7
Working With Records Folders 7-1
7
Working With Records Folders
This section covers several tasks associated with the general maintenance and processing of record folders. Not all tasks are available to all users. Rights and roles
determine which functionality is available to different users.
This chapter covers the following topics:
Concepts
■
About Folder Maintenance on page 7-1
Tasks
■
Viewing Information on page 7-3
■
Moving, Closing, or Freezing a Folder on page 7-4
■
Canceling, Expiring, and Rescinding Folders on page 7-6
■
Classification Settings for Folders on page 7-8
■
Setting Dates with External Folders on page 7-11
For information about creating, editing, and deleting record folders in the retention schedule, see the Oracle Fusion Middleware Setup Guide for Universal Records
Management.
7.1 About Folder Maintenance
Maintaining and processing folders involves tasks such as moving folders, handling events such as canceling, expiring, or rescinding folders, or marking folders as
obsolete for any other condition. After a record folder is marked as obsolete, any enabled event triggers associated with the content begins the disposition processing
based on such events. In addition, tasks associated with record folders include applying specific disposition rules or supplemental markings to folders, or
temporarily extending retention periods when disposition processing is frozen.
The following options appear on the Item’s Actions menu and on the Information Page menu for a folder:
■
Information –
Folder Information : displays content information for the retained item.
– Life Cycle
: shows the complete life cycle of the retained item according to its scheduled disposition, including the calculated dates of each disposition
action. For more information, see Viewing Folder Life Cycle
on page 7-3.
7-2 Oracle Fusion Middleware Users Guide for Universal Records Management
– Recent Reviews
: shows a list of everyone who has reviewed the retained item and marked it as reviewed, with the date and time of review. For more
information, see Viewing a Folder Review History
on page 7-4.
– Metadata History
only available for content in a retention schedule: shows an overview of all changes made to the editable properties of the item, with
the affected metadata field name, the modification date and time, and the old and new values. For more information, see
Viewing Folder Metadata History
on page 7-4.
– Classified Metadata History
: shows a list of all changes made to the security classification of the content.
– Review Classification
: shows information pertaining to an item’s classification status. Only available if classification has been enabled.
■
Edit –
Edit Folder: Used to edit the properties of a folder. See the Oracle Fusion
Middleware Setup Guide for Universal Records Management for details.
– Edit Review
: Used to edit the review status, review period, or reviewer of the record folder.
– Move
: Used to move the folder to another location. See the Oracle Fusion Middleware Setup Guide for Universal Records Management for details.
– Close Unclose
: Closes the record folder to further filing by anyone other
than users with the Folder.OpenClose right. This action toggles to Unclose when a record folder is already frozen. See
Closing or Unclosing Reopening a Record Folder
on page 7-5.
– Freeze
: Freezes a record folder. See Freezing or Unfreezing a Record Folder
on page 7-5.
– Unfreeze
: Unfreezes a record folder. See Freezing or Unfreezing a Record
Folder on page 7-5.
■
Set Dates –
Cancel : Cancels all content within a record folder. The Cancel option makes
content obsolete. See Canceling Folders
on page 7-7.
– Expire
: Expires all content within a record folder. The Expire action makes content obsolete. See
Expiring a Folder on page 7-7.
– Obsolete Undo Obsolete
: Marks all content within a record folder and the record folder itself as obsolete. See
Making a Folder Obsolete on page 7-7.
This action toggles to Undo Obsolete when a record folder becomes obsolete due to Obsolete, Cancel, Expire, or Rescind actions. See
Reversing a Folder’s Obsolete Status
on page 7-8.
– Rescind
: Rescinds a record folder and the content therein. The Rescind action makes content obsolete. See
Rescinding a Folder on page 7-7.
– Mark reviewedMark reviewed recursive
: Marks a record folder as reviewed for review, destruction, or other review purpose. See
Marking a Record Folder as Reviewed
on page 7-8.
– Undo Cutoff
: Only available if a record folder has been cut off. This reverses the cut-off.
■
Delete : See the Oracle Fusion Middleware Setup Guide for Universal Records
Management for details.
Working With Records Folders 7-3
■
Create : See the Oracle Fusion Middleware Setup Guide for Universal Records
Management for details.
– Create Record Folder
– Create Content
– Create Physical Record
■
Reports : See the Oracle Fusion Middleware Setup Guide for Universal Records
Management for details.
– Detail Report
– Retention Schedule Report
7.2 Managing Folders
