Instructions in this section are intended to declare formal records. Formal records can be both DoD formal record types and regular formal records which do not have to be DoD compliant. Although you can use these instructions to declare any formal record type, the attributes on each of the respective forms are described separately. The attributes on the regular formal record form (dmc_rm_formal_record) are described in this section, the subsection that immediately follows the instructions Entering values on the formal records form. See the Documentum Records Client User Guide for more information. All four formal record form types are listed in the appendix.
Formal records when they are being declared can also be related to another formal record using the Create Record Relationship button at the bottom of the form. It is available for your convenience to create record relationships as well when you declare a formal record. You do not have to follow one process to declare a formal record and then follow another process to create a record relationship.
Declaring a document, physical document or electronic document or both as well as email, as a formal record means you are creating a snapshot of one or more source documents to capture all information, content and metadata, in a VDM at a particular point in time. To find out more about physical documents or physical objects in general, refer to the "part" of this document (or, in online help) that covers Physical Records Manager. Newer versions of the same source documents can be declared again when needed though the newer version of the original source document will be associated to the new formal record.
To declare email and electronic or physical documents or both as formal records:
Using these instructions you can declare electronic content, email content (if it is already in a DCTM repository), and physical content as formal records or as specialized formal records that adhere to DoD standards.
Navigate to the location of the document or email to be declared and select it in the content pane.
Although you can select more than one item and declare them individually or grouped according a particular record type, you cannot declare them as different record types. You would have to declare them independently to file each as a different record type.
Click Records > Declare Formal Record. One of the two following screens is displayed depending on whether you have selected one or multiple items.
The screen displayed for multiple documents selected is slightly different from that displayed for one single record or individual records from the documents selected. It includes an optional field to make one record or individual records of the documents selected.
Optionally, you can change the default setting for Declare selected documents as from Individual records to One record if you have multiple documents selected.
Click Select next to the File Plan entry and select a valid file plan, a cabinet or a folder, from the locator screen displayed. The valid choices are managed container objects that have at least one policy applied to it.
If a Classification Subscription List (CSL) was created, users can select its icon in the Choose a folder locator screen to select a shortcut to the filing location. This saves users from having to find the desired location each time a record is declared.
Valid cabinets and folders are highlighted to differentiate them from those that are not valid choices. Valid choices could also be buried in a container that is not valid. A valid folder for example could be buried in a cabinet that is not valid/managed. A folder might not be selectable for any of the reasons described in the following table:
Table 11.1. Reasons why a folder cannot be selected
| Reason | Notes |
|---|---|
| Container is closed | By default, containers are open. |
| No policies are applied to the container. | Any one of the following policies is sufficient:
|
| No retention policy applied and the system setting requires a retention policy | By default, a retention policy does not need to be applied. This setting can be changed on the RPS configuration object. |
| Security policy is applied and the RM extended permission of "Link" is not granted on the folder. |
A dm_folder that a login user owns does not show up in the Mine list of the file plan locator when its modify date is older than the time interval configured for the Mine list. The Mine list in the file plan locator contains all the objects of type dm_folder and/or its subtypes that the login user owns and that were modified by the login user in the last seven days from the current date. The time interval, seven days by default, is configured in the WDK component, MyObjectLocator.
Click OK to accept the location for the selected file plan.
The locator screen closes while the Declare Formal Record screen is refreshed displaying the selected file plan and some additional attributes. Additional attributes include:
Type, mandatory
Form Template, mandatory
Unlink source documents, optional
Show options, optional
Select the formal record Type you want to declare.
The value for the Form Template is automatically populated according to the value selected for the Type.
Optionally, you can select the checkbox to Unlink source documents only if you want to allow anyone with Unlink privileges to remove the source documents from its original location after it has been declared a formal record.
Optionally, you can subscribe to the selected folder in the file plan by clicking Show options and selecting the checkbox next to Subscribe to this file. A shortcut is added to the Subscriptions node to facilitate access for frequent access.
Click Continue to fill out the form displayed according to the Form Template selected.Refer to Entering values on the formal records form to enter values on the formal records form.
It is a clear indication that you are declaring multiple documents as Individual records when the top of the form indicates 1 of a number.
Click Finish when you are done filling out the form. Clicking Cancel backs out the entire process.