8 Setting Up PCM Offsite Storage

This section explains how to set up and manage offsite storage in Physical Content Management. Offsite storage is an optional feature that enables users to set up requests for storage and to track storage processing.

If offsite storage functionality is enabled on the system, the total size allowed for the content ID for a physical item is 11 characters. When setting up offsite storage, verify if automatic assignment of IDs is enabled and if so, make sure the content prefix is set to 5 characters or less.

This chapter covers the following topics:

Section 8.1, "Using Offsite Storage"
Section 8.2, "Managing Offsite Storage"

8.1 Using Offsite Storage

Customers can integrate storage with Iron Mountain SafeKeeper PLUS and other offsite storage facilities.

Important:

Iron Mountain configurations will vary from customer to customer. Be sure to test the integration in a development instance before using for production data.

The Offsite Storage link is an automated interface process for daily inventory and activity management between the Records system and offsite storage. This interface provides the following features:

The automated creation of requests, both reference and permanent, for boxes and files from offsite storage.
The automated creation of pickup requests for new and re-filed boxes and files for storage and return to the offsite location.
Transfer of transmittal and individual list data for new boxes and files, and transmittal and list maintenance for existing boxes and files.
The creation of a nightly log file listing inventory transaction history for a given day. This serves as a confirmation and data synchronization between the two systems.

To use this functionality, first map default values for different types of storage file formats to districts where the content is stored. Types of file formats include legal storage, insurance, loans, medical, and other storage types. Default districts are provided and default values for the fields used for storage.

After setting up the mapping, specify the storage parameters on the checkin page for physical content. After the content is checked in, a criteria workflow can be started to handle the approval of items pending transfer. This workflow must be created and enabled before the Offsite functionality can work. See the Oracle WebCenter Content Setup Guide for Records for details about setting up this workflow. While not required, it is recommended that this workflow be used.

Iron Mountain is currently the primary offsite provider. After the appropriate configurations are in place, the files are first stored on the computer before being sent to and from Iron Mountain using File Transfer Protocol (FTP). After the files are compiled, they are uploaded to the /toplus directory in the software directory structure.

A confirmation file is sent from Iron Mountain and stored in the /fromplus directory in the Iron Mountain directory structure. A nightly history download log is also stored in the /fromplus directory after each night's district job is processed. Verify beforehand that the chosen FTP location has these directories already created.

Pickup lists are automatically created for items that must be transferred. Manual pickup lists can also be created as needed.

8.2 Managing Offsite Storage

The following aspects are required to use offsite storage:

Section 8.2.1, "Setting Up Default Customer Information"
Section 8.2.2, "Mapping New Districts"
Section 8.2.3, "Creating Manual Pickup Requests"
Section 8.2.4, "Browsing Uploaded Files"
Section 8.2.5, "Browsing Processed Files"
Section 8.2.6, "Transferring Files to Offsite Storage"

8.2.1 Setting Up Default Customer Information

First set up default customer information about the account to be used by the offsite provider. These defaults identify your company to the provider and are used to monitor and process offsite requests.

Follow these steps to configure defaults for offsite storage.

Choose Physical then Settings from the Top menu.

The Configure Physical Content Management Page opens.
Select Enable Offsite Storage Functionality then click Submit Update. The Configure Physical Content Management Page opens.
Refresh the browser window. Choose Physical then Offsite Storage then General Setup.

The Offsite Storage General Setup Page opens.
Fill in the necessary fields:
- Customer ID: The customer ID used with this offsite storage facility.
- Default District: The district to use. Select from a predefined list. If the district has not previously been defined, the definition must be mapped beforehand. For details, see Section 8.2.2, "Mapping New Districts."
- FTP Address: Enter the address associated with the FTP site.
- FTP User: Enter the user associated with the FTP site.
- FTP Password: Enter the password associated with the FTP site.
- Transfer checkboxes: Choose options associated with the transfer:
  - Automatically transfer new items: Enable automatic transfer of new items.
  - Automatically return checked-in items: Enable automatic returns of items that have been checked in.
  - Enable workflow: Start a workflow for this transfer action. The workflow must be created before this step. See the Oracle WebCenter Content Setup Guide for Records for details about creating the workflow.
  - Use general requestor for Offsite Requests: Choose a user from the list to use as the requestor. There is a limit of five characters for this value.
- Box Identifier: Choose what identifier will be associated with the box. Options include Name or Title.
When done click Submit Update.

A message is displayed indicating the offsite storage data has been configured.

8.2.2 Mapping New Districts

Several default districts are provided with Physical Content Management to use for offsite storage. Reconfigure any of these districts as necessary for your particular offsite solution.

The district mapping uses a wizard that steps through each stage of the process. When one stage is finished, the wizard opens the next page in the process. For details about each page and the fields displayed, see Section A.6.2, "District Mapping Pages."

The values used to populate the option lists for each field are based on data provided by Iron Mountain. For details about the field values, consult Iron Mountain documentation.

Follow this procedure to map district data:

Choose Physical then Offsite Storage then Map District Metadata from the Top menu.

The Choose District Mapping Page opens.
Select a district to configure from the list by scrolling through the list and highlighting a selection. Click Configure to select the district.
The next page in the wizard appears. The process for mapping information is the same on each page. Scroll through the values provided for the different fields and highlight a selection.

Click Save to proceed to the next page in the process. Click Exit the Wizard to exit the process without saving selections. Click Reset to clear the selections on the current page. To move forward or back in the process and skip pages, select a different page from the Page menu.

Eight pages are available for configuration:
1. Map box metadata
2. Map standard file metadata
3. Map account file metadata
4. Map insurance (1) metadata
5. Map insurance (2) metadata
6. Map law metadata
7. Map loan file metadata
8. Map medical file metadata
When finished configuring districts, click Save. A message is displayed indicating a successful exit from the wizard.

8.2.3 Creating Manual Pickup Requests

This function can be used to create requests to the offsite storage provider for pick up of materials.

Use this procedure to set up pickup requests:

Choose Physical then Offsite Storage then Create Manual Pickup Request from the Top menu.

The Create Manual Pickup Page opens.
Select a district ID from the list of IDs.
Enter a pickup location or select a location by clicking Browse to look at stored locations.
Enter the remainder of the information on the page.
To discard entries, click Reset. When done, click Submit Update.

8.2.4 Browsing Uploaded Files

You can browse all of the uploaded files and view the status of the files. If a file has failed to upload, the upload request can be resent from this page.

Use this procedure to view files:

Choose Physical then Offsite Storage then Uploaded Files List from the Top menu.

The Browse Uploaded Files Page opens.
To work with a file, select the box next to the file name. To delete a file, choose Delete from the Table menu or the item's Actions menu. To resend a file for processing, choose Resend.

8.2.5 Browsing Processed Files

You can browse all of the processed files and view the status of the files. If a file has errors, you can then use this page to correct the errors.

Use this procedure to view files:

Choose Physical then Offsite Storage then Processed History Files List from the Top menu.

The Browse Processed History Page opens.
To delete a file, check the box next to the file name then choose Delete from the Table menu or the item's Actions menu.

8.2.6 Transferring Files to Offsite Storage

Transferring files for offsite storage occurs in two stages: files must first be generated then transferred.

To generate files for files for transferring, choose Physical then Offsite Storage then Generate Offsite Transfer Files from the Top menu.

To upload, download, or process the files, choose Physical then Offsite Storage then Upload, Download, Process Offsite Files from the Top menu. The files will be automatically transferred with other scheduled batch processes during the nightly services that are processed.