3-14 Oracle Fusion Middleware Setup Guide for Universal Records Management
For details, see Section 10.3.1.1, Creating or Editing a Retention Category.
For detailed instructions about disposition rules and disposition examples, see
Chapter 14, Defining Disposition Instructions.
Retention categories can be created at the root level.
3.8.1.3 Creating a Record Folder
Retained items have different metadata than regular content in the repository and are also associated with a disposition life cycle. A record folder organizes similar items
within a retention category.
Multiple record folders can be stored in a category or can be nested within other folders. Record folders inherit disposition rules and security settings from their parent
folder or category but can also have their own rules or settings. Supplemental markings can be set on a record folder and on users to further secure the record folder.
Record folders also inherit review information from their parent category. The review information that takes precedence is at the lowest node the shortest review period
prevails, as in the case of nested record folders.
Record folder objects are unique because the folders for temporary retained items are destroyed with the items. The record folders also have a life cycle paralleling that of
their content. Record folders must be re-created on a regular basis, a practice that is not typically true of series or categories in the retention schedule.
For complete details about tasks involved in managing record folders, see Section 10.4.2, Managing Record Folders.
Also see the Oracle Fusion Middleware Administrators Guide for Universal Records Management for other record folder task
information. Record folders cannot be created at the root level.
3.9 Configuring Content Triggers, Dispositions, and Freezes
Other retention elements can be configured to help manage content. Triggers are used to initiate the disposition of content in a specified way and at specified periods of time.
Freezes can be applied to content as needed. Content can be kept frozen for specified amounts of time.
This section provides an overview of triggers, dispositions and freezes. For complete details, see
Chapter 11, Setting up Triggers, ,
Chapter 15, Setting Up Freezes, and
Chapter 14, Defining Disposition Instructions. This section covers the following topics:
■
Section 3.9.1, Triggers
■
Section 3.9.2, Dispositions
■
Section 3.9.3, Freezes
3.9.1 Triggers
Two types of triggers can initiate disposition processing:
■
System derived triggers are built-in triggers based on defined events such as a preceding action, retention period cutoff, or a change in content states.
■
Custom triggers can be created by Records Administrators to define specific events. Three types of custom triggers can be defined:
Setting Up the Software 3-15
– Global triggers, which occur at a defined time
– Custom direct triggers, which use metadata fields as triggering events
– Custom indirect triggers, which occur on a regular schedule
Custom triggers appear in the Triggering Events list of the Disposition Rules screen. For details about the different trigger types, see
Section 11.2.1, Creating or Editing a Trigger
and Chapter 14, Defining Disposition Instructions.
3.9.2 Dispositions
Dispositions are predefined actions taken on content, usually for items no longer needed for current business. For details, see
Chapter 15, Setting Up Freezes. A disposition is defined using instructions. An instruction usually follows this
sequence:
When a triggering event occurs, wait a specified rentention period,
then perform a specified disposition action.
Instructions are created within retention categories. Child folders and content items inherit dispositions from their parent retention category, but a disposition rule can be
applied to a specific record folder only. Use the built-in disposition actions or create custom dispositions.
3.9.2.1 Disposition Types
The following types of dispositions are available:
■
An event disposition is used if items are eligible for disposition when an event takes place. The event itself acts as a cutoff or closing occurrence.
■
A time disposition has a fixed retention period and begins with a user-defined file cutoff. The retention period must transpire before the disposition instruction takes
action on the content.
■
A time-event disposition is a disposition instruction that begins with a specified triggering event. After the event has transpired, then the record folder or content
item is cut off and the retention period is applied.
3.9.2.2 Triggering Events
A disposition instruction is activated when a triggering event occurs. Events can be split into general categories:
■
Those based on a preceding action
■
Those based on a content state
■
Those based on an indirect trigger
■
Those based on a custom trigger Each category has several different events. For example, content states include the
Activated triggering event, the Delete Approved triggering event, Superseded triggering event, No Longer Latest Revision triggering event, and so on.
For a complete list of triggering actions, see Section 14.4, Triggering Events.
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3.9.2.3 Retention Periods
The retention period is the interval of time after the triggering event before a disposition action is performed. Built-in period units are available or custom periods
can be created. For details, see Section 12.2.1, Creating or Editing a Custom Time
Period.
3.9.2.4 Disposition Actions
A disposition action defines what happens after Triggering Events
occur and Retention
Periods , if any, have passed. Several built-in disposition actions are available or
custom dispositions can be created.
Actions can be separated into several categories:
■
General Actions: These include archive, cutoff, delete old revisions, no action, and so on.
■
Content Actions: These include Delete Previous Revision, Delete Revision, and so on.
■
Record Actions: These include Accession, Destroy, Expire, and so on.
■
Classified Actions: These include declassify, upgrade, or downgrade classification.
3.9.2.5 Disposition Rules
After configuring the types of dispositions, establish the rules used by the dispositions when evaluating content. Rules apply to all content and record folders in a category by
default. A disposition rule that applies only to a specific record folder can also be created. For details about different types of rules, see
Section 14.10, Disposition Examples.
3.9.3 Freezes
Freezing content or a record folder inhibits disposition processing. In addition, metadata for the folder or item is also frozen.
You can predefine freeze types to better control the freezehold process. For details, see
Chapter 15, Setting Up Freezes.
Important: The software does not perform the disposition action
itself; rather, it sends an e-mail notification to the person responsible for carrying out the action.
4
Interface Overview 4-1
4
Interface Overview
This chapter describes the key elements of the product interface. It covers the following topics:
■
Interface Overview on page 4-1
■
Individual Page and Action Menus on page 4-3
■
Menus on page 4-3
For a glossary of terminology used in this documentation, see the glossary at the end of this book.
Also see the Oracle Fusion Middleware Users Guide for Universal Records Management for details about profiles, the task panel, the My Favorites functionality, and other
interface elements used by both users and administrators.
4.1 Interface Overview
After installation, new links appear in the Top menu, used to configure and manage the software. If enabled, a link also appears to manage Physical Content Management.
4.1.1 Configuring the System
Use the Records menu in the Top menu to access most aspects of
Oracle URM
. The exact menu options any user sees depend on the rights assigned to that user.
Administrative users will see all options from the menus. Other users for example, those assigned privileged roles may see a much smaller subset of the administrator
menu, depending on their assigned rights. The exact menu options any user sees depend on the rights assigned to the user. For details about rights assigned to different
roles, see
Assigning Rights to User Roles on page 5-18.
You can frequently perform actions from several different locations. For example, you can create a series within a series by clicking Create Series from the Page menu on the
Series Information Page. Or you can click Create Series from the Action menu of a series listed on the Retention Schedule page. This documentation describes the most
commonly used method of accessing tasks.
The following is an overview of the options on the Records menu:
■
Rights : Used to view a user’s assigned rights and roles. See the Oracle Fusion
Middleware Users Guide for Universal Records Management for information about viewing rights and roles.
■
Favorites : Accesses the Favorites interface, displaying items added to a Favorites
list. See the Oracle Fusion Middleware Users Guide for Universal Records Management for details about using Favorites.
