Internal and External Retained Content Classified, Unclassified, Declassified Content

Introduction to Records and Retention Management 2-5

2.1.3 Lifecycle for Retained Content

The lifecycle of retained content goes through several stages. Figure 2–1 Life Cycle of Retained Content The filing date is the date a content item is marked as an item being tracked. This often coincides with the check-in date. However, it is possible for an active content item already checked in to be tracked. The cutoff of a content item is the moment the status of the item changes and the item goes into disposition. An item may be cut off after a specific period, at a specific event, or after an event.

2.1.4 Types of Retained Content

Retained content can be divided into categories depending on the perspective: ■ Internal and External Retained Content on page 2-5 ■ Classified, Unclassified, Declassified Content on page 2-5 ■ Non-Permanent, Transfer or Accession, and Reviewed Content on page 2-6

2.1.4.1 Internal and External Retained Content

An internal retained content item is an electronic item stored within Oracle UCM and managed by Oracle URM. External content can also be managed. An external retained content item is a source file not stored in Oracle UCM or Oracle URM. It can be in a variety of formats, both physical or electronic. If the source file is not specifically stored in Oracle URM, then it is considered external. The software can manage the disposition schedule, search metadata associated with the external file, and manage an electronic rendition of an external file. An electronic rendition can either be checked in as a primary file of an external item, or be filed as a separate file, and then linked to the external file metadata.

2.1.4.2 Classified, Unclassified, Declassified Content

Content can be classified, unclassified, or declassified. Classified content is that which requires protection against unauthorized disclosure for example, because it contains information sensitive to the national security of the United States or because it is essential for a corporation’s operation. Unclassified content is not and has never been classified. Declassified content was formerly classified, but that classified status has been lifted. 2-6 Oracle Fusion Middleware Setup Guide for Universal Records Management A classification specifies the security level of a classified content item. A classification guide provides default classification values for check-in pages. Options can be chosen during the initial setup to insure that the system complies with the DoD 5015.2 standard including Chapter 4. The software has been certified by the Joint Interoperability Test Command JITC to comply with that standard. A copy of the standard is available on the official web site of the Department of Defense, Washington Headquarters Services, Directives and Records Division at http:www.dtic.milwhsdirectives .

2.1.4.3 Non-Permanent, Transfer or Accession, and Reviewed Content