records_6.7sp2_userguide

EMC®
Documentum®
Records Client
Version 6.7 SP2
Administration and User Guide
EMC Corporation
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Hopkinton, MA 01748-9103
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Table of Contents
Preface ................................................................................................................................ 31
Chapter 1 What’s New in Records 6.7 SP2 ................................................................... 41
Chapter 2 Records Interoperability with Information Rights Management
(IRM) and Content Intelligent Services (CIS) ............................................... 45
About the Information Rights Management (IRM) integration with RPS .............. 45
About the Information Rights Management (IRM) integration with RM ............... 46
About the Content Intelligent Services (CIS) integration with RPS ....................... 46
Documentum Reporting Services (DRS)............................................................. 48
Part 1 Records Common Functionality .......................................................................... 49
Chapter 3 Work Orders ................................................................................................ 51
Work order general overview ............................................................................ 51
Work order definitions...................................................................................... 52
Work order icons .............................................................................................. 54
About work order confirmation messages .......................................................... 54
About the Records Queue Manager (RQM) ........................................................ 54
About the work order framework configuration object and each of the
work order operation configuration objects ........................................................ 55
Understanding when work orders are generated ................................................ 62
About the work order monitor job ..................................................................... 65
About the operation processing order ................................................................ 66
About the application and removal of a policy.................................................... 67
Applying/removing records policies to or from virtual documents
and snapshots .............................................................................................. 67
Running the Work Order Report, the Work Order Breakdown Report,
or the Work Order Item Report.......................................................................... 68
Work order report overview.......................................................................... 69
Work order breakdown report overview ........................................................ 72
Work order item report overview .................................................................. 73
Instructions to run the reports ....................................................................... 74
Chapter 4 Setting column preferences ........................................................................ 93
Chapter 5 Records Auditing ........................................................................................ 95
Overview of auditing........................................................................................ 95
Enabling auditing............................................................................................. 96
Configuring the audit policy (to prevent purging audits until archived)............. 102
Verifying auditing of an event ......................................................................... 105
EMC Documentum Records Client Version 6.7 SP2 Administration and User Guide 3

Table of Contents
Verifying the auditing of an event using the properties screen ....................... 105
Verifying the auditing of an event through the search audit of DA................. 105
Viewing and removing an audit ...................................................................... 108
Archiving audits (declaring as formal record)................................................... 109
Chapter 6 Records Reporting .................................................................................... 111
Part 2 EMC Documentum Retention Policy Services ................................................... 115
Chapter 7 Retention Policy Services Introduction ..................................................... 117
Determining which Retention Policy Services version you are accessing............. 117
Administration components............................................................................ 117
About privileged clients and accessing repositories........................................... 118
Setting up Retention Policy Services................................................................. 120
Configuration options................................................................................. 120
User preferences and column preferences..................................................... 120
Chapter 8 Retention Policy Services Administration ................................................. 121
About RPS functionality and licensing ............................................................. 121
RPS functionality........................................................................................ 121
RPS license information .............................................................................. 122
Retention Policy Services................................................................................. 122
Overview of Retention Policy Services ......................................................... 123
Retention policies and lifecycles .............................................................. 123
About retainers, lifecycle actions, and disposition actions.......................... 124
About retainers and retention dates ......................................................... 124
Updating the estimated disposition date .............................................. 128
Retention policy strategy......................................................................... 129
Retention markups ................................................................................. 130
RPS navigation....................................................................................... 131
Virtual documents.................................................................................. 131
RPS roles and functional access ................................................................... 132
RPS configuration....................................................................................... 138
Retention policy services system configuration options settings................. 138
Retention policy services disposition configuration option settings ............ 141
Work order notifications ............................................................................. 143
Virtual document retention rules ................................................................. 149
Linking a record ......................................................................................... 150
Moving retained objects (Unlinking objects from a retained folder)................ 151
Close folder operations ............................................................................... 158
Overview............................................................................................... 158
Closing a folder...................................................................................... 162
Re-opening a folder ................................................................................ 163
Revert a folder from a closed or re-opened state ....................................... 164
Retention policies ....................................................................................... 165
Retention policy overview....................................................................... 165
In general........................................................................................... 166
About retention policy lifecycles and retainers...................................... 166
About qualification date calculation..................................................... 172
About the Justifications tab ................................................................. 174
About the History tab ......................................................................... 174
Creating a retention policy ...................................................................... 177
About the final phase and the mixed mode settings .............................. 187
Copying, exporting, and importing retention policies ............................... 196
Overview........................................................................................... 196
4 EMC Documentum Records Client Version 6.7 SP2 Administration and User Guide

