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 Content Server
• 2.5 Basic Retention Processes

3 Interface Overview

• 3.1 Main Menus, Table Menus, Page Menus, Action Menus
  • 3.1.1 Interaction with Desktop Integration Suite
• 3.2 Dashboards
  • 3.2.1 Using Dashboards
  • 3.2.2 Editing a Default Dashboard
  • 3.2.3 Creating or Editing a Personal Dashboard
• 3.3 My Favorites
• 3.4 Icons
  • 3.4.1 Retention Schedule Objects
  • 3.4.2 Predefined Location Types (PCM)
  • 3.4.3 Content Basket Thumbnails
• 3.5 My Rights and My Roles
• 3.6 Profiles
• 3.7 Menus

4 Browsing Retention Schedules and Storage

• 4.1 Retention Schedules
  • 4.1.1 Retention Schedule Hierarchy
  • 4.1.2 Browsing the Retention Schedule
    • 4.1.2.1 Browsing Using DIS
• 4.2 Browsing the PCM Storage Space
  • 4.2.1 Browsing the Storage Tree
  • 4.2.2 Using Exploring Pages
  • 4.2.3 Viewing Information About a Storage Location
  • 4.2.4 Reserving or Canceling a Storage Location
• 4.3 Generating a Retention Schedule Report

5 Creating Content for Retention

• 5.1 Checking In From the Main Menu
  • 5.1.1 Checking in Items Using DIS
• 5.2 Checking In From Within Retention Schedules
• 5.3 Checking In an External Item
• 5.4 Checking In a Classified Item
• 5.5 Folios and Cloned Content
  • 5.5.1 Creating a Fixed Clone
  • 5.5.2 Adding a Folio to a Restricted Revision Category
• 5.6 Checking In E-Mail for Retention
  • 5.6.1 Using DIS to Check In an Individual E-Mail
  • 5.6.2 Checking In Correspondence From a Non-Outlook E-Mail Client

6 Searching and Screening Content

• 6.1 Searching From Content Server's Main Menu
  • 6.1.1 Searching for Content
    • 6.1.1.1 Using the Search Forms Option
    • 6.1.1.2 Using Auxiliary Metadata Sets
  • 6.1.2 Search Result Options
  • 6.1.3 Searching for Physical Content
  • 6.1.4 Searching Using Desktop Integration Suite
• 6.2 Screening for Content
  • 6.2.1 Performing Screenings
  • 6.2.2 Scheduling a Screening Report
  • 6.2.3 Setting Default Metadata For Reports

7 Working With Records Folders

• 7.1 About Folder Maintenance
• 7.2 Managing Folders
  • 7.2.1 Viewing Information
    • 7.2.1.1 Viewing Folder Life Cycle
    • 7.2.1.2 Viewing a Folder Review History
    • 7.2.1.3 Viewing Folder Metadata History
    • 7.2.1.4 Viewing Folder Freeze Details
  • 7.2.2 Moving, Closing, or Freezing a Folder
    • 7.2.2.1 Moving a Record Folder
    • 7.2.2.2 Closing or Unclosing (Reopening) a Record Folder
    • 7.2.2.3 Freezing or Unfreezing a Record Folder
  • 7.2.3 Canceling, Expiring, and Rescinding Folders
    • 7.2.3.1 Canceling Folders
    • 7.2.3.2 Expiring a Folder
    • 7.2.3.3 Rescinding a Folder
    • 7.2.3.4 Making a Folder Obsolete
    • 7.2.3.5 Reversing a Folder's Obsolete Status
  • 7.2.4 Classification Settings for Folders
    • 7.2.4.1 Undoing a Record Folder Cutoff
    • 7.2.4.2 Marking a Record Folder as Reviewed
    • 7.2.4.3 Assigning Supplemental Markings to a Record Folder
    • 7.2.4.4 Removing Supplemental Marking from a Record Folder
    • 7.2.4.5 Applying a Specific Disposition Rule to a Record Folder
  • 7.2.5 Setting Dates with External Folders
    • 7.2.5.1 Activating a Record Folder
    • 7.2.5.2 Expiring a Record Folder
    • 7.2.5.3 Entering a Delete Approval Date for an External Folder

8 Managing Physical Content

• 8.1 Managing Physical Items
  • 8.1.1 Creating a Physical Item
    • 8.1.1.1 Using the Storage Page
    • 8.1.1.2 Within a Retention Schedule
    • 8.1.1.3 Creating a Physical Item Within Another Item
  • 8.1.2 Editing a Physical Item
  • 8.1.3 Moving a Physical Item
  • 8.1.4 Adding Physical Items To A Content Basket
  • 8.1.5 Viewing Reservations for a Physical Item
  • 8.1.6 Marking a Physical Item as Reviewed

