Contents

Title and Copyright Information

Preface

• Audience
• Documentation Accessibility
• Related Documents
• Conventions

1 Introduction

• 1.1 About This Guide
• 1.2 About This Product
• 1.3 What's New
  • 1.3.1 Conceptual Changes in this Product
  • 1.3.2 Documentation Changes in this Product
• 1.4 Using Help
  • 1.4.1 Tooltips
  • 1.4.2 Quick Help

2 Introduction to Records and Retention Management

• 2.1 Management of Retained Items
  • 2.1.1 Needs for Retention
    • 2.1.1.1 Regulatory Needs
    • 2.1.1.2 Litigation Needs
    • 2.1.1.3 Business Needs
  • 2.1.2 What Do I Retain?
    • 2.1.2.1 Content Retention Qualities
    • 2.1.2.2 Importance of Content
    • 2.1.2.3 Retention
    • 2.1.2.4 Disposal
  • 2.1.3 Lifecycle for Retained Content
  • 2.1.4 Types of Retained Content
    • 2.1.4.1 Internal and External Retained Content
    • 2.1.4.2 Classified, Unclassified, Declassified Content
    • 2.1.4.3 Non-Permanent, Transfer or Accession, and Reviewed Content
• 2.2 Basic Retention Management Concepts
• 2.3 Physical Content Management
• 2.4 Interaction with Oracle UCM
• 2.5 Basic Retention Processes

3 Interface Overview

• 3.1 Interface Overview
  • 3.1.1 Configuring The System
  • 3.1.2 Configuring Reports
  • 3.1.3 Configuring PCM
• 3.2 Individual Page and Action Menus
• 3.3 Menus

4 Screening and Updating Content

• 4.1 About Screening
  • 4.1.1 Enabling or Disabling User-Friendly Captions
• 4.2 Updating Information
  • 4.2.1 Scheduling Updates

5 Managing Content

• 5.1 About Content Processing
• 5.2 Managing Content
  • 5.2.1 Viewing Content Item Information
    • 5.2.1.1 Viewing Content Life Cycles
    • 5.2.1.2 Viewing Content Review History
    • 5.2.1.3 Viewing Content Item Metadata History
    • 5.2.1.4 Viewing Classified Metadata History
    • 5.2.1.5 Viewing an Item's Freeze Details
  • 5.2.2 Freezing, Rescinding, and Other Content Actions
    • 5.2.2.1 Deleting Metadata History of Content Items
    • 5.2.2.2 Freezing or Unfreezing an Item
    • 5.2.2.3 Canceling, Rescinding or Expiring Content
    • 5.2.2.4 Marking an Item as Obsolete or Removing Obsolete Designation
  • 5.2.3 Reviewing Items
  • 5.2.4 Managing Classified Content
    • 5.2.4.1 Reviewing Classifications
    • 5.2.4.2 Upgrading or Downgrading Classification
    • 5.2.4.3 Declassifying Content
    • 5.2.4.4 Undoing a Cutoff
  • 5.2.5 Deleting, Moving, and Changing Content Items
    • 5.2.5.1 Moving an Item to Another Category or Record Folder
    • 5.2.5.2 Deleting an Item
    • 5.2.5.3 Assigning Disposition Schedules to Content Items

6 Managing Physical Content

• 6.1 About Physical (External) Content
• 6.2 Managing Physical Items
  • 6.2.1 Deleting a Physical Item
  • 6.2.2 Freezing and Unfreezing a Physical Item
  • 6.2.3 Printing a Label for a Physical Item
• 6.3 Importing Physical Content Manually
  • 6.3.1 Required File Format
    • 6.3.1.1 LocalDataProperties
    • 6.3.1.2 ImportExportManifest
    • 6.3.1.3 ExternalItemsExtItems
  • 6.3.2 Sample File
• 6.4 Processing Physical Content
  • 6.4.1 Retention Schedules for Physical Items
  • 6.4.2 Disposition Events for Physical Items
  • 6.4.3 Pending Options for Physical Items
  • 6.4.4 Audit Log Files for Processed Events