Table of Contents
Copying locally .................................................................................. 207
Copy policy naming pattern............................................................ 208
Copying between repositories ............................................................. 208
Retention policy file definition naming pattern................................. 209
Contact import rules....................................................................... 209
Copy policy instructions ..................................................................... 209
Export policy instructions ................................................................... 210
Import policy instructions................................................................... 211
Viewing/modifying a retention policy, applied retention, or
retainer properties .................................................................................. 212
To view or modify the properties of a retention policy .......................... 212
To view applied retention.................................................................... 220
To view or modify the properties of a retainer ...................................... 221
Enabling or disabling a retention policy ................................................... 225
Applying a retention policy or viewing a list of retention policies .............. 226
Retention cascade ............................................................................... 230
Removing an applied retention policy...................................................... 231
Deleting a retention policy ...................................................................... 232
Performing a privileged delete ................................................................ 234
Base dates .................................................................................................. 235
Deleting a base date mapping.................................................................. 236
Contacts..................................................................................................... 237
Creating a contact................................................................................... 237
Viewing or editing a contact.................................................................... 238
Deleting a contact ................................................................................... 238
Authorities................................................................................................. 238
Creating an authority.............................................................................. 239
Viewing or editing an authority............................................................... 239
Deleting an authority.............................................................................. 239
Global conditions ....................................................................................... 240
Creating a global condition ..................................................................... 240
Viewing or editing a global condition ...................................................... 241
Deleting a global condition...................................................................... 241
Conditions ................................................................................................. 242
Creating a condition ............................................................................... 242
Viewing or editing a condition ................................................................ 243
Deleting a condition................................................................................ 244
Disposition run bundles.............................................................................. 244
Qualification, promotion, and disposition .................................................... 244
Qualification Manager ............................................................................ 245
Promotion Manager................................................................................ 251
Disposition Manager .............................................................................. 253
Overview of disposition...................................................................... 254
About the disposition job, strategies, actions, export and
transfer locations ............................................................................ 254
About disposition status ................................................................. 256
Disposition on a simple object ......................................................... 256
Disposition on a complex object....................................................... 257
About disposition rules................................................................... 257
Disposition processing behavior when multiple retainers
are applied to an object ................................................................... 257
About terminal retention................................................................. 258
About structural retention............................................................... 259
About disposing physical objects..................................................... 259
About disposing IRM-protected objects............................................ 259
About disposition workflows .............................................................. 260
To route a document for approval (start a workflow for
review and approval).......................................................................... 261
About NARA transfer Disposition strategy .......................................... 263

Table of Contents
Running Disposition Manager............................................................. 263
About disposition manager ............................................................. 264
Before Running Disposition Manager .............................................. 266
To run Disposition Manager............................................................ 268
Retention markups ..................................................................................... 272
Creating a retention markup ................................................................... 274
Deleting a retention markup.................................................................... 278
Applying a retention markup.................................................................. 279
Viewing an applied retention markup...................................................... 279
Viewing usages of a retention markup ..................................................... 280
Removing a retention markup................................................................. 280
RPS searching............................................................................................. 280
RPS reports ................................................................................................ 282
Running the retention report ................................................................... 282
Retention report overview................................................................... 282
To run the retention report .................................................................. 285
Running the retention markup report ...................................................... 291
Running the retention notification report ................................................. 294
Running the retention markup review report ........................................... 298
Running the close folder report ............................................................... 301
Running the audit trail report.................................................................. 306
RPS jobs..................................................................................................... 308
RPS audit events......................................................................................... 314
RPS glossary .............................................................................................. 324
Part 3 EMC Documentum Records Manager ................................................................ 329
Chapter 9 Records Manager Introduction .................................................................. 331
Determining which Records Manager version you are accessing........................ 331
Setting up Records Manager............................................................................ 334
Policies ...................................................................................................... 334
About setting up a file plan and configuration options .................................. 334
About attribute inheritance and the file plan................................................. 337
Adding rules to the attribute inheritance table.......................................... 338
User preferences......................................................................................... 340
About customized email optional mappings..................................................... 341
Chapter 10 Records Manager Administration .............................................................. 343
About RM functionality and licensing.............................................................. 343
RM functionality ........................................................................................ 343
RM license information............................................................................... 344
Records Manager............................................................................................ 344
Overview of Records Manager .................................................................... 345
About disposition run bundles .................................................................... 347
Roles and functional access ......................................................................... 348
About roles and permissions ................................................................... 348
RM roles and functional access................................................................ 349
Records Manager roles and functional access using Webtop ...................... 355
Records functionality that appears in Webtop........................................... 357
Webtop operations and Records Manager ................................................ 357
Records overview....................................................................................... 358
Functional access and permissions........................................................... 361
Declaring electronic or physical documents as formal records ....................... 362
Entering values on the formal records form.............................................. 368

Table of Contents
Viewing document record associations ........................................................ 370
Creating and viewing record relationships ................................................... 370
Removing a record relationship................................................................... 373
Formal records, formal folders, and formal cabinets...................................... 373
Declare new version ................................................................................... 375
Working paper ........................................................................................... 381
Working paper overview......................................................................... 381
Designating working papers ................................................................... 382
Canceling working paper designations .................................................... 383
Declaring working papers as formal records............................................. 383
Running a working paper report ............................................................. 383
Searching for working papers in the repository......................................... 384
Cleaning up working papers ................................................................... 384
Derived security and attribute marking sets ................................................. 386
Derived security ..................................................................................... 386
Attribute markings ................................................................................. 387
Attribute marking sets ............................................................................ 388
Records policies.......................................................................................... 390
Overview of records policies ................................................................... 391
About policy usages and applied policies................................................. 391
About containment policies..................................................................... 392
About security policies............................................................................ 393
About naming policies............................................................................ 397
Records manager system configuration options settings................................ 401
Containment policies .................................................................................. 403
Creating a containment policy................................................................. 403
Creating containment policy rules for emails with attachments.................. 407
Applying a containment policy................................................................ 410
Viewing applied policies......................................................................... 411
Viewing applied records security when IRM is installed and
enabled.................................................................................................. 413
Removing applied policies ...................................................................... 416
Deleting policies and attribute markings .................................................. 420
Naming policies ......................................................................................... 421
Creating a naming policy ........................................................................ 421
Applying a naming policy....................................................................... 427
Viewing an applied naming policy .......................................................... 428
Removing an applied naming policy........................................................ 428
Deleting a naming policy ........................................................................ 428
Security policies ......................................................................................... 428
Overview of security............................................................................... 429
Creating security policy .......................................................................... 431
Creating restrictive markings .................................................................. 436
Creating shared markings ....................................................................... 436
Creating security levels........................................................................... 437
Creating attribute marking sets ............................................................... 438
Adding members to restrictive markings.................................................. 442
Adding members to shared markings ...................................................... 443
Adding members to attribute markings.................................................... 444
Adding members to security levels .......................................................... 445
Managing record security using security policies...................................... 446
Managing record security using security levels......................................... 447
Managing record security using restrictive markings ................................ 448
Managing record security using shared markings..................................... 449
Managing record security using attribute markings .................................. 450
Viewing applied security policies ............................................................ 451
Removing applied security policies.......................................................... 451
Deleting a security policy........................................................................ 451
Record relations ......................................................................................... 451