9 Processing Chargebacks

• 9.1 About Chargebacks
  • 9.1.1 Chargeback Process
• 9.2 Configuring Chargeback Processing
  • 9.2.1 Creating or Editing a Charge Type
  • 9.2.2 Viewing a Charge Type
  • 9.2.3 Deleting a Charge Type
  • 9.2.4 Creating or Editing a Payment Type
  • 9.2.5 Viewing a Payment Type
  • 9.2.6 Deleting a Payment Type
  • 9.2.7 Creating or Editing a Customer
  • 9.2.8 Viewing a Customer
  • 9.2.9 Deleting a Customer
  • 9.2.10 Creating Automatic Transactions
  • 9.2.11 Creating or Editing a Manual Transaction
  • 9.2.12 Deleting a Manual Transaction
• 9.3 Managing Chargeback Tasks
  • 9.3.1 Creating or Scheduling an Invoice
  • 9.3.2 Adjusting an Invoice
  • 9.3.3 Deleting an Invoice
  • 9.3.4 Viewing Invoice Information
  • 9.3.5 Printing an Invoice
  • 9.3.6 Marking an Invoice As Paid

10 Processing Reservations

• 10.1 About Reservations
• 10.2 Reservation Request Properties
  • 10.2.1 Request Status
  • 10.2.2 Transfer Method
  • 10.2.3 Priority
• 10.3 Managing Reservations
  • 10.3.1 Creating a Reservation Request
  • 10.3.2 Editing a Reservation Request
  • 10.3.3 Deleting a Reservation Request
  • 10.3.4 Viewing Reservations for a Physical Item
  • 10.3.5 Changing the Status of a Request Item

11 Managing Content

• 11.1 About Folios and Content Basket
• 11.2 Using Content Basket
  • 11.2.1 Creating, Updating, or Deleting a Basket
  • 11.2.2 Setting an Active Basket
  • 11.2.3 Adding or Removing Items
  • 11.2.4 Sorting Items
  • 11.2.5 Creating Reservation Requests for Items
  • 11.2.6 Downloading Items
  • 11.2.7 Creating E-Mail Links to Items in the Content Basket

12 Configuring Related Content (Links)

• 12.1 About Related Content
• 12.2 Predefined Relationship Types
  • 12.2.1 Renditions
  • 12.2.2 Supersedes
  • 12.2.3 Supporting Content
  • 12.2.4 Cross-Reference
    • 12.2.4.1 Unidirectional Links
    • 12.2.4.2 Bidirectional (Reciprocal) Relationships
• 12.3 Linking Methods
  • 12.3.1 Relationship Classes
    • 12.3.1.1 Peer-to-Peer Class
    • 12.3.1.2 Chained List Class
    • 12.3.1.3 Supporting Content Class
    • 12.3.1.4 Cross-Reference Class
• 12.4 Managing Related Content
  • 12.4.1 Adding or Editing a Custom Relation Type (Administrative Function)
  • 12.4.2 Deleting a Custom Link Type
  • 12.4.3 Linking Items
    • 12.4.3.1 Linking to a New Item
    • 12.4.3.2 Linking to an Existing Item
  • 12.4.4 Unlinking an Item
• 12.5 Link Examples
  • 12.5.1 Enclosures Custom Link Types Example
  • 12.5.2 Renditions Link Example
  • 12.5.3 One-Way Cross-Reference Link Example
  • 12.5.4 Reciprocal Cross-Reference Link Example
  • 12.5.5 Superseded Link Example
  • 12.5.6 Supporting Content Link Example

13 Using Simple Profiles

• 13.1 About Simple Profiles
• 13.2 Creating a Profile
  • 13.2.1 Trigger Fields
  • 13.2.2 Rules
  • 13.2.3 Profile Pages
• 13.3 Designing a Simple Profile
  • 13.3.1 Adding a New Profile
  • 13.3.2 Using the Create/Update Profile Pages
    • 13.3.2.1 Actions Menu Options
    • 13.3.2.2 Wizard Page Options
    • 13.3.2.3 Saving, Resetting, and Exiting the Design Process
    • 13.3.2.4 Selecting Fields for Inclusion
    • 13.3.2.5 Setting Field Formats
    • 13.3.2.6 Setting Default Values
    • 13.3.2.7 Setting Derived Values
    • 13.3.2.8 Grouping Fields
    • 13.3.2.9 Setting Labels
    • 13.3.2.10 Setting Descriptions
    • 13.3.2.11 Restricting Options
    • 13.3.2.12 Setting Activation Conditions
    • 13.3.2.13 Limiting Access (Administrators Only)
    • 13.3.2.14 Setting the Search Order
• 13.4 Administrative Profiles
• 13.5 Profile Management
  • 13.5.1 Viewing Profile Information
  • 13.5.2 Updating a Simple Profile
  • 13.5.3 Copying a Profile
  • 13.5.4 Deleting a Profile
  • 13.5.5 Moving a Profile
  • 13.5.6 Changing a Trigger Field (Administrators Only)
  • 13.5.7 Troubleshooting (Administrators Only)

