Using Records Management

This section provides information on using Records Management.

Note: You can use the Search topics button to narrow the search scope to just this topic, or to this topic and its subtopics.

Click the Search topics button in the Contents toolbar.
Select Search selected topic or Search selected topic and all subtopics from the menu. A search window appears.
Enter your search query in the search window and click OK. The search results are listed in the Search Results view.

Records Management site dashboard

This section helps you familiarize yourself with the Records Management site dashboard. You can visit these components at any time to update, edit, or reconfigure the Records Management environment.

Your personal dashboard displays the default personal dashlets. A site called Records Management is pre-defined in the My Sites dashlet.

Accessing the Records Management site

Access the Records Management site from your personal dashboard.

You can do this in two different ways:

Click the Records Management site in the My Sites dashlet, or
Click the Records Management Site link in the Records Management dashlet

The Records Management site displays.

Records Management site

The Records Management site dashboard is an interactive user interface that contains information specific to the site. It consists of dashlets that let you to track the activities that are relevant to the records management life cycle.

Records Management functions

The Records Management banner displays functions that relate to the storage and retrieval of records.

The main functions on the banner are:

File Plan: File Plan is the container for the record hierarchy. It is like a virtual filing cabinet for storing records. The site manager sets this up to reflect your business needs.
Records Search: Records Search allows you to search the records in the Alfresco repository. You can create specific searches and save them to the Saved Search area.
Members: Members allows you to manage the users and groups in the Records Management site.

The File Plan component

The File Plan is a container for the records management hierarchy. It is like a virtual filing cabinet for storing records. The navigation panel contains a navigation hierarchy showing this structure.

You can create a structure from scratch or load the Records Management test data from the Records Management dashlet to use as a starting point. This gives you an empty sample hierarchy that you can rework to meet your needs.

Accessing the File Plan

Access the File Plan to view, create, and edit the structure of the records management hierarchy.

Enter the Records Management site.
On the banner, click File Plan.
The File Plan page displays.
Click Simple View to display only basic item details (title, modification date and time, user responsible for the modifications) for the content items. Click Detailed View to display the summary view.
The Hide Folders/Show Folders button lets you change the view to display both folders and records, or display only the records in the File Plan main view.

Browsing the File Plan

The File Plan consists of a left panel and a content item list.

The left panel shows the following functions:

Navigation: A tree view of the records management hierarchy
File Plan: A temporary space for records in transition
Saved Searches: A list of the saved searches

The structure of the File Plan hierarchy reflects business functions and can be made up of the following elements:

Record category: The record category contains the retention and disposition instructions for its folders and records.
Record folder: A record folder is a space created in a record category, which inherits the attributes of the record category. The record folder is considered to be under the control of the record category. Once the record folder is created, security restrictions apply. A record folder can be open or closed. A closed record folder cannot accept records for filing.
Record: A record is a document under the control of records management, which is filed in a record folder.
Vital record: A vital record is considered to be essential to the operation of an organization. A vital record must be reviewed on a periodic basis, which is defined in the review schedule. The review schedule is defined on the record category or folder.

The Breadcrumb Path beneath the banner shows your current position in the File Plan hierarchy. Each breadcrumb item is a link so you can easily return to any part of the current navigation path.

Use the sort menu to change the criteria used to sort the File Plan contents. You can toggle between ascending and descending sort order.

File Plan structure

Each user is given a role that may or may not grant them permission to create the File Plan structure. You can file records and create the structure within the File Plan level in which you have permission. Permissions are set in the Records Management Console.

Users with the Create Modify Destroy File Plan Metadata capability are allowed to create record categories. This capability is typically granted to Records Managers and Administrators of the system.
Users with the Create Modify Destroy Folders capability are allowed to create record folders. This capability is often given to power users, local records officers, and so on. These users are allowed to create and manage record folders, and also records, within the File Plan.

The structure levels record categories and record folders are containers in which you can put a collection of records management artifacts.

When you create a container, the system records the date of creation and the user creating the object. This information is recorded in the object's metadata. Depending on the container being created, the system may mandate certain other metadata. Record categories, for example, carry the most metadata, as they hold the disposition instructions for the whole category.

The following rules are enforced when working with the File Plan structure:

The top level of the File Plan can only contain record categories.
A category can contain other categories and folders.
A folder can contain only records.

Adding a new record category

You can create a record category at the top level in the File Plan or within another record category.

Navigate to the File Plan and select the location of the new record category.
Click New Category.
The New Record Category dialog box displays.

Enter details for the new category. Fields marked with an asterisk (*) are required.