Table of Contents
Overview............................................................................................... 452
Create record relation definition .............................................................. 457
Creating your own relation types............................................................. 460
Update record relation definition............................................................. 461
Delete record relation definition .............................................................. 461
View record relation definitions............................................................... 461
Create record relationship....................................................................... 461
Remove record relationship..................................................................... 461
View record relationships ....................................................................... 461
Classification subscription lists.................................................................... 462
Overview............................................................................................... 462
Creating a CSL ....................................................................................... 463
Deleting a CSL ....................................................................................... 467
Adding a location to a CSL...................................................................... 467
Removing an item from a CSL................................................................. 468
Selecting a classification item from a CSL when declaring a record ............ 468
About default forms and customized forms.................................................. 469
Creating a formal cabinet ............................................................................ 479
Creating a formal folder.............................................................................. 483
Searching records ....................................................................................... 488
RM Reports................................................................................................ 490
RM audit events ......................................................................................... 490
RM jobs ..................................................................................................... 494
Chapter 11 Commonwealth Administration ................................................................. 497
Overview....................................................................................................... 498
Create a file.................................................................................................... 500
Close a file ..................................................................................................... 504
Reopen a file .................................................................................................. 505
Update a file................................................................................................... 505
Create a file part ............................................................................................. 505
Close a file part............................................................................................... 506
Reopen a file part ........................................................................................... 506
Update a file part............................................................................................ 506
Import the business classification scheme (BCS)................................................ 507
Import a retention policy................................................................................. 513
Classify a file.................................................................................................. 521
Add to a file ................................................................................................... 521
Remove from a file.......................................................................................... 522
Add to a file part ............................................................................................ 522
Remove from a file part................................................................................... 522
Create a thesaurus term .................................................................................. 522
Update a thesaurus term................................................................................. 527
RM Commonwealth audit events..................................................................... 527
Part 4 EMC Documentum Physical Records Services ................................................. 529
Chapter 12 Physical Records Services Introduction ................................................... 531
Determining which Physical Records Services version you are accessing ............ 531

Table of Contents
Setting up Physical Records Services................................................................ 533
Configuration options................................................................................. 533
User preferences and column preferences..................................................... 533
Chapter 13 Physical Records Services Administration ............................................... 535
About PRS functionality and licensing ............................................................. 535
PRS functionality........................................................................................ 535
PRS license information .............................................................................. 536
Physical Records Services................................................................................ 536
Overview of Physical Records Services ........................................................ 536
PRS system configuration options settings.................................................... 538
PRS roles and functional access ................................................................... 541
Library Requests ........................................................................................ 545
Overview of library requests ................................................................... 545
Library request email notifications........................................................... 548
Making a library request ......................................................................... 549
Cancel a library request .......................................................................... 556
View/edit a library request ...................................................................... 557
View/edit charge-outs............................................................................. 558
View/edit my charged out items .............................................................. 560
View/edit my library requests.................................................................. 560
List library requests ................................................................................ 561
List charge-outs...................................................................................... 561
Convert library request to charge-out....................................................... 562
Charging in a charge-out......................................................................... 566
Held-back .......................................................................................... 566
Manifest............................................................................................. 567
Send recall notice.................................................................................... 567
Send overdue notice ............................................................................... 568
Physical objects .......................................................................................... 568
Overview of physical objects ................................................................... 568
Create physical object (document/container/address)................................ 569
View/edit physical object ........................................................................ 572
Delete physical object.............................................................................. 576
Mark for destruction........................................................................... 576
Mark physical object destroyed ........................................................... 577
Mark physical contents have been destroyed........................................ 577
Export physical object............................................................................. 577
Mark for export .................................................................................. 578
Mark shipped for export ..................................................................... 578
Mark physical object exported............................................................. 578
Mark physical object shipped (or picked up) for charge-out....................... 579
Disposition of physical objects..................................................................... 583
Overview............................................................................................... 583
Completing disposition for a paper object with a Destroy all
strategy.................................................................................................. 583
Completing disposition for a paper object with Destroy content
strategy.................................................................................................. 584
Completing disposition for a paper object with a Export all,
Destroy all strategy................................................................................. 584
Completing disposition for a paper object with Export all,
Destroy content strategy ......................................................................... 585
Completing disposition for a paper object with Export all strategy............. 585
Completing disposition for a paper object with a NARA
Transfer, Destroy all strategy................................................................... 585
Completing disposition for a paper object with NARA Transfer,
Destroy content strategy ......................................................................... 586

