Configuration with Desktop Integration Suite About Physical Content Management

Configuration Options 7-9 Click OK. 9. Click OK. The Workflow Admin dialog is redisplayed. 10. Click Enable to start the workflow.

7.3.2.3 Offsite Storage Workflow

The Offsite Storage workflow is used to process requests to store physical items offsite.

1. Click Administration then Admin Applets from the Main menu.

The Administration Applets Page is displayed.

2. Click Workflow Admin.

The Workflow Admin dialog is displayed.

3. Click the Criteria tab. Click Add.

The New Criteria Workflow dialog is displayed.

4. Enter the following information:

■ Workflow name : OffsiteProcess ■ Description : Processes Offsite Requests ■ Security Group : select Offsite from the dropdown list ■ Original Author Edit Rule : select Edit Revision ■ Has Criteria Definition : click this checkbox ■ Field : select Type from the dropdown list ■ Operator : this should say Matches ■ Value : select Offsiterequest from the dropdown list Click OK when done. The Workflow Admin dialog is redisplayed. 5. In the Criteria portion of the dialog, in the Steps section, click Add. The Add New Step dialog is displayed. 6. Enter the following information for the first step: ■ Step name : OffsiteRequestReview ■ Description : Review Offsite Request ■ Users can review and edit replace the current revision : check this box ■ Click the Users tab then click Add Alias. Select the alias list for the users who will be reviewing reservation requests and click OK. ■ Click the Exit Condition tab. In the Required Approvers portion, click the checkbox for At Least This Many Reviewers and enter 1 for the value.

7. Click OK. The Workflow Admin dialog is redisplayed.

8. Click Enable to start the workflow.

7.4 Configuration with Desktop Integration Suite

When using Oracle DIS with Oracle URM with the DoD compliance component enabled, users may not be able to check in files by copying and pasting or by dragging and dropping them into contribution folders. DoD compliance requires that the 7-10 Oracle Fusion Middleware Setup Guide for Universal Records Management Category or Folder fields be required during checkin, which means an item cannot be checked in if the field is empty. Because copying and pasting or dragging and dropping into a folder often doesn’t require any additional user interaction, the checkin won’t complete successfully unless the administrator configures Oracle URM to enable such checkins. Several workarounds for this issue are available: ■ Set default metadata for the folders by selecting the category and folder from the available selections ■ Set default metadata for users by creating a global rule when setting up profiles. ■ Change the configuration of the system by setting the dodSkipCatFolderRequirement variable.

7.5 Configuration Variables

Several configuration variables are available that can be included or modified in a configuration file to change the behavior or interface of the software. In addition to the configuration variables described here, flags in the rma_email_ environment.cfg file can be set to determine which fields can be edited during events such as checkin and update for e-mail content. The flags are a double-colon-separated list. The following section describes some of the more commonly used configuration variables. ■ UieHideSearchCheckboxes on page 7-11 ■ RmaNotifyDispReviewerAndCatAuthor on page 7-11 ■ RmaNotifyReviewerAndAlternateReviewer on page 7-11 ■ RecordsManagementNumberOverwriteOnDelete on page 7-11 ■ RMAHideExternalFieldsFromSearchInfo on page 7-12 ■ RMAHideExternalFieldsFromCheckInUpdate on page 7-12 ■ AllowRetentionPeriodWithoutCutoff on page 7-12 ■ RmaAddDocWhereClauseForScreening on page 7-12 ■ RecordsManagementDenyAuthorFreePassOn RMSecurity on page 7-12 ■ HideVitalReview on page 7-13 ■ RmaEnableWebdavPropPatchOnExport on page 7-13 ■ SimpleProfilesEnabled on page 7-13 ■ RmaEnableFixedClone on page 7-13 ■ RmaFixedClonesTitleSuffix on page 7-13 ■ ShowContentForStorageBrowse on page 7-13 ■ RmaFilePlanVolumePrefix and RmaFilePlanVolumeSuffix on page 7-14 ■ RmaEnableFilePlan on page 7-14 ■ RmaEnablePostFilterOnScreening on page 7-14 ■ dodSkipCatFolderRequirement on page 7-14 Configuration Options 7-11 ■ RmaAllowKeepOrDestroyMetadataOption on page 7-14

7.5.1 UieHideSearchCheckboxes

Use this configuration variable to show or hide the metadata field boxes on the search page, which limit the number of metadata fields initially shown on the page. ■ UieHideSearchCheckboxes=true : The metadata field boxes are not shown on the search page. ■ UieHideSearchCheckboxes=false : The metadata field boxes are shown on the search page. The default setting is TRUE, so the metadata field boxes are not displayed. Restart the Content Server for this setting to take effect.