Metadata field	Description
Name*	The name for the record category.
Title*	The title for the record category.
Description	A description of the record category.
Vital Record Indicator*	Defines whether records in this category have a review process. The Vital Record Indicator is applied at the category level and is propagated down to the record folders within that category. Note: You can also change the setting at the record level.
Period	The time period for the review cycle. The Review Period is required when the Vital Record Indicator check box is selected.
Expression	Expression contains a number and accompanies the Period field. If you enter “Week” and “3”, this would mean a cycle time of 3 weeks.

Click Save.
The new category displays in the File Plan.

Adding a record folder

You can create a record folder only within a record category.

Navigate to the File Plan and select a category.
Click New Folder.
The New Record Folder dialog box displays.
Enter details for the new folder. Fields marked with an asterisk (*) are required.
In the Location field you can specify the physical location of the records contained within this folder.
Click Save.
The new folder displays in the File Plan.

The new record folder is marked as Open, which means that records may be filed in it. The date of opening is recorded as the same time as the creation date.

Adding items to the File Plan

You can only add a record to a record folder.

Navigate to the folder where the item(s) being uploaded will reside.
Click File.
The Filing Type dialog box displays.
Indicate whether the item you are filing is an electronic record or a non-electronic record. Select one of the following:
- Electronic, or
- Non-electronic
Proceed to the appropriate topic based on your choice: Filing an electronic record [20] or Filing a non-electronic record [21].

Filing an electronic record

Electronic records are files that are uploaded into the Alfresco Records Management repository.

This task assumes that you are in a record folder and you have chosen to upload an electronic record. The Upload File(s) dialog box displays.

In the Choose Record Type section, you can select the record type.

Record type	Description
Web Record	A web page
Scanned Record	A file that is scanned into the Records Management system
PDF Record	A PDF file
Digital Photograph Record	A photographic image file

Note: The record type associates specific metadata with the records being uploaded. When you upload multiple items at once, all items will be identified with the selected record type.

In the Choose File(s) section, click the Select file(s) to upload button.
Locate the file(s) on your computer that you want to upload and click Open.
Select multiple items using the method appropriate for your operating system.
The selected items appear in the list. Click Remove to delete an item from this list, if necessary.
Click Upload File(s) when this list contains all the items you want to upload.
An indicator informs you of the upload progress. When 100% displays for all files, you can proceed.
Click OK.
The new records display in the File Plan as undeclared records.

Filing a non-electronic record

Non-electronic records may be paper files or papers that can be stored in a physical location. The non-electronic record in Alfresco Records Management provides a record of the existence of the file and the details of where it is physically stored.

This task assumes that you are in a record folder and you have chosen to upload a non-electronic record. The Non-electronic Record dialog box displays.

Enter details for the file you are making a record of.
Only the Name and Title are required. Provide enough information to ensure this record will be recognized by other users.
Click Save.
The new record displays in the File Plan as an undeclared record.

Adding record metadata

Each record has a default set of metadata. You have the option of adding additional metadata fields specific to the record type. You can associate the record with a specific type when you upload it to the File Plan or you can add the metadata after, which this task describes.

Navigate to an undeclared record in the File Plan.
Click Add Record Metadata in the actions list.
The Add Record Metadata dialog box lists the available record types. If you associated a record type when you uploaded the file, that type will not appear in this list.
Click the record type appropriate for the record.

You can select more than one record type. Select multiple types using the method appropriate for your operating system.
Click OK.

Some record metadata is mandatory. Before you can declare the record, you must edit the metadata to complete the mandatory fields.

Editing record metadata

Before you can declare a record, you must enter details about the record in the metadata. The metadata is extracted and required when the document is filed.

Navigate to an undeclared record in the File Plan.
Click Edit Metadata.
The Edit Metadata page displays. The metadata fields you see on this page depend on the file type, and whether or not record types have been associated with the file. The metadata is divided into sections, which are organized by record type. Every file includes the Record section, which is a default set of basic metadata fields.

Enter the record metadata. Fields marked with an asterisk (*) are required.

The following table describes the default Record metadata fields.

Record
Publication date*	Specifies the date that the record is published. Select the date from the calendar selection box.
Originator*	The person or department in the Originating Organization.
Originating Organization*	This is who originally created the document/record. Often this will be the organization running the software, but in some cases may be an external organization.
Media Type	Specifies the general media type. For example, audio, video, or document
Format	Specifies on which media the record is stored. For example, electronic or physical file
Date received	The date that the record was received from the originator.
Addressee	The email address of the originating organization to be used for correspondence.
Other Addressee	The secondary recipients of the message (CC).
Location	This is the location of the record, really only applicable for non-electronic records. For example, “Box 27661, Shelf D1, Deep Store Archive”
Supplemental Marking List	This list is defined in the List of Values tool in the Management Console.

