6 Managing Physical Content

6.2.1 Deleting a Physical Item

Use this procedure to delete an existing physical item. When deleting a physical item, its metadata, storage, and retention information are removed from the repository. Therefore, the item can no longer be tracked and managed.

A physical item cannot be deleted if it has other physical items contained within it.

1. Search for the physical item to delete.

2. On the search results page, choose the Delete External Item option in the item's Action menu.

   You can also choose the Delete External Item option on the Physical Item Information Page.

The physical item is deleted immediately, without any further prompts. If no errors occur, a message is displayed stating the physical item was deleted successfully.

6.2.2 Freezing and Unfreezing a Physical Item

Use this procedure to freeze or unfreeze an existing physical item.

Freezing a physical item inhibits disposition processing for that item. For example, it will not be flagged for destruction, even if the action is due, until the item is unfrozen (when its frozen status revoked). This may be necessary to comply with legal or audit requirements (for example, because of litigation).

More than one freeze can be applied to an item. View the freeze details for the item to see a list of all freezes currently applied to the item.

If a physical item containing other physical items is frozen, all of those items are also frozen.

After a physical item is frozen, its metadata cannot be edited.

To freeze a physical item, complete the following steps:

1. Search for the physical item to freeze.

2. On the search results page, click Edit then click Freeze in the item's Action menu.

   You can also choose Edit, then select Freeze option on the Physical Item Information Page.

   To freeze all items on the search results page, choose the Freeze Results option in the Page menu.

3. In the Freeze Name list, select the freeze to be applied to the item. The list contains all defined freezes. A reason can be given for the freeze or leave the text box empty.

4. Click OK to confirm the freeze. Click Cancel to abort the entire action.

   If confirmed, the information page of the affected item displays "Is Frozen: Yes" and a Details link, which links to a detailed page for the item.

After an item is frozen, the freeze reason cannot be edited. If the freeze is no longer correct, unfreeze the item and freeze it with a new reason.

To unfreeze a physical item (cancel its frozen status), complete the following steps:

1. Search for the physical item to unfreeze.

2. On the search results page, click Edit then click Unfreeze in the item's Action menu.

   You can also choose Edit, then select Unfreeze on the Physical Item Information Page.

   The Unfreeze dialog is displayed.

3. In the Freeze Name list, select the freeze to be canceled for the item. The list contains all freezes currently applied to the item (at the item level). If needed, provide a reason for the unfreeze action or leave the text box empty.

4. Click OK to confirm. Click Cancel to abort the entire action.

   If confirmed, the Retention Schedule Information area of the content information page displays "Is Frozen: No" and no Details link is displayed.

6.2.3 Printing a Label for a Physical Item

Use this procedure to print a label for a physical item. By default, the label contains a barcode for the item, and its name, title, security group, and account (if applicable).

1. Search for the physical item for which to print a label.

2. On the search results page, click Create Report then the type of label.

You can also choose the Print Label option on the Physical Item Information Page.

6.3.1 Required File Format

The import file to be used must be an .hda file with three result sets:

• "LocalDataProperties"

• "ImportExportManifest"

• "ExternalItemsExtItems"

In the following examples, blank lines must be included where shown.

@Properties LocalData
aIncludeERM_Physical=1
blFieldTypes= dCreateDate date,dLastModifiedDate date
blDateFormat='{ts' ''yyyy-MM-dd HH:mm:ss{.SSS}[Z]'''}'!tAmerica/Chicago
@end

@ResultSet ImportExportManifest
28
Name
Order
Caption
ResultSetName
ExportScript
ExportConditions
ExportClass
ExportAction
ExportParameters
ExportActionCopy
ImportScript
ImportConditions
ImportClass
ImportAction
ImportParameters
ImportPassName
UpdateClass
UpdateAction
UpdateParameters
UpdatePassName
UpdateForced
DeleteClass
DeleteAction
DeleteParameters
DeletePassName
Group
dSource
idcComponentName
aIncludeERM_Physical
300
csaIncludeExternal
ExternalItemsExtItems
<$hasCustomRights("ecm.pcm.physical.read")$>
 
Service
EXPORT_EXTERNAL_ITEMS
dSource,Physical
 
 <$hasCustomRights("ecm.pcm.physical.create")$>
 
Service
CREATE_EXTERNAL_ITEM
 
 
Service
EDIT_EXTERNAL_ITEM
 
 
 
 
 
 
 
content
Physical
 
@end

@Result Set ExternalItemsExtItems
11
dID 3 19
dDocName 6 100
dDocTitle 6 200
dDocAuthor 6 30
dDocType 6 30
dSecurityGroup 6 30
dPermLocation_Barcode 3 19
dActualLocation_Barcode 3 19
dExtObjectType 6 30
dMediaType 6 32
dSource 6 8
@end

6.3.2 Sample File

The following sample file demonstrates all result sets in an .hda file.