7.5.2 RmaNotifyDispReviewerAndCatAuthor

By default, when events are triggered by a disposition rule, both the specified notification reviewer and the original category author receive e-mail notifications about the event. Use this configuration variable to control who is notified. ■ RmaNotifyDispReviewerAndCatAuthor=true : Both the specified notification reviewer and the category author receive e-mail notifications. ■ RmaNotifyDispReviewerAndCatAuthor=false : Only the category author receives e-mail notifications. The default setting is TRUE, so both the specified notification reviewer and the category author receive e-mail notifications. Restart the Content Server for this setting to take effect.

7.5.3 RmaNotifyReviewerAndAlternateReviewer

Users can select an alternate user to perform review actions and process assigned disposition events for example, if they are out of the office for some time. By default, only the alternative reviewer receive e-mail notifications about the action.You can use this configuration variable to control who is notified. ■ RmaNotifyReviewerAndAlternateReviewer=true : Both the specified alternative reviewer and the original user receive e-mail notifications. ■ Default: RmaNotifyReviewerAndAlternateReviewer=false: Only the alternative reviewer receives e-mail notifications. The default setting is FALSE. Restart the Content Server for this setting to take effect.

7.5.4 RecordsManagementNumberOverwriteOnDelete

Use this configuration variable to set the number of disk scrubbing passes used for a destroy action. ■ RecordsManagementNumberOverwriteOnDelete= Number: Where Number is the number of passes. The default number of scrubbing passes is 2. Restart the Content Server for this setting to take effect. 7-12 Oracle Fusion Middleware Setup Guide for Universal Records Management

7.5.5 RMAHideExternalFieldsFromSearchInfo

Use this configuration variable to hide external fields on the Search and Info pages. The default setting is TRUE, meaning External fields are hidden on those screens. ■ RMAHideExternalFieldsFromSearchInfo=true : This hides the external fields on the Search and Info pages. ■ RMAHideExternalFieldsFromSearchInfo=false : This displays the external fields on the Search and Info pages. Restart the Content Server for this setting to take effect.

7.5.6 RMAHideExternalFieldsFromCheckInUpdate

Use this configuration variable to hide external fields on the Checkin and Update pages. The default setting is TRUE, meaning External fields are hidden on those screens. ■ RMAHideExternalFieldsFromCheckInUpdate=true : This hides the external fields on the Checkin and Update pages. ■ RMAHideExternalFieldsFromSearchInfo=false : This displays the external fields on the Checkin and Update pages. Restart the Content Server for this variable to take effect.

7.5.7 AllowRetentionPeriodWithoutCutoff

This variable specifies retention periods for triggers. To use this functionality, add this variable to the records_management_environments.cfg file. ■ AllowRetentionPeriodWithoutCutoff=true : retention periods for triggers for content is enabled. Default. ■ AllowRetentionPeriodWithoutCutoff=false : retention periods are disabled. Restart the Content Server for this variable to take effect.

7.5.8 RmaAddDocWhereClauseForScreening

This variable allows users with the Records Administrator role to screen for frozen items to which they do not have access using ACLs on the screening page or on the Freeze Information Page . ■ RmaAddDocWhereClauseForScreening=false : frozen items can be screened. Default. ■ RmaAddDocWhereClauseForScreening=true : frozen items cannot be screened. The default is FALSE. Restart the Content Server for this setting to take effect.

7.5.9 RecordsManagementDenyAuthorFreePassOn RMSecurity

This variable allows the author of content to delete content they authored regardless of the user’s security settings. ■ RecordsManagementDenyAuthorFreePassOnRMSecurity=TRUE : Authors are not allowed to delete content they authored. Configuration Options 7-13 ■ RecordsManagementDenyAuthorFreePassOnRMSecurity=FALSE : Authors are allowed to delete content they authored. The default is FALSE. Restart the Content Server for this setting to take effect.