You can't save this page until you complete the mandatory fields in each metadata section.

Click Save.

Declaring a record

A content item isn't automatically considered to be a record. An uploaded item is considered to be part of the Records Management system only after it has been declared as a record.

Navigate to an undeclared record in the File Plan.
Undeclared records are easily identified by the Undeclared Record label.
Click Declare as Record in the actions list.
Records have mandatory metadata that you must complete. A message lets you know if required metadata is missing.

After the record is declared, it is under the control of the record category and security restrictions apply.

Note: A record can be filed in multiple categories.

Managing the File Plan

The record categories, record folders, and records in the File Plan structure each have an appropriate set of actions. You can access the actions in the item list and on the details page. Use these actions to manage the File Plan.

Managing record categories

Record categories can be managed by users with the appropriate capability permissions.

Navigate to the File Plan and locate a record category.

In the item list, position the cursor over the record category of interest to display the available actions.

The following actions are available:

Action	Select this to...
View Details	View the record category details page, where you can see the metadata and full list of actions.
Edit Metadata	Edit the record category metadata.
Manage Permissions	Set the user and group access for the category.
Copy to	Create a copy of the category in another location in the File Plan.
Move to	Move the category to another location in the File Plan.
Delete	Delete the category from the File Plan.
View Audit Log	View the auditing information for the category. The Audit Log displays the activity information and provides the facility to export and file as a record.

Viewing record category details

The record category details page gives you access to the actions available to be performed on the category; the custom metadata; the disposition schedule; and the folder URL.

In the File Plan, locate the record category whose details you want to view.
In the item list, position the cursor over the category of interest to display the available actions.
Click View Details.
The details page displays. On this page, you can see the metadata, the disposition schedule, and the available actions in the Actions list.
If no disposition schedule has been set for the record category, you create it here. If a disposition schedule exists, you can edit it.

Where a disposition schedule exists, click View Description in the Disposition Steps section to display the description for a particular step.
Click the breadcrumb link to return to the item list.

Editing a record category

In the File Plan, locate the record category you want to edit.
In the item list, position the cursor over the category of interest to display the available actions.
Click Edit Metadata.
The Edit Metadata page displays.
Edit the metadata details as necessary.
Click Save.

Deleting a record category

In the File Plan, locate the record category you want to delete.
In the item list, position the cursor over the category of interest to display the available actions.
Click Delete.
A confirmation dialog box displays.
Click Delete.
The record category is removed from the Records Management system.
Note: This action will also delete the folders and records within the record category.

Managing record folders

Record folders can be managed by users with the appropriate capability permissions.

Navigate to the File Plan and select a record folder.

In the items list, position the cursor over the record folder of interest to display the available actions.

The following actions are available:

Action	Select this to...
View Details	View the record folder details page, where you can see the metadata and full list of actions.
Edit Metadata	Edit the record folder metadata.
Close Folder	Close the folder. A closed record folder cannot accept records for filing. When you close the folder, this action toggles to the Re-open Folder action.
Edit Disposition Date	Change disposition date. This is the date of the last disposition step.
Freeze	Freeze the folder. A folder must be eligible for freezing, according to its disposition schedule. Folders that are eligible for freezing appear in the temporary space Holds. When you freeze the folder, this action toggles to the Unfreeze action.
Copy to	Create a copy of the folder in another location in the File Plan.
Move to	Move the folder to another location in the File Plan.
Manage Permissions	Set the user and group access for the folder.
Delete	Delete the folder from the File Plan.
View Audit Log	View the auditing information for the folder. The Audit Log displays the activity information in a new window and provides the facility to export or file this information as a record.

When the folder is closed or frozen, a limited set of actions is available.

Viewing record folders

The record folder details page gives you access to the actions available to be performed on the folder; the custom metadata; and the folder URL.

In the File Plan, locate the record folder whose details you want to view.
In the item list, position the cursor over the folder of interest to display the available actions.
Click View Details.
The details page displays. On this page, you can see the metadata and the available actions in the Actions list.
Click the breadcrumb link to return to the item list.

Editing a record folder

In the File Plan, locate the record folder you want to edit.
In the item list, position the cursor over the folder of interest to display the available actions.
Click Edit Metadata.
The Edit Metadata page displays.
Edit the metadata details as necessary.
Click Save.

