Retention Schedule Menus Creating and Navigating Object Levels

10-8 Oracle Fusion Middleware Setup Guide for Universal Records Management

10.1.2.6 Frozen Folder and Content Status

Freezing a record folder inhibits disposition processing for the folder and its child folders and content. Record folders and content items inherit the freeze status if it is present on an ancestor. In addition to inheriting the freeze status, freezes can be performed at lower levels within a hierarchy where inheritance is not present. A child record folder or an item within a record folder can be frozen. Freezing a content item outside of a folder also inhibits disposition processing and prevents the metadata was being updated.

10.1.3 Creating and Navigating Object Levels

To use retention objects, start at Browse Content on the main menu. Depending on a user’s rights and role, the user can browse all Retention Schedules or just the ones created by that user. A user must be at a certain context, or level, within the retention schedule to work with retention schedule objects. Depending on the location within the hierarchy, different menu options appear in the main Actions list when browsing the retention schedule. The table below shows what retention schedule objects can be created at each level.

10.1.3.1 Retention Schedule Menus

The main root node is considered the retention schedule series node. At the series level, a series or retention category can be created. Menus are relative to the location in the hierarchy. For example, at the Folder level you can create a folder or content. You cannot create a category. The following list describes the possible menu options which may appear depending on the location in the hierarchy. These options may appear on an individual item’s Action menu or on the Page menu. Information in parenthesis indicates the area of the hierarchy where the information appears: ■ Information – Category Information Category level: displays the Retention Category Information Page . – Series Information Series level: displays the Series Information Page . – Folder Information Folder level: displays the Record Folder Information Page . – Metadata History Category level and Folder level: displays the Metadata History Page . At this level: You can create: Series or root node ■ Series ■ Retention category Retention category ■ Record folder ■ Content item Record folder ■ Record folder ■ Content item Setting Up a Retention Schedule 10-9 – Disposition Information Category level: displays the Disposition Information Page . – Life Cycle Folder level: displays Life Cycle information. See the Oracle Fusion Middleware Administrators Guide for Universal Records Management for details. – Recent Reviews Folder level: displays review history information. See the Oracle Fusion Middleware Administrators Guide for Universal Records Management for details. – Retention Schedule Report all: creates a retention schedule report in the format specified when the system was configured. ■ Edit – Edit Retention Category Category level: displays the Create or Edit Retention Category Page . – Edit Disposition Category level: displays the Disposition Instructions Page . – Edit Review Category level and Folder level: displays the Edit Review information screen. See the Oracle Fusion Middleware Administrators Guide for Universal Records Management for details. – Edit Series Series level: displays the Create or Edit Series Page . – Move all: displays the Select Retention Series, Record Folder or Category Dialog . – Hide Series level: displays a prompt to indicate why the object is being hidden. – FreezeUnfreeze Folder level: Toggles between freeze or unfreeze for a record folder. ■ Copy : copies the object in question. ■ Delete : deletes any checked objects. If an object has content for example, a folder an error message is displayed and the object is not deleted. ■ Create – Create Record Folder Category level and Folder level: displays the Create or Edit Record Folder Page . – Check In Content Category level and Folder level: displays the Content Checkin Page. – Check in Physical Item: displays the Create Physical Item Page. – Create Series Series level: displays the Create or Edit Series Page . – Create Retention Category Series level: displays the Create or Edit Retention Category Page . ■ Change View – Thumbnail: presents a icon-based ‘thumbnail’ view. – Headline: presents a horizontal, ‘headline’ view. In addition, the following options may be available on the individual item Action menus on the Folder Page and on the Table menu on the Folder level: ■ Set Dates – Mark reviewed: Marks a folder as reviewed. 10-10 Oracle Fusion Middleware Setup Guide for Universal Records Management – Mark recursive: Marks all child objects as reviewed. – Cancel: Marks the folder as canceled, making it obsolete. – Expire: expires all objects in a folder. – Obsolete: marks content and the folder as obsolete. This toggles to Undo Obsolete if a folder becomes obsolete due to specific actions. – Rescind: rescinds a folder and the items therein. – Undo Cutoff Table menu only: reverses the cutoff status of a folder. – Undo Obsolete Table menu only: marks items and the folder as not obsolete. ■ Add to Favorites : Used to add the marked object to the Favorites list.

10.2 Using a Series

A series is an optional feature for organizing content. If an organization has a multitude of retention categories, setting up series can assist with managing the view of the retention schedule hierarchies. Series should be a static and non-specific method of organization: for example, Buildings not 7500 Building. This allows the hierarchy to remain static over time. Series can be nested within each other. Series are also useful for creating work-in-progress retention schedules because series can be hidden from users, which prevents people from filing any data into the hidden series.

10.2.1 Managing a Series

The following tasks are involved in managing series: ■ Creating or Editing a Series on page 10-10 ■ Viewing Series Information on page 10-11 ■ Hiding and Unhiding a Series on page 10-11 ■ Moving a Series on page 10-12 ■ Deleting a Series on page 10-12 The retention schedule can be accessed in two ways: ■ Click Browse Content then Retention Schedule from the Main menu. ■ Click Records then Retention Schedules from the Top menu.

10.2.1.1 Creating or Editing a Series

You can create nested series a series within a series. Permissions: The appropriate rights are required to work with series. There are separate rights for reading viewing, creating, deleting, moving, editing, and hidingunhiding series. The predefined Records User and Records Officer roles can only read view series. The predefined Records Administrator role can perform any of the other series-related tasks.