7.5.10 HideVitalReview

This variable hides the Subject to Review related fields. ■ HideVitalReview=true : Subject to Review fields are hidden. ■ HideVitalReview=false : Subject to Review fields are revealed. Restart the Content Server for this setting to take effect.

7.5.11 RmaEnableWebdavPropPatchOnExport

This variable enables WebDAV support of a PropPatch method to assign metadata values to a file that has been uploaded to a WebDAV server. ■ RmaEnableWebdavPropPatchOnExport=true : Enables the PropPatch method. ■ RmaEnableWebDavPropPatchOnExport=false : The method is not enabled. Restart the Content Server for this setting to take effect.

7.5.12 SimpleProfilesEnabled

This variable enables the Simple Profile functionality. ■ IsSimpleProfilesEnabled:=true : Enables Simple Profile functionality. ■ IsSimpleProfilesEnabled=false : Disables Simple Profile functionality. Restart the Content Server for this setting to take effect.

7.5.13 RmaEnableFixedClone

This variable enables the fixed clone functionality which allows the create of record clones of content revisions. ■ RmaEnableFixedClones=true : Enabled fixed clone functionality. ■ RmaEnableFixedClones=false : Disables fixed clone functionality. Restart the Content Server for this setting to take effect.

7.5.14 RmaFixedClonesTitleSuffix

This variable is used to set the suffix that is automatically appended to a fixed clone content item. Default: RmaFixedClonesTitleSuffix=fixed clone Restart the Content Server for this setting to take effect.

7.5.15 ShowContentForStorageBrowse

This variable is used to show content items in the storage browse screens. ■ ShowContentForStorageBrowse=true : Displays content items in the storage browse screens. 7-14 Oracle Fusion Middleware Setup Guide for Universal Records Management ■ ShowContentForStorageBrowse=false : Hides content items in the storage browse screens. Restart the Content Server for this setting to take effect.

7.5.16 RmaFilePlanVolumePrefix and RmaFilePlanVolumeSuffix

These variables are used to define the naming convention for volumes. The usual convention is prefix+timestamp+suffix. Use these variables to define the prefix and suffix. If neither is define, a prefix of volume_ is used by default. ■ RmaFilePlanVolumePrefix= value: Sets the prefix used to value. ■ RmaFilePlanVolumeSuffix= value: Sets the suffix used to value. Restart the Content Server for this setting to take effect.

7.5.17 RmaEnableFilePlan

This variable enables File Plan folder structure functionality. ■ default RmaEnableFilePlan=false: Disables the folder structure used with MoReq2 file plans. ■ RmaEnableFilePlan=true : Enables folder structure for use with MoReq2 file plans. Restart the Content Server for this setting to take effect.

7.5.18 RmaEnablePostFilterOnScreening

This variable enables additional security on screening results. If a user does not have appropriate security for an item in a screening result list, that item is hidden from view. ■ Default: RmaEnablePostFilterOnScreening=true: Enable filtering on screening results. ■ RmaEnablePostFilterOnScreening=false : Disables additional security on screening results. Restart the Content Server for this setting to take effect.

7.5.19 dodSkipCatFolderRequirement

This variable allows an item to be checked in without specifying a category or folder for the checkin. If a DoD configuration is in use, this will cause non-conformance with DoD regulations. ■ Default: dodSkipCatFolderRequirement=true: Items must be checked in with a category or folder specified. ■ dodSkipCatFolderRequirement=false : Items may be checked in without specifying a category or folder. Restart the Content Server for this setting to take effect.