7 Managing Reservations and Barcodes

• 7.1 About Reservations
  • 7.1.1 Reservations History
• 7.2 The Reservation Process
  • 7.2.1 Reservation Request Properties
    • 7.2.1.1 Request Status
    • 7.2.1.2 Transfer Method
    • 7.2.1.3 Priority
    • 7.2.1.4 Request Item Actions
• 7.3 About Barcodes
  • 7.3.1 Barcode Files
    • 7.3.1.1 Barcode File Actions
  • 7.3.2 The Barcode Utility Software
• 7.4 Managing Barcodes
  • 7.4.1 Programming the Barcode Scanner
  • 7.4.2 Uploading Barcode Data Directly to PCM
  • 7.4.3 Saving Barcode Data to a File
  • 7.4.4 Uploading Previously Saved Barcode Data to PCM
  • 7.4.5 Processing a Barcode File

8 Setting Up PCM Offsite Storage

• 8.1 Using Offsite Storage
  • 8.1.1 Setting Up Default Customer Information
  • 8.1.2 Mapping New Districts
  • 8.1.3 Creating Manual Pickup Requests
  • 8.1.4 Browsing Uploaded Files
  • 8.1.5 Browsing Processed Files
  • 8.1.6 Transferring Files to Offsite Storage

9 Scheduled Tasks

• 9.1 Using Scheduled Tasks
  • 9.1.1 Changes in Scheduling From Previous Product Versions
• 9.2 Managing Scheduling
  • 9.2.1 Scheduling Screening Reports
  • 9.2.2 Editing Recurring Screening Reports
  • 9.2.3 Viewing Recurring Screening Report History
  • 9.2.4 Scheduling Freezes
  • 9.2.5 Viewing Scheduled Job Information

10 Processing Retention Assignments

• 10.1 About Retention Assignments
  • 10.1.1 Items Subject to Review
  • 10.1.2 Approval and Completion
  • 10.1.3 Frozen Items and Event Processing
  • 10.1.4 Searching Retention Steps and Actions
  • 10.1.5 Using Batch Processing
  • 10.1.6 Specifying an Alternate Reviewer
• 10.2 Managing Disposition Tasks
  • 10.2.1 Screening for Retention Steps
  • 10.2.2 Viewing Failed Dispositions
  • 10.2.3 Viewing Pending Reviews and Dispositions
  • 10.2.4 Marking Content Items as Reviewed
  • 10.2.5 Editing Review Information
  • 10.2.6 About Disposition Processing
    • 10.2.6.1 Accessing the Pending Approval Interface
    • 10.2.6.2 Event Processing
    • 10.2.6.3 Pending Approvals
    • 10.2.6.4 Pending Review
• 10.3 Processing Dispositions
  • 10.3.1 Multi-Step Disposition Processing
    • 10.3.1.1 Approval Step
    • 10.3.1.2 Completion
  • 10.3.2 Single Step Disposition Processing
    • 10.3.2.1 Approving Events

11 Generating Reports

• 11.1 Configuring Report Options
• 11.2 User and Group Reports
  • 11.2.1 User Report
  • 11.2.2 User Barcode Reports
  • 11.2.3 User Roles Report
  • 11.2.4 Group Report
  • 11.2.5 Group-User Report
• 11.3 Content and Physical Item Reports
  • 11.3.1 Creating a Report
  • 11.3.2 Internal Item Detail Report
  • 11.3.3 Search Results Report
  • 11.3.4 Records Destruction Certificate Report