Table of Contents
Barcodes .................................................................................................... 586
Copying a record.................................................................................... 586
Barcode generation rules......................................................................... 587
Generating and regenerating barcodes..................................................... 588
Scanning and transferring scanned barcodes into the system
(barcode manager).................................................................................. 589
Change barcode...................................................................................... 590
Label printing rules .................................................................................... 590
Overview............................................................................................... 590
View/edit a list of label printing rules....................................................... 591
Create a label printing rule...................................................................... 592
Print a label............................................................................................ 593
Batch processing using a portable scanner.................................................... 593
Overview............................................................................................... 593
To manually upload a batch processing file for bulk operations ................. 595
To automatically upload a batch operation from a folder (folder
auto-queue)............................................................................................ 596
To view the operation status and/or to view the report for an
operation ............................................................................................... 596
Batch processing notifications.................................................................. 598
Pass-along requests..................................................................................... 599
PRS Reports ............................................................................................... 601
Running a physical record report............................................................. 601
Running a library request report.............................................................. 606
PRS jobs..................................................................................................... 607
PRS audit events......................................................................................... 608
Part 5 EMC Core Documentum Functionality .............................................................. 613
Chapter 14 Repositories .............................................................................................. 615
Log in to a repository...................................................................................... 615
Log in to a repository using WebSEAL SSO Authentication........................... 617
Log in as an express user............................................................................. 618
Log into another repository......................................................................... 618
Log out of all repositories............................................................................ 618
Set your favorite repositories....................................................................... 618
Navigate a repository ..................................................................................... 619
Select the columns that appear in lists .......................................................... 620
Navigate categories .................................................................................... 621
Locate an item in a selection dialog box............................................................ 621
Set your preferences ....................................................................................... 622
Open an additional repository window............................................................ 624
Drag-and-drop ............................................................................................... 624
Right-click...................................................................................................... 624
View messages ............................................................................................... 625
View the status of background operations........................................................ 625
Refresh page .................................................................................................. 625
Select HTTP or UCF content transfer................................................................ 625
Use modal dialogs .......................................................................................... 626
Work with repository documents offline through My Documentum .................. 626
View product information............................................................................... 627
Chapter 15 Files and Folders ....................................................................................... 629

Table of Contents
Create a file.................................................................................................... 629
Create a folder................................................................................................ 630
Create a cabinet.............................................................................................. 630
Set properties ................................................................................................. 631
Check out and edit files................................................................................... 632
Overview of check out and edit ................................................................... 632
Check out a file........................................................................................... 633
Check in a file............................................................................................. 633
Checkin information............................................................................... 634
Versions................................................................................................. 635
Replace a repository file with a different file............................................. 636
Cancel checkout of a file.............................................................................. 637
View currently and recently checked-out files............................................... 637
View a file in read-only mode.......................................................................... 638
Change the format associated with a type of file ............................................... 638
Restore associated file formats to the defaults............................................... 639
Import files to the repository ........................................................................... 639
Import OLE linked objects............................................................................... 641
Export files from the repository ....................................................................... 641
Deep export ............................................................................................... 642
Delete an item from the repository................................................................... 643
Move an item to a new location in the repository .............................................. 643
Copy an item to a new location in the repository .............................................. 643
View your clipboard ....................................................................................... 644
Links ............................................................................................................. 644
Link an item to another location in the repository ......................................... 645
Link an item to another repository............................................................... 645
View all locations to which an item is linked ................................................ 646
Link a repository item to your computer ...................................................... 646
Add a document or folder to your browser’s bookmarks or favorites ............. 646
Use email to send a link to a repository item................................................. 647
Convert Desktop DRLs to Webtop URLs ...................................................... 647
Open a link sent by email............................................................................ 648
Access the DRL of a document version that is deleted from the
repository .................................................................................................. 649
Subscriptions ................................................................................................. 649
Receive notification when a file is read or changed............................................ 650
Export the information displayed in a list......................................................... 650
Export specific search results as a CSV file.................................................... 651
Chapter 16 Email Messages ........................................................................................ 653
Email message archive import support............................................................. 653
Storing email attachments ............................................................................... 654
In Collaboration mode ................................................................................ 654
In Archive mode......................................................................................... 654
Import email messages and attachments to the repository ................................. 654
Email conversion to EMCMF format ............................................................ 655
Open an email message for viewing................................................................. 658
Transform an email message to HTML or PDF.................................................. 659
Export an email message from the repository ................................................... 659

Table of Contents
Locate and open an email attachment .............................................................. 659
Create and edit a copy of an email attachment.................................................. 660
Export an email attachment from the repository ............................................... 660
Locate the email to which an attachment belongs.............................................. 661
Chapter 17 Search ....................................................................................................... 663
Run a simple search........................................................................................ 663
Further define search terms......................................................................... 664
Run an advanced search.................................................................................. 667
Enter values for an advanced search ............................................................ 667
View search results......................................................................................... 670
Smart navigation ........................................................................................ 671
Monitor search results in real time............................................................... 671
Save search results from external sources ..................................................... 672
View your most recent results but do not relaunch the search............................ 673
Improve your search experience ...................................................................... 673
How configuration can impact your search experience.................................. 674
Index a repository....................................................................................... 675
Searchable items......................................................................................... 675
Saved searches ............................................................................................... 676
Save a search to run again later.................................................................... 676
Run a saved search ..................................................................................... 677
View the results of a saved search but do not relaunch the search .................. 677
Edit a saved search ..................................................................................... 677
Copy a saved search ................................................................................... 678
Search templates............................................................................................. 678
Run a search from a search template ............................................................ 678
Create a search template ............................................................................. 679
Edit a search template................................................................................. 679
Modify a search template definition............................................................. 680
Copy a search template............................................................................... 680
Set search preferences ..................................................................................... 681
Chapter 18 Inbox ......................................................................................................... 683
Inbox overview .............................................................................................. 683
Open a task or notification .............................................................................. 684
Perform a task ................................................................................................ 684
Complete a task.............................................................................................. 685
Accept a task that has been assigned to multiple users ...................................... 686
Reject a task ................................................................................................... 686
Delegate a task ............................................................................................... 687
Repeat a task.................................................................................................. 687
Change your availability for tasks.................................................................... 687
Work queue tasks ........................................................................................... 688
Manage tasks in your queue Inbox............................................................... 688
Get the next available task in a work queue ................................................. 689
Select a task from the queue ........................................................................ 690
Chapter 19 Workflows and Quickflows ........................................................................ 691
Start a workflow............................................................................................. 691

