Basic Retention Processes Oracle Fusion Middleware Online Documentation Library

Introduction to Records and Retention Management 2-9 The Classic layout or the Classic View search template are not supported. This guide assumes you are using the Trays layout.

2.5 Basic Retention Processes

The following steps outline the basic workflow of retained content: 1. The retention schedule and any required components, such as triggers, periods, classifications, and custom security or metadata fields are created. 2. Items are filed into the retention schedule by users. The filed items assume the disposition schedules of their assigned category. 3. Disposition rules are processed in accordance with the defined disposition schedules, which usually have a retention period. The processing is activated by either a system-derived trigger or custom trigger. The trigger could affect one or more items simultaneously. 4. Whenever a disposition event is due for action as activated by a trigger, an e-mail notification is sent to the person responsible for processing the events. The same is true for review. The pending events and reviews are displayed in the pages accessed from the Retention Assignments links within the user interface. 5. The Records Administrator or privileged user performs the review process. This is a manual process. 6. The Records Administrator processes the disposition actions on the pending dispositions approval page. This is a manual process. Many disposition schedules are time-based according to a predictable schedule. For example, content is often filed then destroyed after a certain number of years. The system tracks when the affected content is due for action. Notification email is sent to reviwers with links to the pages where reviewers can review and approve content and folders that are due for dispositions. In contrast, time-event and event-based dispositions must be triggered with a non- system-derived trigger a trigger that was defined for a particular scenario. For example, when a pending legal case starts litigation, the Records Administrator must enable the custom trigger and set its activation date because the start date information is external. Custom triggers can define event and time-event based disposition actions based on the occurrence of a particular event. 2-10 Oracle Fusion Middleware Setup Guide for Universal Records Management 3 Setting Up the Software 3-1 3 Setting Up the Software This chapter provides details about choices that must be made before setting up a retention system. It also provides a broad overview of the tasks needed to set up a retention system. Use the information in this chapter as a reference to those tasks that need to be done. For detailed conceptual and reference information pertaining to these tasks, see the other chapters in this guide. If you are unclear about any of the tasks in this chapter, consult the detailed task information in the later chapters in this guide. Before setting up the system, review Chapter 2, Introduction to Records and Retention Management which provides an essential overview to the concepts and vocabulary used in a retention management system. Depending on the cache settings for your browser, you may need to either restart your browser or clear the cache settings in order to view changes that are made to the configuration of Oracle URM. For example, if you enable Offsite Storage functionality, you may need to clear the cache settings and restart your browser for the appropriate options to appear on the Physical menu. The same is true if you disable functionality in order to remove the options. This chapter covers the following topics: ■ Section 3.1, Fusion Middleware Security Considerations ■ Section 3.2, Software Configuration ■ Section 3.4, Retention Management Options ■ Section 3.5, Security Overview ■ Section 3.6, System-Wide Configuration ■ Section 3.7, Setting Up Physical Content Management ■ Section 3.8, Setting Up a Retention Schedule ■ Section 3.9, Configuring Content Triggers, Dispositions, and Freezes Important: You must configure all defaults, including any necessary categories, dispositions, and triggers, before checking in content that will use those defaults. 3-2 Oracle Fusion Middleware Setup Guide for Universal Records Management

3.1 Fusion Middleware Security Considerations