Retention Schedules and File Plans

10-2 Oracle Fusion Middleware Setup Guide for Universal Records Management

10.1 About Retention Schedules

A retention schedule is an organized hierarchy of series, categories, and record folders which can cluster content into similar groups, each with its own retention and disposition characteristics. Many retention schedules can be created for the requirements mandated by an organization. If a record folder does not have its own security settings, the folder inherits security settings from its parent retention category. Each record folder can have its own security settings that further limit access to the items in that folder. Record folders can be further secured by using supplemental markings and custom security fields. Record folders also inherit disposition rules from their retention category. By default, all record folders within a retention category inherit disposition instructions from the category. A disposition rule defined within a category can be applied to a specific record folder if the folder has a unique disposition instruction. Record folders for temporary content are destroyed with temporary content as part of final disposition processing. Records administrators create new record folders as necessary to accommodate processing temporary items. Record folders for content subject to review and permanent content are not destroyed, and do not have to be re-created due to final disposition.

10.1.1 Retention Schedules and File Plans

In previous versions of Oracle URM the term file plan was synonymous with retention schedule to designate that functionality used to track and maintain retention objects. With this release, the product can now be used to track items in conjunction with the MoReq2 specification. The MoReq2 file plan is accessible from the Browse Content tray. To enable MoReq2 file plans, set the RmaEnableFilePlan configuration variable to TRUE and restart the Content Server. A file plan has a strict folder hierarchy consisting of four node types: Class, File, Sub-File and Volume, with only Classes allowed at the top level of the hierarchy. Classes provide a framework for classification and files are used to store like records. Files and Classes cannot be mixed at a single node in the hierarchy. For example, if a Sub-File is placed in a File folder, that File folder cannot contain any other type of item, including content. The exception is if a folder type contains content items, it can also contain volumes. Classes can contain other Classes, Files, or content. Sub-files can contain content items. Volumes can only contain content. The Oracle URM software Important: If your retention schedule contains 10,000 or more series, categories, and folders, then your database administrator should build database indexes on the tables to enhance performance. For record folders, add indexes on the columns of the Folders table. For retention categories, add indexes on the columns of the Categories and Dispositions tables. For series, add indexes on the columns of the Series table. For further information about defining an index on a table column, see your database documentation. Important: The retention schedule is not a contribution mechanism, but rather a disposition mechanism. It defines how and when content should be processed during its lifecycle. It is not intended to check content into the repository. Setting Up a Retention Schedule 10-3 has been configured to allow Create access only to those items which are allowed at the specific point in the hierarchy. For more details about file plan nodes and the hierarchy, see the Model Requirements for the Management of Electronic Records. Functionality for using the file plan is similar to that for the retention schedule. One major difference is that disposition actions are applied to Classes by linking the class to a category that has a disposition schedule. As you review the information in this chapter, consider how the information can apply to your file plan as well as any retention schedule in place at your site.

10.1.2 Planning a Retention Schedule