Table of Contents
Send a quickflow ............................................................................................ 693
View workflows ............................................................................................. 693
Pause a workflow ........................................................................................... 694
Resume a paused workflow ............................................................................ 694
Stop a workflow ............................................................................................. 694
Email the workflow supervisor or a workflow performer .................................. 695
Process a failed task in a workflow .................................................................. 695
Change the workflow supervisor..................................................................... 696
Save workflow information as a Microsoft Excel spreadsheet............................. 696
View aggregated report for workflow performance........................................... 696
Create a workflow template ............................................................................ 697
Chapter 20 Work Queues ............................................................................................. 699
Work queue roles............................................................................................ 699
Setting up queue management ........................................................................ 700
Set up a new work queue ................................................................................ 701
Set up work assignment matching ................................................................... 702
Set up skill profiles in the process template .................................................. 702
Define work assignment matching filters...................................................... 703
Add work assignment matching filters to a work queue................................ 704
Work queue policies ....................................................................................... 704
Priorities of tasks........................................................................................ 705
Set dynamic priority and aging logic for tasks .......................................... 705
Create or modify a queue policy.................................................................. 706
Define a queue category.................................................................................. 708
Define a work queue....................................................................................... 709
Define work queue override policies................................................................ 710
Manage work queue users............................................................................... 711
Add a user or group to a work queue........................................................... 711
Remove a user or group from a work queue ................................................. 712
Add skills to work assignment processor profiles ......................................... 712
Update the processor profile in a work queue............................................... 714
Monitor work queues...................................................................................... 714
Assign or reassign a work queue task to a specific user ................................. 716
Unassign a work queue task from a user ...................................................... 716
Move a work queue task to another work queue........................................... 717
Suspend a work queue task......................................................................... 717
Unsuspend a work queue task..................................................................... 718
Enable users to select tasks from the queue .................................................. 718
Create business calendars................................................................................ 718
Chapter 21 Lifecycles .................................................................................................. 721
View Lifecycles .............................................................................................. 721
Assign a lifecycle to a file ................................................................................ 722
Remove a lifecycle from a file .......................................................................... 722
Promote a file to the next lifecycle state ............................................................ 722
Demote a file to its previous lifecycle state........................................................ 723
Suspend a file from its current lifecycle state .................................................... 723

Table of Contents
Resume a suspended file................................................................................. 723
Chapter 22 Collaborate with Other Users .................................................................... 725
Create and edit formatted text ......................................................................... 725
Discussions .................................................................................................... 726
View discussions ........................................................................................ 727
Add and edit comments.............................................................................. 727
Delete comments ........................................................................................ 728
Discussions in search results ....................................................................... 728
Notes............................................................................................................. 729
Contextual folders and cabinets....................................................................... 730
Calendars....................................................................................................... 731
Create calendars and events ........................................................................ 731
Specify recurring event properties ............................................................... 733
View calendars and events .......................................................................... 734
Edit calendars and events............................................................................ 734
Delete calendars and events ........................................................................ 735
Calendars in search results.......................................................................... 735
Export and import with calendars................................................................ 735
Data tables ..................................................................................................... 736
Create data tables and entries...................................................................... 736
View data tables ......................................................................................... 739
View data table entries................................................................................ 739
Edit data tables........................................................................................... 740
Edit data table entries ................................................................................. 740
Delete data tables ....................................................................................... 741
Import and export with data tables .............................................................. 741
Rooms ........................................................................................................... 741
Visit a room ............................................................................................... 742
Link to a room............................................................................................ 742
Objects governed by rooms ......................................................................... 743
Ungovern objects from a room................................................................. 743
Create a room............................................................................................. 744
Edit the properties of a room....................................................................... 745
About room membership ............................................................................ 746
Copy a room .............................................................................................. 747
Move or link to a room................................................................................ 747
Delete a room............................................................................................. 747
Manage room membership ............................................................................. 748
Manage users as a non-administrator............................................................... 751
Create new users ........................................................................................ 751
Modify users.............................................................................................. 752
Unlist users (conceal members) ................................................................... 753
Restricted folders ....................................................................................... 753
Chapter 23 Forms ........................................................................................................ 755
Enter data in a form........................................................................................ 755
Format text in a form ...................................................................................... 755
Create a new form .......................................................................................... 757
Save As functionality ...................................................................................... 758
Chapter 24 Virtual Documents ..................................................................................... 759
Virtual documents overview ........................................................................... 759

Table of Contents
Create a virtual document............................................................................... 760
View the structure of a virtual document ......................................................... 760
View the content of a virtual document............................................................ 761
Add a descendant to a virtual document.......................................................... 761
Rearrange descendants in a virtual document................................................... 763
Remove a descendant from a virtual document ................................................ 764
Specify that a certain version of a descendant is always used............................. 765
Set a version label for a virtual document......................................................... 765
Create an archive of a virtual document ........................................................... 765
Convert a virtual document to a simple document............................................ 766
Set your virtual document preferences ............................................................. 767
Chapter 25 PDF Annotations ....................................................................................... 769
PDF annotations overview .............................................................................. 769
Configure PDF Annotation Service to open when user views a PDF................... 769
Add comments to a PDF document.................................................................. 770
View comments in a PDF document ................................................................ 770
Chapter 26 Relationships ............................................................................................ 771
Chapter 27 Renditions and Transformations ............................................................... 773
Renditions and transformations overview ........................................................ 773
Viewing a list of the different renditions of a file............................................... 774
Importing a rendition ..................................................................................... 774
Transforming a document to PDF or HTML format........................................... 774
Creating a rendition through transformation.................................................... 775
Creating a related file through transformation.................................................. 776
Chapter 28 Presets ...................................................................................................... 779
Presets overview ............................................................................................ 779
Create a preset................................................................................................ 780
Edit an existing preset..................................................................................... 780
Edit preset rules ............................................................................................. 781
Preset rules .................................................................................................... 781
Remove a preset from an item ......................................................................... 783
Delete a preset................................................................................................ 783
The Webtop Express preset ............................................................................. 784
Chapter 29 Permission Sets ........................................................................................ 785
Permission sets overview ................................................................................ 785
Basic permissions ........................................................................................... 785
Extended permissions..................................................................................... 786
Create or edit a permission set......................................................................... 787
Edit permissions............................................................................................. 787
Chapter 30 Users, Groups, and Roles ......................................................................... 791