Deleting a record folder

In the File Plan, locate the record folder you want to delete.
In the item list, position the cursor over the folder of interest to display the available actions.
Click Delete.
A confirmation dialog box displays.
Click Delete.
The record folder is removed from the Records Management system.
Note: This will also delete the records within the record folder.

Closing a record folder

Users with the appropriate capability (Folder Control) permissions can close folders. Closed folders cannot accept any further records.

In the File Plan, locate the record folder you want to close.
In the item list, position the cursor over the folder of interest to display the available actions.
Click Close Folder.
A message displays confirming that the folder is closed.

Note: The action for this folder changes to Re-open Folder, which allows the folder to be reopened.

Freezing record folders

Users with the appropriate capability (Extend Retention Period Or Freeze) permissions can freeze records and folders. This places a hold on the object. A hold allows objects frozen for a particular reason to be tracked as a set. Holds prevent changes to frozen objects, which have their retention schedules suspended until the hold is removed. When you freeze a folder, all records within that container are also frozen.

In the File Plan, locate the record folder you want to freeze.
In the item list, position the cursor over the folder of interest to display the available actions.
Click Freeze.
The Reason for Freeze dialog box displays.
Enter the reason you are freezing the record folder and click Freeze Record.
A message displays confirming that the folder is frozen.

The folder remains in its place in the File Plan. However, it also now appears in the Holds space.

Managing records

Records can be managed by users with the appropriate capability permissions.

Navigate to the File Plan and select a record.

In the items list, position the cursor over the record of interest to display the available actions. The following actions are available:

Action	Select this to...
Download	Download the file to your computer.
Edit Metadata	Edit the metadata for the record.
Declare as Record	Declare the file as a record. All required metadata fields must be complete. When you declare the file as a record, this action toggles to the Undeclare Record action.
Undeclare Record	Revert the uploaded item back to an undeclared record. The item will no longer be part of the Records Management system.
Add Record Metadata	Associate an undeclared record with one or more record types.
Freeze	Freeze a record. This adds it to the Holds space. When you freeze the record, this action toggles to the Unfreeze action.
Copy to	Create a copy of the record in another location in the File Plan.
Move to	Move the record to another location in the File Plan.
File to	File a record in multiple locations in the File Plan and create a link.
Delete	Delete the record from the File Plan.
View Audit Log	View the auditing information for this record. The Audit Log displays the activity information in a new window and provides the facility to export or file this information as a record.

When the record is frozen, a limited set of actions is available.

Exporting and importing records

The Export and Import features let you move records between Records Management systems.

Exporting content

Exporting a container bundles the contents and structure into an Alfresco Content Package (ACP). You can also choose to export the content as a ZIP file. This allows you to move entire blocks of content – record categories, record folders, records, metadata, and disposition schedules – within a File Plan or to another File Plan.

Navigate to the File Plan and select the container you want to export. This can be a category or a folder.
Click Export All.
Choose to save the file to your computer.
Depending on your browser, you are either prompted to specify a destination or the file is automatically downloaded to a default location. Finish saving the file as appropriate for your browser setup.

Importing content

Importing an Alfresco Content Package (ACP) into a Records Management system expands the package to its original structure. Existing content will not be overwritten.

Navigate to the File Plan and select the container where you want to import the ACP.
Click Import.
Click the Select file(s) to upload button.
Locate the file on your computer that you want to import and click Open.

Important: Only import an ACP file that was generated from another Records Management File Plan using the Export All action.

The selected file appears in the Import dialog box. Click Remove to delete it, if necessary.
Click Upload File(s).
An indicator informs you of the upload progress. When 100% displays for the file, you can proceed.
Click OK.

Disposition schedules

Disposition schedules are a key function of the records management system. The disposition schedule defines the procedures required for maintaining records in the records management system until their eventual destruction or transfer to another location.

A disposition schedule contains one or more steps that define a particular action to be carried out at a date or after an event has occurred. An example disposition schedule is:

Cutoff 30 days after filing, transfer to offline storage two years after cutoff, and destroy seven years after transfer.

The disposition actions are:

Accession
Retain
Cutoff
Transfer
Destroy

Defining the disposition schedule

The disposition schedule must be defined on a record category. The creation of a disposition schedule is a two part process: first create a summary of the schedule, then create the steps in the schedule. You follow the same steps to both create and edit the disposition schedule.

