efficient manner by
authorized people according to the requirements of an organization.
Disposition schedules of content in the repository can also be managed, enabling the scheduling of lifecycles for content to eliminate outdated or superseded information,
manage storage resources, or comply with legal audit holds.
The following concepts are important to understand in the context of retention management:
■
record administrator : individuals in the organization who are responsible for
setting up and maintaining the retention schedule and other aspects of the management system.
■
record user : individuals who use the software to check content in and out of the
system, to search for records, and to perform other non-administrative tasks.
■
record officer : individuals who have limited administrative responsibility in
addition to the responsibilities of a record user.
Important: Executive Order 12958: Classified National Security
Information describes in detail the system for classifying, safeguarding, and declassifying national security information. This
guide assumes you are familiar with proper classification protocols.
Introduction to Records and Retention Management 2-7
■
administrator : individuals who may maintain the computer system, network, or
software at the site where the management system is in place.
■
The retention schedule is an organized hierarchy of series, categories, and record folders, which allows users to cluster retained content into similar groups, each
with its own retention and disposition characteristics.
■
A series is an organizational construct in the retention schedule which assists in organizing categories into functional groups. Series are normally static and are
used at a high level in an organization hierarchy. They can be especially useful if a large amount of categories are used. A series can be nested, which means a series
may contain other series.
■
A retention category is a set of security settings and disposition instructions in the retention schedule hierarchy, below a series. It is not an organization construct but
rather a way to group items with the same dispositions. A category helps organize record folders and content into groups with the same retention and disposition
characteristics. A retention category may contain one or more record folders or content items, which then typically follow the security settings and disposition
rules associated with that retention category. Retention categories cannot be nested, which means a retention category cannot contain other retention categories.
■
A record folder is a collection of similar content items in the retention schedule. Folders enable content to be organized into groups. A folder typically follows the
security settings and disposition rules associated with its assigned retention category. Folders can be nested, which means a folder may contain other folders.
■
Disposition is the collective set of actions taken on items. Disposition actions
include wait times and activities such as transfer to external storage facilities, the destruction of temporary content, deletion of previous revisions, and deletion of
all revisions.
■
A disposition instruction is created within a retention category, and typically consists of one or more disposition rules, which define how content is handled and
what actions should be taken for example, when and how content should be disposed of.
■
A period is the segment of time that must pass before a review or disposition action can be performed. Several built-in periods are provided for example, one
year, but custom periods can be created to meet unique business needs.
■
A trigger is an event that must occur before a disposition instruction is processed. Triggers are associated with disposition rules for retention categories. Examples of
triggering events include changes in status, the completed processing of a preceding disposition action, or a retention period cutoff.
■
A link is a defined relationship between items. This may be useful when items are related and need to be processed together. Links are available for items stored both
in and out of the retention schedule.
■
A classification specifies the security level of a classified item. It is used in the process of identifying and safeguarding content containing sensitive information.
Typical classification levels are Top Secret,, Secret, and Confidential, and Unclassified.
■
A classification guide is a mechanism used to define default values for several classification-related metadata fields on the content check-in pages for content. A
guide enables convenient implementation of multiple classification schemes.
■
Freezing inhibits disposition processing for an item. Frozen content cannot be
altered in any way nor can it be deleted or destroyed. This may be necessary to
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comply with legal or audit requirements for example, because of litigation. Freezing is available for items stored both in and out of the retention schedule.
■
External items are those which are not searched and processed in the same fashion
as retained content. External content usually refers to content managed by Physical Content Management or managed by an adapter an add-on product to