Table of Contents
Users ............................................................................................................. 791
Locate a user .............................................................................................. 791
Create or edit a user.................................................................................... 792
User properties........................................................................................... 792
Import users from information contained in an input file .............................. 794
Input file for new users ........................................................................... 794
Make a user active or inactive...................................................................... 796
Change the home repository of a user .......................................................... 796
View the groups to which a user belongs ..................................................... 796
Reassign one user’s items to another user..................................................... 797
Delete a user .............................................................................................. 797
View user management logs........................................................................ 797
Groups .......................................................................................................... 798
Create or edit a group ................................................................................. 798
Group properties........................................................................................ 799
Add or remove members in a group ............................................................ 800
Reassign one group’s items to another group................................................ 801
View the groups to which a group belongs................................................... 801
Sort Groups and members within groups..................................................... 801
Delete a group............................................................................................ 802
Roles ............................................................................................................. 802
Create or edit a role .................................................................................... 802
Role properties........................................................................................... 803
Add or remove members in a role................................................................ 803
Reassign one role’s items to another role ...................................................... 804
View the groups to which a role belongs ...................................................... 804
Delete a role ............................................................................................... 804
Appendix A Records Troubleshooting Tips, Limitations and FAQs .............................. 805
Applying a retention policy using our public API ............................................. 805
Dar deployer exception................................................................................... 806
Special characters ........................................................................................... 807
Why can I no longer log in to a repository using my privileged DFC
instance ......................................................................................................... 807
How to identify your privileged DFC instance from other instances
on the same host............................................................................................. 808
Why my privileged DFC instance does not show up in Documentum
Administrator (DA) ........................................................................................ 809
How to test that your instance of privileged DFC is properly configured ............ 810
Digital shredding ........................................................................................... 810
Auditing ........................................................................................................ 810
Why is Declare Formal Record disabled?.......................................................... 811
Why is the node for RM, RPS, PRS, or RMCE missing?...................................... 811
Creating formal records, cabinets, and folders .................................................. 812
Appendix B Keyboard Shortcuts for Microsoft Windows and Mac Operating
Systems .................................................................................................... 813
Appendix C Records Manager and DoD functionality ................................................... 815
Overview of DoD functionality........................................................................ 815
Classification guides ....................................................................................... 816
About classification guides.......................................................................... 816
Creating classification guides for classified records................................... 817

Table of Contents
Disposition run bundles.................................................................................. 822
Overview of disposition run bundles ........................................................... 823
To open a disposition run bundle and view the details, and when
necessary to view the details of the work order and perform
recovery actions ......................................................................................... 825
To confirm or to reject a NARA transfer run ................................................. 826
To view the last transferred item list ............................................................ 828
To view the manifest of a transfer run or, to export the manifest or
declare it as a formal record ........................................................................ 829
Declaring DoD formal records......................................................................... 832
Entering values on the applicable DoD form when declaring DoD
formal records............................................................................................ 833
Entering values on the DoD standard records form................................... 835
Entering values on the DoD email records form........................................ 838
Entering values on the DoD classified records form .................................. 842
Running the DoD declassification report .......................................................... 852
Records - XML export and XML import operations........................................... 854
Appendix D XML Report Examples Against View Input and View Results .................... 857
Appendix E Optional Attributes .................................................................................... 859

Table of Contents
List of Figures
Figure 1. Records client login .............................................................................................. 37
Figure 2. About records client ............................................................................................. 37
Figure 3. Viewing administrative items in the content pane................................................... 38
Figure 4. Viewing administrative items in the navigation pane .............................................. 38
Figure 5. Right-click options................................................................................................ 39
Figure 6. File plan with folders and a category...................................................................... 47
Figure 7. Work order hierarchy............................................................................................ 53
Figure 8. Work order configuration...................................................................................... 55
Figure 9. Work order configuration properties...................................................................... 56
Figure 10. Work order operation configuration....................................................................... 59
Figure 11. Work order operation configuration properties....................................................... 60
Figure 12. Work order processing flow .................................................................................. 64
Figure 13. Job report: dmc_rps_WorkOrderMonitorJob .......................................................... 65
Figure 14. Work order report default settings......................................................................... 70
Figure 15. Work order report advanced settings ..................................................................... 70
Figure 16. Work order report sub-operations and operation origin selectors............................. 71
Figure 17. Work order breakdown report default settings ....................................................... 73
Figure 18. Work order item report default settings.................................................................. 73
Figure 19. Work order properties........................................................................................... 88
Figure 20. Right-click menu options on results in the work order report .................................. 90
Figure 21. Right-click menu options on results in a work order breakdown report.................... 90
Figure 22. Column preferences icon....................................................................................... 93
Figure 23. Column preferences screen ................................................................................... 94
Figure 24. Event locator displaying all events......................................................................... 98
Figure 25. Event locator displaying custom events.................................................................. 99
Figure 26. Added events listed............................................................................................ 100
Figure 27. Events registered for RM (dmc_rm) against a particular object type ....................... 101
Figure 28. Events registered for RM (dmc_rm) and RPS (dmc_rps) against the same
object type...................................................................................................... 101
Figure 29. Audit trail user privileges ................................................................................... 102
Figure 30. Audit policy properties....................................................................................... 103
Figure 31. Audit Management checkbox.............................................................................. 104
Figure 32. Administrator access .......................................................................................... 104
Figure 33. Verifying an audit event in the History tab of properties ....................................... 105
Figure 34. DA screen displayed for searching by Search Criteria............................................ 106
Figure 35. DA screen displayed for searching by DQL .......................................................... 107
Figure 36. Audit trail entries listed based on search criteria................................................... 108

