15-6 Oracle Fusion Middleware Setup Guide for Universal Records Management
Use this procedure to send the e-mail notification about the freeze again for example, because you want to notify the people involved about a change in the freeze
implementation.
1. Click Records then Configure from the Top menu. Click Retention then Freezes.
The Freeze Configuration Page
is displayed.
2.
Click a freeze name. The
Freeze Information Page is displayed.
3.
Make modifications to the e-mail properties recipients, message text as required.
4. Click Submit Update when done.
A message is displayed saying the freeze was updated successfully, with the freeze information. The notification e-mail has been sent using default e-mail settings.
5. Click OK to return to the
Configure Retention Settings Page on page A-6 page.
Notifications can also be set by searching for a freeze. On the Freeze Information Page
,
click Edit then Renotify.
15.1.2 Example: Creating a Freeze
This example creates a freeze due to litigation with a company that is valid until 2202010.
1. Click Records then Configure from the Top menu. Click Retention then Freezes.
The Freeze Configuration Page
is displayed.
2. In the Freeze area, click Add.
The Create or Edit Freeze Page
is displayed.
3.
In the Security Group field, make sure RecordsGroup is selected.
4. In the Filer field, make sure your own user login is displayed.
5. In the Freeze Name field, type Litigation.
6. In the Freeze Description field, type Litigation With Company XYZ.
7. In the End Date field, specify 2202010 as the end date, by typing or using the
calendar icon.
8. In the Unfreeze Instructions field, type Do not unfreeze until the
litigation proceedings are completed .
9. If required, click the Send Notification box, and provide the e-mail properties
recipients, from-address, and message text.
Permissions: The Admin.RecordManager right is required to
perform this task. This right is assigned by default to the Records Administrator role.
Permissions:
The Admin.RecordManager right is required to perform the tasks in this example. This right is assigned by default to
the Records Administrator role.
Setting Up Freezes 15-7
10. Click Create when you finish.
15-8 Oracle Fusion Middleware Setup Guide for Universal Records Management
16
The Oracle UCM Adapter 16-1
16
The Oracle UCM Adapter
An adapter provides a bridge between Oracle URM which contains the content management policies and the adapter servers content vault which stores additional
content. Corporations can then manage records, retention policies, and legal holds across multiple systems from a single location.
An adapter sends information back to the Oracle URM server so it can maintain an up-to-date catalog of the enterprises important content. By doing so, companies can
apply their records and retention policies to more content, more consistently, with less administrative effort and less disruption for users. These same benefits apply to
litigation searches and holds. The Oracle UCM Adapter for Oracle Content Server hereafter abbreviated as the UCM Adapter obtains these policies from the server and
applies them to the content items stored in the vault.
Multiple adapters can be used with Oracle URM to manage an enterprise’s content needs. This chapter discusses how to configure and use one specific adapter, the UCM
Adapter.
This chapter contains the following topics:
Concepts
■
UCM Adapter Overview on page 16-2
■
UCM Adapter Configuration on page 16-4
■
Synchronizing Data on page 16-8
Tasks
■
Defining a New Outgoing Provider on page 16-5
■
Editing an Outgoing Provider on page 16-5
■
Disabling the Adapters Outgoing Provider on page 16-6
■
Deleting the Adapters Outgoing Provider on page 16-6
■
Registering an External Source on page 16-6
■
Unregistering and Removing an External Source on page 16-7
■
Viewing External Source Configuration Settings on page 16-7
■
Viewing Outgoing Provider Configuration Settings on page 16-7
■
Mapping a Custom Metadata Field on page 16-8
■
Editing a Mapped Metadata Field on page 16-8
16-2 Oracle Fusion Middleware Setup Guide for Universal Records Management
16.1 UCM Adapter Overview
This section provides an overview of the UCM Adapter and its components. It contains the following topics:
■
Architecture on page 16-2
■
Oracle URM and the UCM Adapter on page 16-2
16.1.1 Architecture
The major components involved in a typical UCM Adapter installation include:
■
Oracle URM : Enables organizations to manage their content and retention
policies, disposition processes and litigation or audit holds in a central repository. These policies, dispositions, and holds can then be applied to external repository
content through the UCM Adapter.
■
Oracle Content Server : Stores and manages content in a repository.
■
Oracle UCM Adapter for Oracle Content Server: Communicates between Oracle URM and the UCM Adapter servers content vault. The UCM Adapter provides
common retention functionality as follows:
– Identifying the content in the repository that is of interest to Oracle URM.
– Performing searches and declaring the applicable content items to Oracle
URM.
– Performing disposition actions on the existing content items when their
retention periods end.
– Establishing and removing holds and freezes on the content items, as
necessary.
16.1.2 Oracle URM and the UCM Adapter
Oracle URM manages records and retention policies, disposition processes, and litigation holds or freezes in a central repository. Those policies, dispositions, and
holds can be applied to content stored in multiple repositories by using adapters. The repositories may be any server or application that holds content whose retention is to
be controlled.
The UCM Adapter servers content vault holds content that must be preserved for a retention period, specified in a corporate retention schedule, and then destroyed
according to a corporate disposition process. The records are preserved in place because the UCM Adapter ensures that the record remains unalterable during the
retention period. Upon request, the UCM Adapter servers content vault can purge the content at the end of the retention period.
The UCM Adapter servers vault may also hold content that does not need to be retained. When retention of this content is no longer necessary, it can be disposed of
according to the disposition processes stored within Oracle URM.
There is an obligation to ensure that any material that is subject to a litigation or audit hold freeze is not deleted, either by a user or as part of a disposition process. The
UCM Adapter enables Oracle URM to ensure deletions do not happen.