7.5.20 RmaAllowKeepOrDestroyMetadataOption

This variable allows the option to keep or detroy metadata when using the following disposition actions: Delete All Revisions, Accession, Archive, Move, and Transfer. See Disposition Actions on page 14-6 for details. Configuration Options 7-15 ■ RmaAllowKeepOrDestroyMetadataOption=true : Enables the user of the keepdestroy option. ■ RmaAllowKeepOrDestroyMetadataOption=false : Disables the use of this option. Restart the Content Server for this setting to take effect. 7-16 Oracle Fusion Middleware Setup Guide for Universal Records Management 8 Configuring Physical Content Management 8-1 8 Configuring Physical Content Management This chapter is for content administrators who are responsible for configuring Physical Content Management generally those with the PCM Administrator pcmadmin role. This functionality is only available if PCM has been enabled. It is enabled by default for all levels except the Minimal level. This chapter covers the following topics: Concepts ■ About Physical Content Management on page 8-2 ■ Configuring Chargeback Processing on page 8-3 ■ Configuring Location Types on page 8-3 ■ Configuring Object Types on page 8-7 ■ Configuring Media Types on page 8-9 ■ Configuring Default Metadata Values: Offsite and Reservations on page 8-12 Tasks ■ Creating or Editing a Location Type on page 8-5 ■ Viewing Location Type Information on page 8-5 ■ Deleting a Location Type on page 8-5 ■ Reordering Location Types on page 8-6 ■ Creating or Editing an Object Type on page 8-8 ■ Viewing Object Type Information on page 8-8 ■ Deleting an Object Type on page 8-9 ■ Creating or Editing a Media Type on page 8-10 ■ Viewing Media Type Information on page 8-11 ■ Deleting a Media Type on page 8-11 ■ Setting Default Metadata Values for Reservation Items and Offsite Storage on page 8-12 Examples ■ Example: Creating a Location Type on page 8-6 8-2 Oracle Fusion Middleware Setup Guide for Universal Records Management

8.1 About Physical Content Management

PCM is used to manage physical records and content that are not stored in the repository in electronic form for example, physical media such as compact disks. All items, both internal and external, regardless of their source or format are managed using a single user interface. The same retention schedule can be used for both electronic internal and physical external content. With PCM the storage location and retention schedules of the physical items can be tracked. This is done by using several key features: ■ Space management : defines how items will be stored, from the largest storage area warehouse layouts to fine details cases, shelves, bins. ■ Circulation services : sets up reservations for handling requests for items, checking them out to users and tracking the space used and available space. ■ Chargeback services : defines costs for storage services or other actions performed on physical items. These costs can then be invoiced to defined customers. ■ Barcode processing : defines barcodes for customers and for storage locations, enabling quick processing of reservations, storage, and invoicing information. Barcode data can be uploaded automatically into PCM or can be entered manually. ■ Label creation and printing : in conjunction with barcodes, can be used to create barcode labels to be used with items, storage, and customers. ■ Retention management : sets up retention schedules for external items and freezes them, sends email for pending events, or performs periodic reviews of storage and items. In addition to storing items locally, offsite storage capabilities can be set up to move archive content to a different location. See the Oracle Fusion Middleware Administrators Guide for Universal Records Management for details about setting up offsite storage. The following list describes the tasks needed to set up a PCM environment. ■ Establish the required user roles and rights . See Chapter 5, Setting Up Security for details. ■ Configure chargeback processing , which includes defining payment types credit, cash, and so on, charge types billable events, and customers organizations or users who are billed for services. See Configuring Chargeback Processing on page 8-3 for details. ■ Configure location types , which define the locations that hold physical content. Location types can include warehouses, rooms, bays, shelves, and other storage areas. See Configuring Location Types on page 8-3 for details. ■ Configure object types , which define the kinds of items stored in the locations. A storage location can hold a specific kind of object, and if a user attempts to store an object in an incorrect location, an error occurs. See Configuring Object Types on page 8-7 for details. ■ Configure media types , which define what kinds of media are associated with objects. For example, ’optical’ is a type of object and it can have several different media types: mixed, CD, Disc, or DVD. See Configuring Media Types on page 8-9 for more details. ■ Configure default reservation information . Default metadata values can be set for reservations and for items that will be stored offsite as discussed in the Oracle Fusion Middleware Administrators Guide for Universal Records Management. See Configuring Physical Content Management 8-3 Configuring Default Metadata Values: Offsite and Reservations on page 8-12 for details. ■ Create barcode labels for content, storage and users . Default values are provided for users but barcode labels can also be designed. See the Oracle Fusion Middleware Administrators Guide for Universal Records Management for details about creating and editing labels. ■ Define your storage space environment . After defining location, object, and media types, assign relationships in the storage space to those types. See Chapter 9, Setting Up PCM Storage Space for details about this process. ■ Create disposition rules for physical content if required. This is similar to creating rules for non-physical content. That process is discussed in Chapter 10, Setting Up a Retention Schedule , Chapter 14, Defining Disposition Instructions , and Chapter 15, Setting Up Freezes .

8.2 Configuring Chargeback Processing