In the File Plan, navigate to a record category.
The item list doesn't indicate whether or not a record category has a disposition schedule. You need to view the record category details page.
Click View Details.
The record category details page displays. You will see a message indicating there is no disposition schedule, or you will see the disposition schedule summary and steps.
If no disposition schedule exists, click Create Disposition Schedule.
In the General section, click Edit.

Type the summary information for the disposition schedule. All fields are required.

Field	Description
Disposition Authority*	The legislation that states how the record should be retained and disposed
Disposition Instructions*	A plain text version of the disposition schedule The system does not use this information actively; however, this text is displayed in the record category summary in the File Plan and it is important from a legal perspective.
Applied to*	The level the disposition schedule works on: Folder (default) or Record When you select Folder, the folder is cut off or transferred as a unit and the operation applies to all the records within the folder. With this setting, you cannot manage records as individual units. If you cut off the folder, all records will be cut off. When you select Record, the disposition schedule is set to work on the records and all operations occur at the record level.

Field

Description

Disposition Authority*

The legislation that states how the record should be retained and disposed

Disposition Instructions*

A plain text version of the disposition schedule

The system does not use this information actively; however, this text is displayed in the record category summary in the File Plan and it is important from a legal perspective.

Applied to*

The level the disposition schedule works on: Folder (default) or Record

When you select Folder, the folder is cut off or transferred as a unit and the operation applies to all the records within the folder. With this setting, you cannot manage records as individual units. If you cut off the folder, all records will be cut off.

When you select Record, the disposition schedule is set to work on the records and all operations occur at the record level.

Click Save.
You return to the details page, which displays a summary of the new or updated disposition schedule.
In the Disposition Steps section, click Edit.
The Edit Disposition Schedule page displays.
Define a new or existing disposition schedule by adding, editing, and deleting steps.

Note: The first step in the disposition schedule must be either a Cutoff or Retain action. The last step must be a Destroy action.
- To add a step, click Add Step and select a disposition action from the menu. Complete the step details to specify when the disposition step should be carried out. Click Save.
- To edit a step, click the Edit icon to the right of the step you want to change. Make the necessary changes and click Save.
- To delete a step, click the Delete icon to the right of the step you want to remove from the schedule. Click Yes at the prompt to confirm the deletion.
Click Done when the disposition schedule meets your needs.

You return to the details page, which displays the disposition steps. Click View Description to the right of a step to display the description.

Disposition schedule rules

This section describes the restrictions on how you can use disposition schedules.

The following rules relate to the disposition schedules:

Disposition occurs at either the folder or record level because some disposition schedules do not naturally lend themselves to disposition at the folder level.
The records manager specifies whether the disposition actions will occur at the folder or record level for a particular disposition schedule. This is a property on the record category and is set during the creation of the disposition schedule.
All actions in a disposition schedule occur at the folder level, if specified that way. For example, the Transfer action packages up the whole folder.
When a folder is cut off, it is automatically closed; however, folders can be closed without being cut off.
Even when a particular schedule is being managed at the record level, the record folder can still be cut off as a convenience method. This will cut off all the individual records, regardless of their eligibility in relation to the disposition schedule.
If disposition is being managed at a record level, other actions are not available at the folder level.
The system will gracefully deal with situations where a record is multi-filed in different record categories, which may have disposal schedules managed at different levels.

Searching records

The Records Search functionality allows you to search the File Plan of the Records Management site. You can save your search query to use again in the site.

Accessing Records Search

Accessing the records search lets you create a search query to locate and view a list of matching records.

Enter the Records Management site.
On the banner, click Records Search.
The Search page displays.

The Search page displays two tabs: Criteria and Results.

Criteria tab

Use the Criteria tab of the Search page to enter a search query to locate a list of specified records.

Search criteria	Description
Insert Field	A menu of search fields. The list of fields assists you when entering the query text. For example, if you select Disposition > Disposition Action Name, the field name `dispositionActionName:` displays in the Query Text box. You can then type a disposition action name, such as `dispositionActionName:cutoff`.
Query Text	The text field for entering the search query using the query syntax.
Results options	The options you can view on the Results tab. The options include the metadata fields, sort order against multiple fields, and custom fields. The Components section provides automatic constraints for searches based on record or container type, such as record category or folder. There are also constraints for common components, such as Cut Off or Frozen items.

Results tab

Use the Results tab of the Search page to view the results of a search query.

The search results are displayed in a table; each column represents a metadata field.

Creating a search

The search feature lets you locate content within the current site. You can narrow the results of your query by specifying relevant metadata fields and container types (category, folder, record). Once you create a search query, you can save it to use again.

