5 Creating Content for Retention

5.1 Checking In From the Main Menu

This section describes how to check in content from the main menu.

If profiles have been created by the administrator, those profiles appear on the New Check In menu. A profile 'hides' fields so only those fields essential for check-in are displayed. This makes the process faster and less prone to error.

Use this procedure to check in new content. Content can be checked into a category or a record folder.

1. Click New Check In from the Top menu. If profiles have been created, there may be several different options available. Select the profile or type of checkin to do.

   The applicable page is displayed.

2. Enter optional information pertinent to the item.

3. If an auxiliary metadata set has been created, click that option in the top right corner of the screen. Additional metadata fields appear containing information for the item.

4. To associate the item with a category or folder, click Browse next to the Category or Folders field at the bottom of the page.

   The Select Category or Folder Dialog is displayed.

5. Choose the category or folder in which to file the item. If categories or folders were added to a My Favorites list, they appear on the pulldown list and are easily selected.

   The file path is displayed in the text field on the page.

6. Assign a supplemental marking to the item. A user must be assigned a supplemental marking in order for markings to appear on the pulldown list of supplemental markings that can be used at checkin.

7. (Optional) To create a classified record, see "Checking In a Classified Item".

8. Click Life Cycle Preview to view the disposition actions associated with the category selected earlier.

9. After entering all the appropriate metadata values, click Check In.

   A confirmation page is displayed.

   For more detailed information about checking in content, see the Oracle Fusion Middleware User's Guide for Content Server.

5.2 Checking In From Within Retention Schedules

Use this procedure to create a content item from within a retention schedule by placing it directly into a category (or records folder if it is a record). The proper security privileges are required to access the category or records folder.

1. Click Browse Content then Retention Schedules.

   The Exploring Series "Retention Schedules" screen is displayed.

2. Choose a Retention Category for use. From the item's Actions list, click Create then choose the type of content: Record, Folder, New Content Item, or New Physical Item.

   The appropriate check-in page is displayed.

3. (Optional) To create a classified item, see "Checking In a Classified Item".

4. Click Life Cycle Preview to view the disposition actions associated with the category selected earlier.

5. After entering all the appropriate metadata values, click Create.

   A confirmation page is displayed.

6. If similar content is available to check in, click Check In Similar to pre-populate the form and expedite the process.

5.3 Checking In an External Item

External content is anything defined by an organization as existing outside the repository. It can be a physical item of some sort, such as a paper or microform record or it could be an electronic record stored on another server or by some other system.

Filing external content associates metadata with an item that can be searched, and establishes and tracks a disposition schedule through the category into which the item is filed. A user can also check in or link to an electronic rendition of an external item, so the external item may be edited or updated more easily in the future.

Physical Content Management can be used to track and manage metadata about external physical content.

To check in an external item, complete the following steps:

1. Click New Checkin from the Top menu then click Physical (if checking in a physical item) or Electronic/Physical (if checking in a different type of external item). An item can also be checked in from a retention schedule by searching for a schedule then clicking Create then Check in New Physical Item from the Page menu on the Search Results Page. See "Checking In From the Main Menu" or "Checking In From Within Retention Schedules" for an overview of the checkin process.

2. Fields pertinent to the type of external items (location, object type, media type if it is a physical item, for example) are enabled. Specify the necessary information. When specifying the location of a physical item, select a physical location (such as room or warehouse) or specify a user as the current location (indicating the item has been checked out to that user). To do so, select the box next to Set Current Location to a User then select a user from the list.

3. To associate the item with a retention schedule, click Browse next to the Category or Folders field at the bottom of the page. If checking in from a retention schedule, this information is already included.

   The Select Category or Folder Dialog is displayed.

4. Choose the category or folders in which to file the item. The file pathname is displayed under the Category or Folders field.

5. Fill in all required metadata fields, including the Primary File field. If there is no primary electronic file, type any value into the field, such as None or External File Only.

6. After entering the appropriate metadata values, click Create.

   A confirmation page is displayed.

   Tip:

   If you have an electronic version of an external file, you can specify it as the primary file during the check-in process. This would provide an electronic rendition of the item for indexing of the text in the external file, making it available for searching, and would also make the electronic rendition available for editing of the item at a later date.