12 Monitoring, Customizations and Audit Tools

• 12.1 Using Performance Monitoring
  • 12.1.1 Enabling Performance Monitoring
  • 12.1.2 Checking Performance Results
  • 12.1.3 Viewing Performance Alerts and Details
• 12.2 Using Custom Scripts
  • 12.2.1 Creating or Editing Scripts
  • 12.2.2 Deleting a Custom Script
  • 12.2.3 Viewing Script Information
• 12.3 Using the Audit Trail
  • 12.3.1 Configuring the Audit Trail
  • 12.3.2 Specifying Metadata Fields to Audit
  • 12.3.3 Searching within the Audit Trail
  • 12.3.4 Setting Default Metadata for Checking In Audit Trails
  • 12.3.5 Checking In and Archiving the Audit Trail
  • 12.3.6 Searching an Archived Audit Trail
  • 12.3.7 Viewing an Archived Audit Trail
  • 12.3.8 Creating an Audit Trail Report

13 Archiving and Transfering Information

• 13.1 About Archives
  • 13.1.1 Exporting Auxiliary Metadata Sets
  • 13.1.2 The Export/Import Process
  • 13.1.3 Archive Import/Export Rights and Permissions
• 13.2 Managing Imports and Exports
  • 13.2.1 Exporting an Archive
  • 13.2.2 Importing an Archive
  • 13.2.3 Importing a Batch-Created Storage Hierarchy
• 13.3 XSD Data Transfer
  • 13.3.1 Important Considerations Before Exporting
    • 13.3.1.1 Special Handling of <choice> Elements
    • 13.3.1.2 Required Fields on Import
    • 13.3.1.3 Target Namespace and Qualified Locals
  • 13.3.2 Configuring XSD for Importing and Exporting
  • 13.3.3 Exporting and Importing XSD Data

14 FOIA and Privacy Act Tracking

• 14.1 FOIA and DB2 Databases
• 14.2 About Workflows
• 14.3 The FOIA/Privacy Act Workflow
  • 14.3.1 Processing Details
  • 14.3.2 Initial Required Setup
  • 14.3.3 Begin Request Processing
    • 14.3.3.1 Create a Request Folder
    • 14.3.3.2 Create a Request
  • 14.3.4 First Decision Point: Expedited or Non-Expedited
    • 14.3.4.1 Review Request Form and Route
    • 14.3.4.2 Send Acknowledgements
  • 14.3.5 Second Decision Point: Service or Denial
    • 14.3.5.1 Servicing a Request
    • 14.3.5.2 Denying a Request
  • 14.3.6 Third Decision Point: Denial Processing
    • 14.3.6.1 Refusing a Denial
    • 14.3.6.2 Approve Denial
  • 14.3.7 Fourth Decision Point: Appeal and Decision
    • 14.3.7.1 Initiating an Appeal
    • 14.3.7.2 Acknowledging an Appeal
    • 14.3.7.3 Reviewing the Appeal
  • 14.3.8 Final Actions

15 Using Federated Search and Freeze

• 15.1 Federated Searches
  • 15.1.1 Federated Search Query Builder
• 15.2 Performing a Search
  • 15.2.1 About Returned Content
  • 15.2.2 Checking Search Progress
  • 15.2.3 Subscribing to a Search
  • 15.2.4 Deleting a Search
• 15.3 Federated Freeze
  • 15.3.1 Freezing Search Results
  • 15.3.2 Viewing Scheduled Freezes