This task assumes you are on the Search page.

Use the search query syntax to enter a search query in the Query Text box.
You can select a field name from the Insert Field menu. This inserts the internal name for the field into the query, followed by a colon. Add the search value after the colon. Do not insert a space between the colon and the value.
You can click the Insert Date icon to select a date from the calendar.
Expand the Results options section and specify the type of content that you want to find.
1. In the Metadata section, select the metadata fields that you wish to display in the search results. The metadata name becomes a column title in the results table, which can then be sorted.
2. In the Order section, specify how you want to sort the search results.
3. In the Components section, select the type of components you want the search to return.
Click Search.
The search results display in a table on the Results tab.

Clicking New Search returns you to the Criteria tab and clears the search fields, setting them to their default values. This lets you easily create a new search query.

Using a saved search

The Records Management site includes a number of default searches that you can use instead of creating your own. You also have access to searches you have created and saved yourself, as well as those created by other users.

This task assumes you are on the Search page.

Click the Saved Searches menu to view the available search queries.
Select a query.
The Critera tab displays the query syntax and options.
Click Search.
The search results display in a table on the Results tab.

Records Management search query syntax

The syntax for Alfresco Records Management queries is based on the fts-alfresco Full Text Search (FTS) language, which is based on elements from the Lucene and SQL languages.

The FTS queries can be very simple, using a text string, but the language also supports complex queries with multiple matches, tokens, phrases, wildcards, ranges, and grouping. The syntax follows the format:

<field-name>:<search-value>

Where

<field-name> is the field within the Alfresco Records Management repository. For example, identifier is the field name for the unique Record identifier.

: (colon) is the separator

<search-value> is the value that you wish to match. Ensure that there is no space between the colon separator and the value.

The Alfresco Records Management model provides a large number of fields against which to search. The search query requires that you enter the internal name of these fields in the text box. The Insert Field menu list assists you when entering the fields.

To search for phrases, wrap the value string in "quotes". You can also use the wildcard matching characters, question mark (?) for a single character, and asterisk (*) for zero or more characters to apply to any text value.

Search for text

To search for a simple text string in any record content, enter the text string.

For example, to find the text “warship” in any record content:

In the Query Text box, enter:
warship
In the Results options section, select the check box for Records.
To find a simple text string in any record name, title, description, or content, enter the following in the Query Text box:
keywords:warship

The keywords field is a special field name that allows you to match against the name, title, description, and content of a record.

The syntax format of the keywords field, the colon (:), followed by the value to match against, is the basic syntax for matching against a field in search queries.

Search using wildcards

An example of a simple wildcard query is to match any word starting with 'war' in any record name, title, description, or content.

In the Query Text box, enter:
keywords:war*
In the Results options section, select the check box for Records.

The single and multiple wildcard characters can be combined as needed. For example, "warshi?" and "*ship" and "*sh??" all match "warship".

Searching for multiple fields

Multiple fields can be combined to match additional results. Each field, by default, will be OR combined with the previous.

In the Query Text box, enter:
keywords:warship keywords:navy

To return results that only contain both terms, use the AND operator between the terms:

keywords:warship AND keywords:navy
In the Results options section, select the check box for Records.

The NOT operator and grouping of terms with brackets "(" and ")" are supported. For example:

(KEYWORDS:warship AND KEYWORDS:navy) AND NOT KEYWORDS:aircraft

Searching for phrases

To search for phrases, wrap the value string in "double quotes". An example of phrase matching is to match the field originator with the phrase “John Smith”.

In the Query Text box, enter:
originator:"John Smith"
In the Results options section, select the check box for Records.

Wildcards are supported within phrase matching. For example, to match records that contain the text "John Smith" or "John Smithe" in the Originator metadata field, use the following query text:

originator:"John Smith*"

You can also escape embedded quotes in a phrase using back slash \.

Searching for exact term

To search for exact terms, prefix the term with an equals symbol (=). An example of exact term matching is to match the word “part”.

In the Query Text box, enter:
=part
In the Results options section, select the check box for Records.

This search will match "part" but will not match other terms that contain "part", such as "partners".

Searching for dates

To search for date values, you can match date fields exactly. Dates must be encoded in the FTS Alfresco query syntax. The Insert Date control helps you insert dates without needing to use the encoding syntax.

To return records that were filed on 10th September 2009:

In the Insert Field menu, select Records and then Date Filed.
Select the date using the Insert Date control. The query text displays as:
dateFiled:"2009-09-10"

Searching for date ranges

To search for date values, you can match date fields in a range. Dates must be encoded in the FTS Alfresco query syntax.