5.4 Checking In a Classified Item

Classified items require protection against unauthorized disclosure (for example, because they contain information regarding security or insider information). Unclassified content is not and has never been classified. Declassified items were formerly classified, but the classified status has been lifted.

Classification is an optional security feature certified to comply with the Chapter 4 requirements of the DoD 5015.2 specification. A site administrator can choose whether to enable this functionality and make it available.

To check in content from the main menu, complete the following steps:

1. Access the content check-in form. See "Checking In From the Main Menu" or "Checking In From Within Retention Schedules" for details.

2. Enter optional information pertinent to the item.

3. To associate the item with a retention schedule, click Browse next to the Category or Folders field at the bottom of the page.

   The Select Category or Folder Dialog is displayed.

4. Choose the category or folders in which to file the item. The file pathname is displayed under the field.

5. Specify information pertinent to classifications:

   • the agency classifying the content (optional).

   • the person classifying the content. This is mandatory unless the data is derived from a specific topic, in which case it is optional.

   • what the classification is derived from. This is mandatory unless there is a specific 'classified by' person identified.

   • the topic derived from unless there is a specific person classifying the item.

   • the classification at the time of record creation. For example, Top Secret, Secret, Confidential, and so forth.

   • the type of classification. For example, military plans, foreign government information, cryptology, and so forth.

   • a declassification exemption category. For example, reveal intelligence source, reveal military plans, and so forth.

   • the event triggering the declassification of the item.

   • a date triggering the declassification of the item.

   • enable automatic declassification. If this functionality is enabled the Is Auto Declassification Date option appears. Check this box to allow automatic declassification of the item.

   • how the item can be downgraded. Choose date, event, or date and event.

   • an event triggering the downgrading of the item classification. This is mandatory if it was specified how the item can be downgraded.

6. After entering all the appropriate metadata values, click Check In.

   A confirmation page is displayed.

5.5 Folios and Cloned Content

Automatic cloning occurs when working with folios that are filed into restricted categories. A default rule in Oracle URM is followed that states all folios must be editable, revisionable, and deletable. If a folio is filed into a category that restricts any of these actions, it is cloned when a new revision is checked in.

If a folio is frozen, a clone is created because freezing restricts deletions and edits. If folio content is filed into a category that restricts edits, deletions, or revisions, it will be cloned.

You can also manually create a copy of a specific revision of a content item by cloning the item. Unlike a simple copy of a content item, a fixed cloned copy is linked to the original version. A newly cloned copy can also replace (supersede) any previous cloned versions. The functionality to manually create a fixed clone is only available if the RmaEnableFixedClones configuration variable has been set to TRUE.

When creating a fixed clone, specify which category or folder will hold the item. The clone name is created with the title of the current revision with a suffix appended. Administrators can change the value of the suffix by changing a configuration variable. See the Oracle Fusion Middleware Setup Guide for Universal Records Management for details.

Cloning rules can be customized to override record restrictions. This process is not discussed in this documentation. See Consulting Services for more details.

The fixed clone appears in the original content item's Revision History Section with the Fixed Clone Icon designating its status. It also appears in a separate section in the "Exploring" Page for the category or folder where the item was stored. If the clone has been frozen, the Frozen Fixed Clone Icon is displayed. Click either icon to view the Content Information Page for that clone.

A new metadata field, Working Copy, is added to the Information Page of the fixed clone. The name of the original content item or folio appears next to this field with a link to that item.

If a user has permissions to freeze an item (assigned to the Records Administrator role by default) the user can freeze fixed clones and freeze the revision associated with the fixed clone. Freezing is done by searching for the folio then selecting a Freeze option from the Table menu on the Search Results Page. See the Oracle Fusion Middleware Setup Guide for Universal Records Management for details.

5.6 Checking In E-Mail for Retention

You can check in e-mail messages as content with the Oracle Outlook Integration functionality in Desktop Integration Suite. For complete details about checking in e-mail, see Oracle Fusion Middleware User's Guide for Desktop Integration Suite.

This section describes these topics:

• "Using DIS to Check In an Individual E-Mail"

• "Checking In Correspondence From a Non-Outlook E-Mail Client"