Your personal dashboard displays the default personal dashlets. A site called Records Management is pre-defined in the My Sites dashlet.
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.
The File Plan page displays.
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.
The left panel shows the following functions:
The structure of the File Plan hierarchy reflects business functions and can be made up of the following elements:
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.
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 New Record Category dialog box displays.
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. |
The new category displays in the File Plan.
The New Record Folder dialog box displays.
In the Location field you can specify the physical location of the records contained within this folder.
The new folder displays in the File Plan.
The Filing Type dialog box displays.
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 |
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.
An indicator informs you of the upload progress. When 100% displays for all files, you can proceed.
The new records display in the File Plan as undeclared records.
Only the Name and Title are required. Provide enough information to ensure this record will be recognized by other users.
The new record displays in the File Plan as an undeclared record.
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.
You can select more than one record type. Select multiple types using the method appropriate for your operating system.
Some record metadata is mandatory. Before you can declare the record, you must edit the metadata to complete the mandatory fields.
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.
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.
Undeclared records are easily identified by the Undeclared Record label.
Records have mandatory metadata that you must complete. A message lets you know if required metadata is missing.
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. |
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.
The Edit Metadata page displays.
A confirmation dialog box displays.
The record category is removed from the Records Management system.
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.
The details page displays. On this page, you can see the metadata and the available actions in the Actions list.
The Edit Metadata page displays.
A confirmation dialog box displays.
The record folder is removed from the Records Management system.
A message displays confirming that the folder is closed.
The Reason for Freeze dialog box displays.
A message displays confirming that the folder is frozen.
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.
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.
The selected file appears in the Import dialog box. Click Remove to delete it, if necessary.
An indicator informs you of the upload progress. When 100% displays for the file, you can proceed.
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:
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.
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.
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. |
You return to the details page, which displays a summary of the new or updated disposition schedule.
The Edit Disposition Schedule page displays.
The following rules relate to the disposition schedules:
The Search page displays.
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. |
The search results are displayed in a table; each column represents a metadata field.
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.
The search results display in a table on the Results tab.
The Critera tab displays the query syntax and options.
The search results display in a table on the Results tab.
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.
warship
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.
keywords:war*
keywords:warship keywords:navy
To return results that only contain both terms, use the AND operator between the terms:
keywords:warship AND keywords:navy
(KEYWORDS:warship AND KEYWORDS:navy) AND NOT KEYWORDS:aircraft
originator:"John Smith"
originator:"John Smith*"
You can also escape embedded quotes in a phrase using back slash \.
=part
This search will match "part" but will not match other terms that contain "part", such as "partners".
dateFiled:"2009-09-10"
dateFiled:[MIN TO "2010-01-10"]
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.
dateFiled:NOW
ASPECT:"dod:digitalPhotographRecord"
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. |
location:””
ISNULL:"cm:description"
ISNOTNULL:"cm:title"
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. |
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 |
You are prompted to open or save the file.
Depending on your browser, you are prompted to specify a destination or the item is downloaded to a default location.
The search you save will be available for all site members.
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.