To return date ranges, the syntax requires the From and To dates to be surrounded by square brackets. For example, to return records that were filed on or before the 10th January 2010:

In the Insert Field menu, select Records and then Date Filed.
Add the following search query:
dateFiled:[MIN TO "2010-01-10"]

You must surround the query with square brackets. Use the TO token between dates to represent the range.

Use the MIN special token to denote the minimum possible date that can be represented by the system.

Use the MAX and NOW special tokens to indicate the maximum possible date and the current date, respectively.

For example, to find all records that were filed today, use the following query text:

dateFiled:NOW

Searching for special types

To search for special types, you can match the special type names using ASPECT.

For example, to search for all digital photograph records:

In the Query Text box, type:
ASPECT:"dod:digitalPhotographRecord"
In the Results options section, select the check box for Records.

You can also search on the following special fields:

Special fields	Description
dod:scannedRecord	Search for all scanned records.
dod:pdfRecord	Search for all PDF records.
dod:webRecord	Search for all web page records.

Searching for empty strings

An example of searching for empty strings is to match all the empty Location fields.

In the Query Text box, enter:
location:””
In the Results options section, select the check box for Records.
Click Search.

The Results tab shows the records that have empty Location fields.

Searching for components

In the Results options section, the Components area allows you to select the type of components to search. You can search for Records, Record Folders, and Record Categories, as well as Frozen and Cut off records. For record searches, you can also search for undeclared records and vital records.

For example, to search for vital records:

In the Results options section, select the check box for Records.
Select the check box for Vital.
In the Metadata section, select the check box for Vital Record.
Click Search.

The Results tab shows the vital records (the Vital Record field has a value of Yes).

Note: The vital records that are due for review will have the

icon next to Yes.

Searching using special operators

Additional special operators can form rich search queries. The following special operations are available:

ISNULL:"field" matches a field that has not been set to any value
ISNOTNULL:"field" matches a field that contains any value

For example:

To return all records where the Description metadata field has not been set to any value, type:
ISNULL:"cm:description"
To return all records where the Subject metadata field has been set to any value:
ISNOTNULL:"cm:title"

Search query examples

This section provides search examples and how to specify the query syntax.

Finding folders due for cutoff before 1st Jan 2010: dispositionActionName:cutoff and dispositionActionAsOf:[MIN TO "2010-01-01"]
Finding records due for transfer before 1st Jan 2010: dispositionActionName:transfer and dispositionActionAsOf:[MIN TO "2010-01-01"]
Finding categories or folders with a monthly cycling date: vitalRecordReviewPeriod::month
Finding records due for cutoff before 1st Jan 2010: dispositionActionName:cutoff and dispositionActionAsOf:[MIN TO "2010-01-01"]
Note: Ensure that you have selected the component in the Results options section.

Search fields

The following table shows the full list of Records Management fields available for searching records.

Title	Field name	Description
Keywords (text and name)	`keywords`	Used to search for the name, title, description fields, and text. This field is tokenized.
Identifier	`identifier`	The unique identifier for the record. The system generates this identifier.
Name	`name`	The name of the record. This is populated with the name of the file that was uploaded.
Title	`title`	The title of the record. This is populated with the name of the file that was uploaded. Change the value to show the title of the record.
Description	`description`	A short description of the record.
Creator	`creator`	The person(s) who created this record.
Created	`created`	The date that this record was created.
Modifier	`modifier`	The last user to make any modifications to this record.
Modified	`modified`	The time that the last modification occurred.
Author	`author`	The name of the document author(s).
Originator	`originator`	The person or department in the Originating Organization.
Date Filed	`dateFiled`	The date that the record was filed.
Publication Date	`publicationDate`	The date that the record is published. Select the date from the calendar selection box.
Review Date	`reviewDate`	The date that this record is due for review.
Originating Organization	`originatingOrganization`	This is who created the document/record in the first place. Often this will be the organization running the software, but in some cases may be an external organization.
Media Type	`mediaType`	The type of the media.
Format	`format`	The media on which the record is stored.
Date Received	`dateReceived`	The date that the record was received from the originator.
Location	`location`	The physical location of the record. This is mainly applicable to non-electronic records.
Address	`address`	The address of the originating organization to be used for correspondence.
Other Addressee	`otherAddress`	The CC list from an email.
Supplemental Marking List	`markings`	This list is defined in the RM List of Values tool in the Records Management Console.
Disposition Events	`dispositionEvents`	User defined disposition events.
Disposition Action Name	`dispositionActionName`	The name of the disposition action. The values can be Accession, Destroy, Retain, Transfer, and Cutoff.
Disposition Action As of Date	`dispositionActionAsOf`	The date that the disposition action occurred.
Disposition Events Eligible	`dispositionEventsEligible`	Specifies whether this record has any eligible events. The values can be true or false.
Disposition Period	`dispositionPeriod`	The period of time to which the disposition action is set. The values can be day, fymonthend, fyquarterend, fyyearend, monthend, quarterend, yearend, immediately, month, none, notset, quarter, week, or year.
Has Disposition Schedule	`dispositionSchedule`	Specifies whether this record is under a disposition schedule. The value can be true or false.
Disposition Instructions	`dispositionInstructions`	The text summary of the disposition steps.
Disposition Authority	`dispositionAuthority`	The legislation relevant to the disposition instructions, in particular, relating to the disposal of the record. For example, GRS 2 Item 7.
Hold Reason	`holdReason`	The reason that the record is in the Hold area.
Vital Record Review Period	`vitalRecordReviewPeriod`	The review period set for a vital record. The values can be day, fymonthend, fyquarterend, fyyearend, monthend, quarterend, yearend, immediately, month, none, notset, quarter, week, year.

