Refer to this section if you are declaring email formal records. The information here is applicable whether you declare email records directly from Records Activator for Microsoft Outlook or from the Records Client. The table following the sample form, depicted in the figure, describes each attribute on the form. Administrators can customize email optional mappings, if necessary.
Next is displayed at the bottom of the form only when you select more than one item to be declared as Individual records. You do not have to click Next. You can click Finish to apply the same metadata to the remaining records. You only click Next if you want each individual record to have different metadata when filing.
All mandatory fields require entries to proceed with filing. Any field that is incorrectly addressed prevents the form from being processed. Unaccepted entries are clearly described in red text at the bottom of the form when processing is prevented. Make sure to provide entries for all the mandatory fields and that all the entries are valid.
Table 11.4. Attributes for email records
| Record DoD 5015 V3 Email (dmc_rm_dod5015v3_email_rec) | |
|---|---|
| Attribute(*) indicates mandatory attributes | Description |
*Record Name | The name of the document is populated in this field automatically if a single document was selected for the record. If multiple documents were selected for a single record, Please Enter Record Name is displayed for this value. |
*Subject | Any value you type for this field is acceptable. The principal topic addressed in a document could be used. Confirm with your Records Administrator how this field is defined in your organization. |
*Media Type | The value you select identifies the material or environment on which information is inscribed (microfiche, electronic, and paper for example). The values are created by your Records Administrator. Confirm with your Records Administrator how this field is defined in your organization. |
*Application Format | The value you select identifies the format based on the application used to create the document being declared a record. The values are created by your Records Administrator. Confirm with your Records Administrator how this field is defined in your organization. |
*Originating Organization | The value you type for this field should identify the official name or code of the office responsible for the creation of the document being declared. Confirm with your Records Administrator how this field is defined in your organization. |
Date Filed | The value for this field is automatically populated when an email is declared a formal record. |
Received Date | The value for this is mapped to the "Received" date of the email. |
*Publication Date | The value for this is mapped to the "Sent date" of the email. |
*Unique Record Identifier | Read-only field, pre-populated (system generated) to identify the record object. |
Record Category Identifier | This field is automatically populated based on the applied naming policy. |
Vital Record | The checkbox is Read-Only. The checkbox is selected if the folder to which you are declaring the record has Vital on it, which means that this record will inherit it. You cannot select or deselect this box, it only displays if a vital marking (applied directly or indirectly) is on the object. |
*Authors | Read-Only value that is mapped to the "From" field of the email. You can Insert additional fields to identify more than one author if necessary, though you are able to select only one using the radio button. You can also delete additional fields inserted by selecting the radio button and clicking Delete. |
Keywords | Type in text that can be used to facilitate searching. The metadata on a form associated to a particular record can be used for keywords. You can Insert additional fields to identify more than one set of keywords if necessary, though you are able to select only one using the radio button. You can also delete additional fields inserted by selecting the radio button and clicking Delete. |
Addressee(s) | Read-Only value that is mapped to the "To" field of the email. |
Other Addressees | Read-Only value that is mapped to the "CC" field of the email. |
Hidden Addressees | Read-Only value that is mapped to the "BCC" field of the email. |
Location | Type in the name of the location to indicate where the record is kept. Confirm with your Records Administrator how this field is defined in your organization. |
Project Name | Select the attribute marking(s) from this attribute marking set that provides the amount of security needed to access the record by those members in the group tied to a particular attribute marking. |
Supplemental Marking | Add supplemental markings to add additional security to the object. |
Create Record Relationship | Displays a page that allows you to choose the record relationship type. On this page there is also a locator that allows you to connect the record being declared to another as a child or as a parent using the selected relationship type. |