About Record Folders Record Folders

10-18 Oracle Fusion Middleware Setup Guide for Universal Records Management

10.4 Record Folders

Retained items differ from other documents in the repository because they have different metadata are associated with a disposition life cycle. A record folder organizes similar items within a retention category. A retention category can have multiple record folders, and record folders can be nested within other record folders. Record folders can inherit disposition rules from their parent record folder or category. Separate disposition instructions for individual folders can be set up as well. This is done when the dispositions are created for the category where the folder is stored. It is not done during the creation of the folder. This section covers the following topics: ■ About Record Folders on page 10-18 ■ Managing Record Folders on page 10-19 ■ Folder Examples on page 10-23

10.4.1 About Record Folders

A record folder can inherit security settings from a category, or have its own security settings. Supplemental markings can also be set on a record folder and users to further secure the folder above and beyond all other security mechanisms. In addition to inheriting security settings and disposition rules, folders also inherit content review information from the parent category. If a folder is inheriting review information, it is indicated on the Record Folder Information page. The review information taking precedence is at the lowest node the shortest review period prevails, such as in the case of nested folders. Review information can be overridden at the folder level. For example, you can specify a different reviewer or review period cycle. However, you cannot specify a folder within a subject-to-review retention category as a folder that is not subject to review. If you do not want a record folder to be reviewed, you must create the folder in a non-subject-to-review category. It may be necessary at times to create a volume for a folder. When a volume is created, the content in that folder is moved to the newly created volume folder. The folder uses a naming convention of prefix+timestamp+suffix. Both prefix and suffix can be defined by setting configuration variables. See RmaFilePlanVolumePrefix and RmaFilePlanVolumeSuffix on page 7-14 for details. If neither is defined, a prefix of volume_ is used. After the volume is created and the content placed inside, the folder is closed and cut off. Subsequent content items can be checked in to the parent folder and additional volumes can be created. The Cutoff and Create Volume disposition action can be used to accomplish this. Note that volumes are used in retention schedules as well as file plans used for MoReq tracking. Permissions: The appropriate management rights to work with record folders are required. Separate rights are required for reading viewing, creating, deleting, openingclosing, editing, moving, and freezingunfreezing folders. The predefined Records User role can only read view record folders. The predefined Records Officer role can read, create, edit, and move folders. The predefined Records Administrator role can perform all folder-related tasks. Setting Up a Retention Schedule 10-19

10.4.2 Managing Record Folders