Search special record types

The following table shows the full list of Records Management special record types available for searching records.

Record type	Special type name	Description
Scanned records	`dod:scannedRecord`	All scanned records
Scanned records	`dod:scannedFormat`	Image Format
Scanned records	`dod:scannedFormatVersion`	Image Format Version
Scanned records	`dod:resolutionX`	Image Resolution X
Scanned records	`dod:resolutionY`	Image Resolution Y
Scanned records	`dod:scannedBitDepth`	Scanned Bit Depth
PDF records	`dod:pdfRecord`	All PDF records
PDF records	`dod:producingApplication`	Producing Application
PDF records	`dod:producingApplicationVersion`	Producing Application Version
PDF records	`dod:pdfVersion`	PDF version
PDF records	`dod:creatingApplication`	Creating application
PDF records	`dod:documentSecuritySettings`	Document security settings
Digital photograph records	`dod:digitalPhotographRecord`	All digital photograph records
Digital photograph records	`dod:caption`	Caption
Digital photograph records	`dod:photographer`	Photographer
Digital photograph records	`dod:copyright`	Copyright
Digital photograph records	`dod:bitDepth`	Bit Depth
Digital photograph records	`dod:imageSizeX`	Image Size X
Digital photograph records	`dod:imageSizeY`	Image Size Y
Digital photograph records	`dod:imageSource`	Image Source
Digital photograph records	`dod:compression`	Compression setting
Digital photograph records	`dod:iccIcmProfile`	ICC/ICM profile
Digital photograph records	`dod:exifInformation`	EXIF information
Web records	`dod:webRecord`	All web records
Web records	`dod:webFileName`	Web file name
Web records	`dod:webPlatform`	Web platform
Web records	`dod:webSiteName`	Web site name
Web records	`dod:webSiteURL`	Web site URL
Web records	`dod:captureMethod`	Capture method

Printing the search results

You can print the search results.

Click the Results tab to view the search results.
Click Printer Layout.
Print the page.
Click Screen Layout to return to the standard view.

Exporting the search results

You can export the search results as an Alfresco Content Package (ACP).

Click the Results tab to view the search results.
Click Export.
You are prompted to open or save the file.
Choose to save the file to your computer.
Depending on your browser, you are prompted to specify a destination or the item is downloaded to a default location.
Close the dialog box once the download is complete.

Note: You can also export the results from the Printer Layout view.

Saving a search

This task assumes that you are on the Search page, viewing the results of a search query on the Results tab.

Click Save Search.
In the Name box, type a name for the search query. This field is required.
In the Description box, type a short explanation about what the search query returns.
Click Save.
The search you save will be available for all site members.

The saved search displays in the Saved Searches menu on the Search page. The same list is available in the navigation pane of the File Plan.

Note: The saved search feature saves only the search query and not the results. This means that when you next use the saved search, you may get different results, depending on the activity in the Records Management system.

Deleting a saved search

You can delete any of your own saved searches. With correct permissions, you can also delete the default searches included with the Records Management site.

This task assumes you are on the Search page.

Click the Saved Searches menu to view the available search queries.
Select the query you want to delete.
The Critera tab displays the query syntax and options. Take a moment to review this information to make sure this is the search you want to delete.
Click Delete Search.
Click Remove to confirm the deletion.