14-4 Oracle Fusion Middleware Administrators Guide for Universal Records Management
To view current workflow assignments, click My Content Server then My Workflow Assignments
from the Main menu or click the My Workflow Assignments link on the
Active Workflows Screen .
14.3.2 Initial Required Setup
As mentioned earlier, the default workflow must be customized to add the appropriate users, steps, and decision points for your working environment. This must
be done before using this functionality.
Forms are submitted from within a record folder, so make sure to set up the category structure beforehand. Categories should be created where FOIA and PA requests will
be stored for example, Open FOIA Requests and Open PA Requests. As information requests are received, a new folder must be created for each request
within the appropriate category. This folder will house all of the paperwork associated with the request.Therefore, any people involved in the workflow process should be
those users who have the necessary rights and roles to allow them to create and move folders. Depending on how the system is set up, users will receive notification email
with links to actions that can be performed depending on the user’s rights and roles.
Categories must be created to store the finished requests. The naming and disposition rules for those categories is an organizational decision. Categories could be created
based on final outcome Granted in Full, Refused, and so on or by date for example, December 2009 requests or some other filing method.
In addition to creating folders, plan to track expenses associated with the request process. Information such as the fees collected, the staff allocated to the request, the
time and money spent servicing the request, and the final result of the request should all be tracked independently in order for final reports to be produced. As noted
previously, the workflow and reports documented here are based on the draft specification which may change in the future.
14.3.3 Begin Request Processing
The initial stage of the request process involves creating a folder for the request and filling out the appropriate form for the request.
14.3.3.1 Create a Request Folder
When a request for information is received, a new folder for the request must be created. All information associated with the request will be stored in that folder. For
complete details about creating folders, see the Oracle Fusion Middleware Setup Guide for Universal Records Management.
1. Click Browse Content then Retention Schedule from the main menu. Click the
category name for use.
2. The Exploring Category Page is displayed. Click Create then Create Records
Folder from the Page menu. The Create Record Folder Page is displayed.
3. Enter the appropriate metadata information and click Submit when finished.
14.3.3.2 Create a Request
After the folder is created, initiate a form for the request from within the folder.
1. Click Create then the type of request from the Action menu of the folder or select
these options from the Page menu of the Folder Information Page. The same menus are available for FOIA Requests or Privacy Act Requests but different
FOIA and Privacy Act Tracking 14-5
default data is filled in on the forms depending on the type of request. Request types include:
■
Access Request Form : used to request access to records under the Freedom of
Information Act or the Privacy Act depending on which menu option is chosen.
■
Amendment Record Form : used to request a change or amendment to a
record.
■
Disclosure Record Form : used to initiate the process to make records available
for disclosure.
■
Other : forms used to track information for the request. The form used will
vary depending on the type of request and how it progresses through the workflow.
– Access Record Form
– Accounting Record Form
– Appeal Request Form
– Denial Record Form
– Disclosure Record Form
– Dispute Record Form
– Exemption Record Form
– Matching Program Records Form
– Privacy Act File
– System of Records Form
2.
If adding supplementary information to a previously file request, choose one of the forms from the Other category. The appropriate form is displayed. Fill out the
form and click Submit when done. The form is filed in the folder with other documentation for the request.
If beginning the request process, click one of the request types. The chosen form is displayed: the
Access Request Form , the
Amendment Record Form , or
Disclosure Request Form
.
3. Fill in the appropriate information for the request and click Submit when done.
4.
A submission confirmation is displayed.
14.3.4 First Decision Point: Expedited or Non-Expedited
When a request is submitted for information, the first decision point revolves around if the request will be expedited or not. The request form contains a field which specifies
if the requester wants expedited processing, but that is not what determines this decision. This decision should be made by the FOIAPA processors.
An expedited request is immediately serviced without further information needed. A non-expedited request requires review and may be denied after review.
14.3.4.1 Review Request Form and Route
The first decision point in the workflow will be to route the request to the proper workflow by choosing the type of request.