A User Interface

• A.1 Configure Retention Settings Page
• A.2 Configure Physical Content Management Page
  • A.2.1 Physical Item Information Page
• A.3 Update Interface
  • A.3.1 Define Query Page
  • A.3.2 Query Schedule Section
  • A.3.3 Scheduled Update Page
  • A.3.4 Update Preview Page
• A.4 Classified Content Interface Screens
  • A.4.1 Review Classification Page
  • A.4.2 Upgrade or Downgrade Classification Page
  • A.4.3 Declassify Page
• A.5 Barcode Interface
  • A.5.1 Main Barcode Utility Screen
  • A.5.2 Barcode Upload Screen
  • A.5.3 Configure Host List Screen
  • A.5.4 Barcode Upload Results Screen
  • A.5.5 Program Videx Barcode Wand Screen
  • A.5.6 Barcode Processing Page
  • A.5.7 Barcode File Processed Page
• A.6 Offsite Storage Interface Screens
  • A.6.1 Offsite Storage General Setup Page
  • A.6.2 District Mapping Screens
    • A.6.2.1 Choose District Mapping Page
    • A.6.2.2 Map Metadata Pages
  • A.6.3 Create Manual Pickup Page
  • A.6.4 Browse Uploaded Files Page
  • A.6.5 Browse Processed History Page
• A.7 Subject to Review (Vital) Interface Screens
  • A.7.1 Edit Review Information for Retention Category/Folder Page
• A.8 Scheduling Interface Screens
  • A.8.1 Scheduled Screening Reports Page
  • A.8.2 View History Page
  • A.8.3 Job Information Page/Edit Job Information Page
  • A.8.4 Scheduled Freezes Page
  • A.8.5 Edit Recurring Report Schedule Page
  • A.8.6 Scheduled Jobs Listing Page
• A.9 Retention Assignment Interface Screens
  • A.9.1 Retention Step Search Page
  • A.9.2 Retention Step Audit Result Page
  • A.9.3 Schedule Retention Step Audit Report Page
  • A.9.4 Failed Dispositions Page
  • A.9.5 Pending Dispositions Page
  • A.9.6 Pending Reviews Page
  • A.9.7 Disposition Information Page
  • A.9.8 Disposition Parameter Dialog
• A.10 Configure Report Settings Page
• A.11 Customization, Monitoring and Audit Pages
  • A.11.1 Configure Performance Monitoring Page
  • A.11.2 Performance Processing Results Page
  • A.11.3 Performance Monitoring Alert Message
  • A.11.4 Monitoring Details Page
  • A.11.5 Configure Custom Script Page
  • A.11.6 Create or Edit Custom Script Page
  • A.11.7 Custom Script Information Page
  • A.11.8 Configure Audit Page
  • A.11.9 Audit Fields Page
  • A.11.10 Checked-in Audit Entries Page
  • A.11.11 Default Metadata for Checked-In Audit Entries Page
  • A.11.12 Search Audit Trail Page
• A.12 Import/Export Interface Screens
  • A.12.1 Import/Export Archive Page
  • A.12.2 Configure Import/Export Schema Page
  • A.12.3 Create Import/Export Schema Page
  • A.12.4 Configure Top Level Schema Nodes Page
  • A.12.5 Configure Mappings Page
  • A.12.6 Import with Schema Page
  • A.12.7 Export with Schema Page
• A.13 FOIA and PA Interface Screens
  • A.13.1 FOIA/PA Processing Screens
    • A.13.1.1 Active Workflows Screen
    • A.13.1.2 Assignments in Queue Screen
    • A.13.1.3 Amendment Record Form
    • A.13.1.4 Disclosure Request Form
    • A.13.1.5 Access Request Form
    • A.13.1.6 Request Fee Table
    • A.13.1.7 Workflow Content Page
    • A.13.1.8 Workflow Review Page
    • A.13.1.9 Denial Record Form
    • A.13.1.10 Appeal Request Form
    • A.13.1.11 Final Result Dialog
  • A.13.2 FOIA/PA Data Screens
    • A.13.2.1 Access Record Form
    • A.13.2.2 Accounting Record Form
    • A.13.2.3 Disclosure Record Form
    • A.13.2.4 Dispute Record Form
    • A.13.2.5 Exemption Record Form
    • A.13.2.6 Matching Program Records Form
    • A.13.2.7 Privacy Act File
    • A.13.2.8 System of Records Form
• A.14 Federated Search and Freeze Screens
  • A.14.1 Federated Search Pages
    • A.14.1.1 Federated Query Builder Page
    • A.14.1.2 Federated Searches List Page
    • A.14.1.3 Federated Search Details Page
    • A.14.1.4 Federated Search Results Page

Index