Links:
[1] https://docs.alfresco.com/../concepts/rm-gettingstarted.html
[2] https://docs.alfresco.com/../concepts/rm-fileplan.html
[3] https://docs.alfresco.com/../concepts/rm-fileplanstruct-create.html
[4] https://docs.alfresco.com/../concepts/rm-fileplan-manage.html
[5] https://docs.alfresco.com/../concepts/rm-dispschedule.html
[6] https://docs.alfresco.com/../concepts/rm-search.html
[7] https://docs.alfresco.com/../concepts/master-using-intro.html
[8] https://docs.alfresco.com/../tasks/rm-access.html
[9] https://docs.alfresco.com/../concepts/rm-dashboard.html
[10] https://docs.alfresco.com/../concepts/rm-functions.html
[11] https://docs.alfresco.com/../concepts/rm-intro.html
[12] https://docs.alfresco.com/../tasks/rm-fileplan-access.html
[13] https://docs.alfresco.com/../concepts/rm-fileplan-browse.html
[14] https://docs.alfresco.com/../tasks/rm-recordcategory-add.html
[15] https://docs.alfresco.com/../tasks/rm-recordfolder-add.html
[16] https://docs.alfresco.com/../tasks/rm-fileplan-additems.html
[17] https://docs.alfresco.com/../tasks/rm-metadata-add.html
[18] https://docs.alfresco.com/../tasks/rm-metadata-edit.html
[19] https://docs.alfresco.com/../tasks/rm-record-declare.html
[20] https://docs.alfresco.com/rm-electronic-file.html
[21] https://docs.alfresco.com/rm-nonelect-file.html
[22] https://docs.alfresco.com/../tasks/rm-electronic-file.html
[23] https://docs.alfresco.com/../tasks/rm-nonelect-file.html
[24] https://docs.alfresco.com/../tasks/rm-recordcategory-manage.html
[25] https://docs.alfresco.com/../tasks/rm-recordfolder-manage.html
[26] https://docs.alfresco.com/../tasks/rm-records-manage.html
[27] https://docs.alfresco.com/../concepts/rm-export-import.html
[28] https://docs.alfresco.com/../tasks/rm-recordcategory-view.html
[29] https://docs.alfresco.com/../tasks/rm-recordcategory-edit.html
[30] https://docs.alfresco.com/../tasks/rm-recordcategory-delete.html
[31] https://docs.alfresco.com/../tasks/rm-recordfolder-view.html
[32] https://docs.alfresco.com/../tasks/rm-recordfolder-edit.html
[33] https://docs.alfresco.com/../tasks/rm-recordfolder-delete.html
[34] https://docs.alfresco.com/../tasks/rm-recordfolder-close.html
[35] https://docs.alfresco.com/../tasks/rm-recordfolder-freeze.html
[36] https://docs.alfresco.com/../tasks/rm-export.html
[37] https://docs.alfresco.com/../tasks/rm-import.html
[38] https://docs.alfresco.com/../tasks/rm-dispschedule-create.html
[39] https://docs.alfresco.com/../concepts/rm-dispschedule-rules.html
[40] https://docs.alfresco.com/../tasks/rm-search-access.html
[41] https://docs.alfresco.com/../tasks/rm-search-create.html
[42] https://docs.alfresco.com/../tasks/rm-search-saved.html
[43] https://docs.alfresco.com/../concepts/rm-search-syntax.html
[44] https://docs.alfresco.com/../concepts/rm-search-examples.html
[45] https://docs.alfresco.com/../concepts/rm-search-fields.html
[46] https://docs.alfresco.com/../concepts/rm-search-specialfields.html
[47] https://docs.alfresco.com/../tasks/rm-search-print.html
[48] https://docs.alfresco.com/../tasks/rm-search-export.html
[49] https://docs.alfresco.com/../tasks/rm-search-save.html
[50] https://docs.alfresco.com/../tasks/rm-search-saved-delete.html
[51] https://docs.alfresco.com/../concepts/rm-search-criteriatab.html
[52] https://docs.alfresco.com/../concepts/rm-search-resultstab.html
[53] https://docs.alfresco.com/../tasks/rm-search-text.html
[54] https://docs.alfresco.com/../tasks/rm-search-wildcards.html
[55] https://docs.alfresco.com/../tasks/rm-search-multiple.html
[56] https://docs.alfresco.com/../tasks/rm-search-phrases.html
[57] https://docs.alfresco.com/../tasks/rm-search-exactterm.html
[58] https://docs.alfresco.com/../tasks/rm-search-dates.html
[59] https://docs.alfresco.com/../tasks/rm-search-daterange.html
[60] https://docs.alfresco.com/../tasks/rm-search-specialtypes.html
[61] https://docs.alfresco.com/../tasks/rm-search-emptystring.html
[62] https://docs.alfresco.com/../tasks/rm-search-components.html
[63] https://docs.alfresco.com/../tasks/rm-search-operators.html