Records management tools

You can manage records by using tools that help you dispose and hold records, import or export files from other sources, and declare records in bulk.

You can install the following IBM® Enterprise Records components by using the IBM Enterprise Records installation program.

IBM Enterprise Records administration client plug-in

The IBM Enterprise Records administration client plug-in is the primary interface for configuring and managing the records management system. IBM Enterprise Records provides records managers and record administrators the ability to declare records, run reports, and manage file plans.

You must install the IBM Enterprise Records administration client plug-in on the same server as IBM Content Navigator. The IBM Enterprise Records administration client runs on an existing installation of IBM Content Navigator as a plug-in. You must register the plug-in into IBM Content Navigator.

Important: You must install IBM Content Navigator V2.0.3 or later to use the IBM Enterprise Records administration client plug-in interface.

Attention: You can configure IBM Content Navigator one time for high availably, SSL, and single sign-on. The IBM Enterprise Records plug-in interface automatically inherits these capabilities.

Java API for IBM Enterprise Records and bulk declaration services API

You can install the APIs on a development computer to create your own custom applications. These custom applications are items such as bulk declare records applications or your own custom web user interface.

/API/JARM_API and /API/BDS_API are directories that the installation program copies the JAR files to. The JAR files provide interfaces and classes for creating a custom application or customizing records-related operations. For custom installations, you can install the IBM Enterprise Records API and bulk declaration services API components on any developer system.

IBM Enterprise Records Disposition Sweep and Hold Sweep

Sweeps manage the disposition and holding of records that are based on a defined schedule.

You can install the sweep components on any server. The components can be collocated with the IBM Enterprise Records web application or any other FileNet® P8 core component, such as Content Platform Engine.

Tip: If you are using FileNet P8 V5.1 or earlier, install the sweep components on the Content Engine server to improve access to the object store for sweep calculations. If you are using FileNet P8 V5.2, install the components on the Content Platform Engine.

You can remotely manage the scheduling and running of disposition and hold sweeps by using the task manager feature in the IBM Enterprise Records client interface.

File Plan Import Export tool

Use this tool to import an external file plan, or export a file plan to an external environment.

Tip: If you are using FileNet P8 V5.1 or earlier, install the File Plan Import Export tool on the Content Engine server. The installation helps to ensure fast access to the object store. If you are using FileNet P8 V5.2, install the components on the Content Platform Engine.

Transfer tool

Use this tool to transfer active records and record folders to a separate system for permanent archiving.

IBM Enterprise Records data models and marking sets

Use these components to support the following records management standards:

Base
Department of Defense 5015.2-STD (DoD)
Department of Defense 5015.2-STD (DoD Classified)
Public Records Office (PRO) (deprecated)

Use the IBM Enterprise Records Configuration Manager to install the data models and marking sets. If you configure an object store with a data model, you can create a file plan in the object store.

Important: Marking sets are containers for markings and are associated with a property template that you can use to add a property to one or more classes. You can control access to an object by associating a marking set with a property template and adding that property to the class definition of your entity. When you apply a marking to an object, the access permissions for the object are a combination of the original access permissions and the Constraint Mask for each applied marking. The result of this combination is an effective security mask.

Configuration Manager program

Use this tool to complete the following tasks:

Configuring object stores for IBM Enterprise Records usage
Upgrading from previous versions

Restriction: If you are using FileNet P8 V5.1 or earlier, you can use the Configuration Manager program only after you install IBM Enterprise Records and run the Content Engine and Process Engine Client installation programs. If you are using FileNet P8 V5.2, you can use the Configuration Manager program only after you install IBM Enterprise Records and run the Content Platform Engine Client installation programs.

IBM Enterprise Records Workflows

IBM Enterprise Records workflows help automate the review and disposal of record categories, record folders, volumes, and records. A workflow includes the tasks, procedural steps, personnel, input and output information, and tools for each step in a business process.

Before IBM Enterprise Records workflows can be run, you must configure the process regions and component queues. If you are using FileNet P8 V5.2 use IBM Enterprise Records Configuration Manager. If you are using FileNet P8 V5.1 or earlier, you must manually configure the process regions and component queues. Then, transfer the workflow definitions to the workflow database by using the Configuration Manager. The workflow definitions are imported into the file plan object stores through the configuring object stores steps of Configuration Manager.

Reports

IBM Enterprise Records can work with IBM Cognos® Reports and SAP Crystal Reports for all reporting needs. Reports included with IBM Enterprise Records are listed in the IBM Enterprise Records administration client under the reporting feature. You can use, customize, or add new reports to fit your use cases.

Attention: A limited use of IBM Cognos Reports is provided and the installation program is bundled along with IBM Enterprise Records.