Table of Contents
Figure 37. Records reports .................................................................................................. 111
Figure 38. Approved clients listed on DA............................................................................. 119
Figure 39. Searching roles ................................................................................................... 133
Figure 40. Properties for RPS Application Configuration ...................................................... 139
Figure 41. Properties for RPS Disposition Configuration ....................................................... 142
Figure 42. Work Order Framework configuration object properties........................................ 144
Figure 43. Notifications default settings............................................................................... 145
Figure 44. Notification details against owner........................................................................ 146
Figure 45. Notification details against other users................................................................. 146
Figure 46. Notifications tab ................................................................................................. 147
Figure 47. Example of Inbox notification.............................................................................. 147
Figure 48. Opening an Inbox work order completion notification .......................................... 148
Figure 49. Opening an e-mail work order completion notification ......................................... 149
Figure 50. Virtual document retention rule .......................................................................... 150
Figure 51. Moving documents in the same file plan .............................................................. 155
Figure 52. Moving documents between file plans ................................................................. 157
Figure 53. Message displayed for folders in the "open" state.................................................. 161
Figure 54. Details displayed for folders in either the "closed" or "re-opened" states ................. 161
Figure 55. Close folder confirmation with no close folder metadata ....................................... 162
Figure 56. Close folder confirmation with close folder metadata............................................ 163
Figure 57. Re-open folder confirmation................................................................................ 164
Figure 58. Revert to prior state confirmation screen .............................................................. 165
Figure 59. Disposition state diagram.................................................................................... 171
Figure 60. Cut-off settings for a phase.................................................................................. 173
Figure 61. Processing results ............................................................................................... 173
Figure 62. Properties example of justification for creating a retention policy........................... 174
Figure 63. History tab......................................................................................................... 176
Figure 64. New retention policy screen ................................................................................ 178
Figure 65. Info tab default settings....................................................................................... 179
Figure 66. Phases tab .......................................................................................................... 186
Figure 67. Retention policy creation confirmation................................................................. 187
Figure 68. Requires approval displayed on final phase only .................................................. 188
Figure 69. Mixed mode rule settings.................................................................................... 189
Figure 70. Example settings ................................................................................................ 192
Figure 71. Action relation screen ......................................................................................... 196
Figure 72. Copy Policy from File menu ................................................................................ 198
Figure 73. Export Policy from File menu .............................................................................. 199
Figure 74. Import Policy from File menu.............................................................................. 200
Figure 75. Import retention policy dialog............................................................................. 200
Figure 76. Selecting XML file for import............................................................................... 201
Figure 77. Three retention policies with same names on target repository .............................. 201
Figure 78. Two retention policies with same names resolved ................................................. 202

Table of Contents
Figure 79. Viewing retention policy details and interpreting the icon of the
retention policy and its ancillary objects........................................................... 203
Figure 80. Viewing retention policy details continued........................................................... 204
Figure 81. Import complete message along with log filename................................................ 204
Figure 82. Retention policy properties ................................................................................. 206
Figure 83. Retention policies page ....................................................................................... 207
Figure 84. Details about the export file if http transfer mode is enforced ................................ 211
Figure 85. Retention policy properties page - policy not in use .............................................. 214
Figure 86. Retention policy properties page - policy in use.................................................... 216
Figure 87. Retention policy properties page - copied policy................................................... 216
Figure 88. Retention policy properties page - imported policy .............................................. 217
Figure 89. Retention policy modification confirmation.......................................................... 218
Figure 90. Retention properties phases ................................................................................ 219
Figure 91. Justifications tab ................................................................................................. 220
Figure 92. Applied retention ............................................................................................... 221
Figure 93. Retainer properties ............................................................................................. 223
Figure 94. Editing events on the Phases tab.......................................................................... 224
Figure 95. Editing global events on the Info tab .................................................................... 224
Figure 96. Edit event page................................................................................................... 224
Figure 97. Edit global event page......................................................................................... 225
Figure 98. Apply retention policy page ................................................................................ 227
Figure 99. List of retention policies...................................................................................... 229
Figure 100. Delete confirmation against one retention policy................................................... 233
Figure 101. Delete confirmation against multiple retention policies ......................................... 233
Figure 102. Deletion warning................................................................................................ 234
Figure 103. Base date listing.................................................................................................. 237
Figure 104. New global condition screen ............................................................................... 241
Figure 105. New condition screen ......................................................................................... 243
Figure 106. Possible qualification paths ................................................................................. 246
Figure 107. Qualification Manager screen .............................................................................. 247
Figure 108. Action option displayed...................................................................................... 250
Figure 109. Promotion manager default settings .................................................................... 251
Figure 110. Promotion manager with results.......................................................................... 252
Figure 111. Action options displayed .................................................................................... 252
Figure 112. Action options available...................................................................................... 253
Figure 113. Documents eligible for disposition....................................................................... 260
Figure 114. Approval status examples ................................................................................... 261
Figure 115. Start workflow screen ......................................................................................... 262
Figure 116. Transfer info tab ................................................................................................. 263
Figure 117. Export location on an address.............................................................................. 265
Figure 118. Export location on the RPS application configuration object .................................. 266
Figure 119. Disposition Manager default settings................................................................... 268
Figure 120. Disposition Manager ready to perform disposition ............................................... 271