A User Interface

• A.1 Navigation Aids
  • A.1.1 User Dashboard Page
  • A.1.2 Create/Edit Dashboard Page
  • A.1.3 Assigned Rights Page
  • A.1.4 My Favorites Screen
• A.2 Content Check-In Page
  • A.2.1 Check-In Page Metadata Fields
    • A.2.1.1 Date, Format, and Audit Fields
    • A.2.1.2 Security Fields
    • A.2.1.3 Subject to Review Fields
    • A.2.1.4 Correspondence Fields
• A.3 Browsing Interface
  • A.3.1 Category or Series Content Page
  • A.3.2 Series Information Page
  • A.3.3 Disposition Information Page
  • A.3.4 Category Information Page
  • A.3.5 Exploring Storage Page
  • A.3.6 Storage Information Page
• A.4 Content Information Page
  • A.4.1 Content Information Section
  • A.4.2 Correspondence Fields Section
  • A.4.3 Links Area
  • A.4.4 Revision History Section
  • A.4.5 Recent Reviews of a Retained Item
  • A.4.6 Metadata History
  • A.4.7 Classified Metadata History Page
  • A.4.8 Select Category or Folder Dialog
• A.5 Searching and Screening Interface Pages
  • A.5.1 Standard Search Page
  • A.5.2 Search Physical Items Page
  • A.5.3 Physical Search Results Page
  • A.5.4 Search Results Page
  • A.5.5 Screen for topic Page
  • A.5.6 Schedule Screening Report Page
  • A.5.7 Default Metadata for Checked-In Screening Reports Page
  • A.5.8 Screening Results Page
• A.6 Record Folder Interface Screens
  • A.6.1 Record Folder Information Page
  • A.6.2 Life Cycle of Record Folder Page
  • A.6.3 Folder Review History Page
  • A.6.4 Folder Metadata History Page
  • A.6.5 Freeze Details Page
  • A.6.6 Freeze/Unfreeze Dialog
  • A.6.7 Create or Edit Record Folder Page
• A.7 Physical Item Management Interface
  • A.7.1 Create or Edit Physical Item Page
  • A.7.2 Select Storage Location Dialog
  • A.7.3 Physical Item Information Page
• A.8 Chargeback Management Screens
  • A.8.1 Transaction Management Screens
    • A.8.1.1 Invoices Page
    • A.8.1.2 Screen Contents and Records for Invoice Page
    • A.8.1.3 Transaction Information Page
    • A.8.1.4 Charge Transactions Page
    • A.8.1.5 View Invoice Details Page
  • A.8.2 Chargebacks, Charge Types and Billers
    • A.8.2.1 Configure Automatic Transactions Page
    • A.8.2.2 Configure Charge Type Page
    • A.8.2.3 Create Manual Transaction Page
    • A.8.2.4 Create or Edit Charge Type Page
    • A.8.2.5 Configure Payment Methods Page
    • A.8.2.6 Create or Edit Payment Method Page
    • A.8.2.7 Payment Type Information Page
    • A.8.2.8 Configure Customers Page
    • A.8.2.9 Customer Information Page
    • A.8.2.10 Create or Edit Customer Page
• A.9 Reservation Management Screens
  • A.9.1 Workflow Review for Request Page
  • A.9.2 Create or Edit Request Page
  • A.9.3 Reservation Search Results Page
  • A.9.4 Request Information Page
  • A.9.5 Items for Request Page
  • A.9.6 Request Item Information Page
  • A.9.7 Edit Request Item Page
• A.10 Content Basket Screens
  • A.10.1 Content Basket Manager Page
  • A.10.2 Content Basket Page
• A.11 Link Management Interface
  • A.11.1 Configure Link Types Page
  • A.11.2 Add or Edit Related Content Type Page
• A.12 Simple Profiles Interface
  • A.12.1 Profile Listing Page
  • A.12.2 Create/Update Simple Profile Page
  • A.12.3 Simple Profile Field Configuration Page
  • A.12.4 Simple Profile Field Formats Page
  • A.12.5 Simple Profile Field Default Values Page
  • A.12.6 Simple Profile Field Derived Values Page
  • A.12.7 Simple Profile Field Groups Page
  • A.12.8 Edit Profile Group Dialog
  • A.12.9 Simple Profile Field Labels Page
  • A.12.10 Simple Profile Field Descriptions Page
  • A.12.11 Simple Profile Field Restricted Options Page
  • A.12.12 Restricted Options Dialog
  • A.12.13 Simple Profile Activation Conditions Page
  • A.12.14 Simple Profile Limit Access Values Page
  • A.12.15 Simple Profile Search Order Page
  • A.12.16 Actions Menu
  • A.12.17 Profiles Page Menu
  • A.12.18 Wizard Page Menu
  • A.12.19 Simple Profile Information Page
  • A.12.20 Copy Simple Profile Page
  • A.12.21 Simple Profiles Trigger Configuration Page (Administrators Only)

Index