Rights for Roles Security Overview

Setting Up the Software 3-11 ■ Predefined user roles, discussed in detail in Section 5.2, Roles. Each of these predefined roles comes with a default set of permissions and rights, but these can be modified to suit specific needs. These include the following roles: – rma , generally assigned to basic users. It allows them to perform basic management tasks. In this documentation, Records User is a term used to designate the person given this role. – rmalocalrecordsofficer , generally assigned to users who need access to additional functionality for example, creating triggers or folders, and modifying content attributes. In this documentation, Records Officer is a term used to designate a person given this role. In previous versions of this product, this was the Records Privileged role. – rmaadmin , generally assigned to administrators who set up and maintain the infrastructure and environment. In this documentation, Records Administrator is a term used to designate the person given this role. – pcmrequestor , generally assigned to users who have all the permissions assigned to basic users without a PCM role but are also granted additional rights to perform some functions not allowed for basic users for example, making reservations for physical items. Users with the pcmrequestor role have read and write permissions RW for the special RecordsGroup security group. In this documentation, PCM Requestor is a term used to designate a person given this role. – pcmadmin , generally assigned to administrators who are responsible for setting up and maintaining the physical content management infrastructure and environment. These users have the widest range of rights to perform physical content management tasks for example, setting up the storage space, editing and deleting reservations, and printing user labels. Users with the PCM Administrator role have read, write, delete, and admin permissions RWDA for the special RecordsGroup security group. In this documentation, PCM Administrator is a term used to designate a person given this role. ■ Rights control access to functions assigned to user roles. The predefined roles have a default set of rights assigned to them, but the rights can be modified to restrict or expand their access to functions. For details, see Section 5.11, Assigning Rights to User Roles. ■ Security groups define security on a group of content. This software comes with a predefined security group called RecordsGroup. Users with the predefined Records User or Records Officer roles have read and write permission RW to the RecordsGroup security group. Users with the Records Administrator role have read, write, delete, and admin permission RWDA to this security group. For details, see Section 5.6, Security Groups. ■ Access control lists ACLs manage the security model on dispositions ACLs are an optional feature available during configuration.ACLs can be assigned to folders, triggers, and retention categories. ACLs are used to control user and group access permissions for triggers, categories, and folders. The ACL can be assigned for each category, folder, and trigger that is created. For details, see Section 5.8, Access Control Lists ACLs.

3.5.4 Rights for Roles

Rights define what actions users can perform on content items. To assign rights to user roles, choose Admin Applets from the Administration menu. 3-12 Oracle Fusion Middleware Setup Guide for Universal Records Management Click the User Admin icon and choose Security then Permissions by Role from the menu. Click the role to review or modify. Click Edit RMA Rights then set the appropriate rights by selecting checkboxes on the various tabs. Click OK when done. For details, see Section 5.11, Assigning Rights to User Roles.

3.6 System-Wide Configuration

This section describes configuration procedures used by administrators to set up the software. Certain configuration procedures described here and in other chapters may also apply to other users if they have been given the appropriate rights. The required rights for each procedure are described in Chapter 7, Configuration Options, where these procedures are discussed in detail. The following list highlights several tasks accomplished by using options on the Configure Retention Settings Page . To access that page, choose Records then Configure then Settings from the Top menu. For complete details about all the options, see Section 7.1, Retention Options. ■ Set the fiscal calendar used by the organization for financial and accounting purposes. Specify the start date of the fiscal year once, unless the fiscal start date changes or the start date varies from year to year. ■ Configure e-mail notifications sent to users which indicate that items require a review or that a pending disposition event requires attention. ■ Enable or disable user-friendly captioning. If disabled, standard DoD 5015 disposition are used on the Disposition Information page and Disposition Rule screen. The DoD screening query language is used in the Criteria boxes of the screening pages. ■ Enable supplemental marking security on content, record folders, and users. For more information, see Section 6.1, Supplemental Markings. ■ Enable the classified security feature as required for agencies conforming to the Chapter 4 Classified Records section of DoD 5015.2 specification. This feature can also be used by corporations and other entities who use a classification scheme to designate specific items as important, secret, and so on. When enabled, the Security Classification Fields show on the Configure Retention Settings Page . Deselect this checkbox if it is not required.

3.7 Setting Up Physical Content Management

Several aspects of PCM should be set up in order to use the system. These include: ■ Set up the required PCM user roles and rights as discussed in Section 3.5, Security Overview. ■ Configure the PCM environment including chargebacks, customers, and object types. See Chapter 8, Configuring Physical Content Management . ■ Define the storage space environment. See Chapter 9, Setting Up PCM Storage Space . Note: User-friendly captions are used on most of the screen depictions in this guide.