Table of Contents
Figure 121. New retention markup screen ............................................................................. 275
Figure 122. Review properties section default settings............................................................ 276
Figure 123. Selecting retention markup ................................................................................. 279
Figure 124. Advanced Formal Records search screen.............................................................. 281
Figure 125. Retention report default settings.......................................................................... 285
Figure 126. Additional options for selected folder and condition............................................. 285
Figure 127. Advanced filters default settings.......................................................................... 286
Figure 128. Actions displayed when results are returned........................................................ 291
Figure 129. Confirmation for deleting a retainer..................................................................... 291
Figure 130. Retention markup report default settings ............................................................. 292
Figure 131. Refreshed screen with results .............................................................................. 292
Figure 132. Notification report screen displayed for users (Compliance Officers,
Power Users, and Contributors)....................................................................... 295
Figure 133. Notification report screen displayed for administrators (Retention
Managers)...................................................................................................... 296
Figure 134. Retention markup review report screen displayed for users (Compliance
Officers, Power Users, and Contributors).......................................................... 298
Figure 135. Retention markup review report screen displayed for administrators
(Retention Managers)...................................................................................... 299
Figure 136. Close folder report default settings ...................................................................... 302
Figure 137. Missing double quotes warning........................................................................... 303
Figure 138. Valid entry ......................................................................................................... 303
Figure 139. Close folder actions ............................................................................................ 304
Figure 140. Close folder warning .......................................................................................... 306
Figure 141. Audit trail report screen...................................................................................... 307
Figure 142. Results against default filter settings with column for audited object ID
added ............................................................................................................ 307
Figure 143. Results against an audited object ID..................................................................... 308
Figure 144. Notification job arguments.................................................................................. 313
Figure 145. Approved clients listed on DA............................................................................. 333
Figure 146. File plan example and policy inheritance.............................................................. 336
Figure 147. Create tab displayed for declaring one item.......................................................... 364
Figure 148. Create tab displayed for declaring more than one item.......................................... 364
Figure 149. Classification subscription lists............................................................................ 365
Figure 150. Create tab refreshed showing selected file plan..................................................... 366
Figure 151. Declare formal record ......................................................................................... 367
Figure 152. Email record form .............................................................................................. 368
Figure 153. Default settings on a form for formal records........................................................ 369
Figure 154. Create a record relationship default screen........................................................... 372
Figure 155. Record relationships screen................................................................................. 373
Figure 156. Declare new version checkout screen ................................................................... 376
Figure 157. Declare new version content screen ..................................................................... 377
Figure 158. Declare new version checkin screen ..................................................................... 378
Figure 159. Finish declaring new record version .................................................................... 379
Figure 160. Example of error when versioning only the formal record ..................................... 380

Table of Contents
Figure 161. Example of error when versioning the formal record and its children..................... 380
Figure 162. Working paper properties .................................................................................. 383
Figure 163. Working paper report default settings.................................................................. 384
Figure 164. Job properties..................................................................................................... 385
Figure 165. Attribute marking sets and attribute markings ..................................................... 387
Figure 166. Sample list of rules ............................................................................................. 393
Figure 167. Properties for rm_docbase_config........................................................................ 402
Figure 168. New containment policy screen........................................................................... 404
Figure 169. New containment rule screen .............................................................................. 405
Figure 170. New containment rule screen updated................................................................. 405
Figure 171. New containment policy screen displaying one rule.............................................. 406
Figure 172. Containment policies displayed........................................................................... 407
Figure 173. Containment rules for emails with attachments showing a folder for
containment ................................................................................................... 408
Figure 174. Selecting a cabinet for containment as the parent type........................................... 408
Figure 175. Containment rules for emails with attachments showing a cabinet for
containment ................................................................................................... 409
Figure 176. Selecting the desired email message object ........................................................... 409
Figure 177. Locator screen for containment policies and naming policies................................. 410
Figure 178. Navigating and selecting a managed object .......................................................... 412
Figure 179. Attribute markings tab displayed for a formal record............................................ 413
Figure 180. IRM permissions against an object ....................................................................... 414
Figure 181. IRM permissions against a security policy............................................................ 415
Figure 182. Setting IRM permissions ..................................................................................... 416
Figure 183. Containment policy to be removed for a managed object....................................... 417
Figure 184. Manage record security screen ............................................................................ 418
Figure 185. Removing a record policy ................................................................................... 419
Figure 186. Removing an attribute marking........................................................................... 420
Figure 187. Filter options indicate the name of the selected policy ........................................... 421
Figure 188. New naming policy screen .................................................................................. 422
Figure 189. Adding a mask rule ............................................................................................ 423
Figure 190. Adding a construct rule ...................................................................................... 426
Figure 191. Naming policy rules added ................................................................................. 426
Figure 192. Locator screen for containment policies and naming policies................................. 427
Figure 193. Manage record security interface ......................................................................... 429
Figure 194. Three permission sets defined for this security policy............................................ 431
Figure 195. New security policy screen.................................................................................. 432
Figure 196. New permissions set info tab............................................................................... 433
Figure 197. New permissions set permissions tab................................................................... 434
Figure 198. Security Policy page............................................................................................ 435
Figure 199. Security Policies page.......................................................................................... 435
Figure 200. New restrictive marking screen ........................................................................... 436
Figure 201. New shared marking screen................................................................................ 437
Figure 202. New security level screen.................................................................................... 438

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