<?hda version="10.1.3.5.1 (090717)" jcharset=UTF8 encoding=utf-8?>
@Properties LocalData
aIncludeERM_Physical=1
blFieldTypes=xRecordFilingDate date,xArchiveDate date,xRecordCutoffDate
date,xRecordExpirationDate date,xRecordObsoleteDate date,xNewRevisionDate
date,xPublicationDate date,xRecordActivationDate date,xRecordSupersededDate
date,xRecordCancelledDate date,xRecordDestroyDate date,xDateClosed
date,xRecordRescindedDate date,xNoLatestRevisionDate date,xDeleteApproveDate
date,xRecordReviewDate date,xSuperSupersededDate date,dCreateDate
date,dLastModifiedDate date
aIncludeChargeTransactions=0
dLastModifiedDate={ts '2009-06-01 17:00:00.000'}
aExportDate=6/01/09 5:00 PM
blDateFormat='{ts' ''yyyy-MM-dd HH:mm:ss{.SSS}[Z]'''}'!tAmerica/Chicago
@end
@ResultSet ImportExportManifest
28
Name
Order
Caption
ResultSetName
ExportScript
ExportConditions
ExportClass
ExportAction
ExportParameters
ExportActionCopy
ImportScript
ImportConditions
ImportClass
ImportAction
ImportParameters
ImportPassName
UpdateClass
UpdateAction
UpdateParameters
UpdatePassName
UpdateForced
DeleteClass
DeleteAction
DeleteParameters
DeletePassName
Group
dSource
idcComponentName 6 30
aIncludeERM_Physical
300
csaIncludeExternal
ExternalItemsExtItems
 <$hasCustomRights("ecm.pcm.physical.read")$>
 
Service
EXPORT_EXTERNAL_ITEMS
dSource,Physical
 
 <$hasCustomRights("ecm.pcm.physical.create")$>
 
Service
CREATE_EXTERNAL_ITEM
 
 
Service
EDIT_EXTERNAL_ITEM
 
 
 
 
 
 
 
content
Physical
 
@end
@ResultSet ExternalItemsExtItems
11
dID 3 19
dDocName 6 100
dDocTitle 6 200
dDocAuthor 6 30
dDocType 6 30
dSecurityGroup 6 30
dPermLocation_Barcode 3 19
dActualLocation_Barcode 3 19
dExtObjectType 6 30
dMediaType 6 32
dCreateDate 5 20
dSource 6 8
 
B0000003050
ImportTestBox
sysadmin
ADACCT
Public
TSTIMPORT
TSTIMPORT
Box
 
{ts '2009-06-04 11:50:50.497'}
Physical
 
F0000003050
ImportTestFolder
sysadmin
ADACCT
Public
B0000003050
B0000003050
Folder
 
{ts '2009-06-04 11:50:50.497'}
Physical
@end

6.4.1 Retention Schedules for Physical Items

Physical items can be assigned retention schedules which define their life cycle. This links the physical item to a set of retention and disposition rules, which specify how long an item should be stored and when and how it should be disposed.

The same retention schedules and disposition rules may be used for physical items as for electronic items, but disposition rules can be defined specifically for physical items.

6.4.2 Disposition Events for Physical Items

A disposition event is any action needing to be performed on an item as part of its retention schedule (for example, after the retention period of the item has ended). Disposition events for physical items consist of three steps:

1. Approving the event

2. Performing the action(s) associated with the event such as physical destruction of the affected item(s).

3. Marking the event as completed.

   Note:

   The Destroy disposition event requires two steps for physical items, but not for electronic items. This is because the software can destroy electronic items for you, but it cannot destroy physical items. Destruction of physical items requires human intervention.

Physical items can be assigned the same disposition actions as electronic items. For an in-depth discussion of the available disposition actions, see the Oracle Fusion Middleware Setup Guide for Universal Records Management.

Due to the nature of physical items, some of the available disposition actions are less relevant than for electronic items:

• Disposition actions related to revisions because physical items cannot be revisioned:

  • Deleting old revisions

  • Checking in new revisions

  • Deleting previous revisions

  • Deleting revisions

  • Deleting all revision

• Disposition actions involving digital data:

  • Scrubbing data. This includes overwriting it multiple times to prevent recovery as part of the destruction process.

If any of these disposition actions are assigned to physical items and they are due for completion, nothing specific needs to be done and they can be marked completed immediately.

6.4.3 Pending Options for Physical Items

Any pending events for physical items are included on the My Approval List page. To access this page, click Records then Approvals from the Top menu. Choose the type of approval to perform:

• Reviews

• Dispositions

To complete an action such as approval, review or a disposition, click the appropriate completion action from an item's Action menu. Some dispositions require approval before disposition processing.

6.4.4 Audit Log Files for Processed Events

When a disposition event for physical items is completed, an audit log file is created automatically and, if possible, is checked into the repository using the default metadata for audit logs. These checked-in log files can be used for audit trail purposes or as a verification tool.

Use the Search Audit Trail Page to search for disposition event that were processed for physical items by setting the Source field to 'Physical'.

The Admin.Audit right is required to search the audit trail.