Click the Subject to Review box. To specify a reviewer for the retention category rather than allow the reviewer Enter an integer value for the number of review periods in the Review Period Select the defined period from the Review Period list. To assign

10-14 Oracle Fusion Middleware Setup Guide for Universal Records Management the first item from Source2, and the first item from Source3, followed by the second item of each source.

10.3.1.1 Creating or Editing a Retention Category

A retention category can contain record folders or content. You can create retention categories at the root node level, or within a series.

1. Click Browse Content then Retention Schedules. Click Create then Create

Retention Category from the Table menu. The Create or Edit Retention Category Page is displayed.

2. Optional Accept the default security group or select a group from the Security

Group list. The Default Content Server security box must be enabled on the Configure Retention Settings Page .

3. Optional If Accounts are enabled, indicate the associated account for the

category in the Account box. 4. Optional If your organization uses the default security on categories, select an author of the retention category from the Author list. The author defaults to the user currently logged in and entering the information.

5. Enter a unique identifier for the category in the Retention Category Identifier

box.

6. Enter a name for the category in the Retention Category Name box.

7. Enter a description of up to 1000 characters in the Retention Category Description

box.

8. Required for U.S. Government Agencies Enter the code of the authority for the

disposition in the Disposition Authority box. Private sector organizations can enter the person or department responsible for the category, or enter none.

9. To restrict revisions of items in the category, click the Restrict Revisions box.

10. To restrict deletions of items in the category, click the Restrict Deletes box.

11. To restrict edits of items in the category, click the Restrict Edits box.

12. If the retention category is to contain content for review, and all objects should

inherit the subject to review status, do the following:

a. Click the Subject to Review box.

b. To specify a reviewer for the retention category rather than allow the reviewer

to revert to the notify recipient system default, select a reviewer from the Reviewer list. When selecting a reviewer, make certain that user has the rights required to perform the review. Otherwise an error message is displayed and the user cannot perform the review.

c. Enter an integer value for the number of review periods in the Review Period

text box.

d. Select the defined period from the Review Period list.

Permissions: The Category.Create right is required to perform this action. This right is assigned by default to the Records Administrator role. Setting Up a Retention Schedule 10-15 13. Optional If your organization uses access control lists ACLs, then assign group permissions to the category:

a. To assign group permissions, click Select by the Group Permissions box. The

Select Alias page is displayed. b. Select or type the alias, enable the Read, Write, Delete, and Admin permissions as appropriate for the alias, and click Add to List. Repeat this step for each alias to set permissions for, and click OK. The alias and its permissions display in the Group Permissions text box of the Create Retention Category page. 14. Optional If your organization uses access control lists ACLs, then assign user permissions to the category:

a. By the User Permissions box, click Select. The Select User page is displayed.

b. Select or type the user, enable the Read, Write, Delete, and Admin permissions as appropriate for the user, and click Add to List. Repeat this step for each user to set permissions for, and click OK. The user and their permissions display in the User Permissions text box of the Create Retention Category page.

15. Click Create. The Dispositions Instructions Page is displayed. Create a disposition

rule or click Submit Update to create a rule later. For more detailed instructions about disposition rules and disposition examples, see Chapter 14, Defining Disposition Instructions . Use this procedure to edit an existing retention category.

1. Access the retention schedule. Click Edit then click Edit Retention Category from

the item’s Action menu. The Create or Edit Retention Category Page is displayed. 2. Enter changes to the available fields.

3. Click Submit Update. The successfully updated retention category message is

displayed.

4. Click OK. The Exploring Series Retention Schedule Page is displayed.

10.3.1.2 Viewing Retention Category Information

1. Access the retention schedule. Click the Info icon for the item to view. The Retention Category Information Page is displayed. This page shows relevant information about the selected retention category.

2. Click OK when done.

Permissions: The Category.Edit right is required to perform this action. This right is assigned by default to the Records Administrator role. Permissions: The Category.Read right is required to perform this action. This right is assigned by default to the Records Administrator role. 10-16 Oracle Fusion Middleware Setup Guide for Universal Records Management

10.3.1.3 Viewing Category Metadata History

Use this procedure to view the metadata history of a retention category. This displays a list of all changes made to the editable category properties.

1. Access the retention schedule. Click Information then Metadata History from the

item’s Action menu. 2. The Metadata History Page is displayed, showing a list of all changes made to the editable category properties. The following information is provided: ■ The user who made the change ■ The timestamp when the change was made ■ The affected fields ■ The old and new field values

3. Click OK when done.

10.3.1.4 Copying a Retention Category

Use this procedure to copy a retention category.

1. Access the retention schedule. Find the category to copy and click Copy from the

item’s Action menu. 2. The Create or Edit Retention Category Page with some fields already filled in. Edit the remainder of the fields as needed.

3. Click Submit Update. The Dispositions Instructions Page is displayed. Create a

disposition rule or Submit Update to create a rule later. For more detailed instructions about disposition rules and disposition examples, see Chapter 14, Defining Disposition Instructions .

10.3.1.5 Moving a Retention Category

You can move a retention category to another series or to the root node retention schedule level.

1. Access the retention schedule. Click Edit then Move from the item’s Action menu.

2. The Select Retention Series, Record Folder or Category Dialog is displayed. 3. Click to expand the tree, and click the series to which to move the category. The location field populates with the new location.

4. Click OK. The Exploring Series Page and Browse Content area display the

retention category in its new location. Permissions: The Category.Edit right is required to perform this action. This right is assigned by default to the Records Administrator role. Permissions: The Category.Move right is required to perform this action. This right is assigned by default to the Records Administrator role. Setting Up a Retention Schedule 10-17

10.3.1.6 Deleting a Retention Category

Use this procedure to delete a retention category.

1. Access the retention schedule. Click Delete then Delete Category from the item’s

Actions menu.

2. You are prompted to confirm the delete. Click OK to delete the category, or Cancel

to cancel the delete. To delete any child objects, click the checkbox for Include child content items on the prompt that appears. Click Yes when done.

3. You are prompted to enter a reason for the action. Enter a reason and click OK to

confirm or leave the text box empty, and click OK. Click Cancel to abort the entire action. If confirmed, the retention category is deleted from the retention schedule.

10.3.2 Retention Category Example

This example creates an archive disposition action for the retention category to be reviewed. This example retention category has a three month review period.

1. Click Browse Content then Retention Schedules.

The Exploring Series Retention Schedule Page is displayed.

2. Click Create then Create Retention Category from the Table menu.

The Create or Edit Retention Category Page is displayed.

3. Enter RCV-101 in the Retention Category Identifier box.

4. Enter Operational for Review in the Retention Category Name box.

5. Enter a description of up to 1000 characters in the Retention Category Description

box. For this example, type RCV-101. 6. Required for U.S. Government Agencies Enter the code of the authority for the disposition in the Disposition Authority box. For this example, type RCV-101.

7. Click the Subject to Review box.

8. Specify a Reviewer and a Review Period.

9. Click Create.

The Disposition Instructions Page is displayed.

a. Click Add. The

Disposition Rule Page is displayed.

b. Set the After Triggering Event as Retention Period Cutoff.

c. Enter 3 Calendar Months as Wait For the Retention Period.

d. In the Do Disposition Action list, click Notify Authors.