Managing enterprise records

Depending on whether you purchased IBM® Enterprise Records, your cloud subscription might include the IBM Enterprise Records add-on. The add-on provides a governance solution that makes it easier to manage a global records program and to enforce policies for retention and disposition across the organization and information environment.

If your cloud subscription includes the add-on, it also includes the Enterprise Records Administration Client, a Records-Enabled object store, and a File Plan object store.

Scheduling sweeps

To schedule and run sweeps in the Enterprise Records Administration Client, you must have the following roles and permissions:
  • A member of either the TaskAdmins or TaskUsers group. If you don't see the Tasks menu in your client, you are probably not a member of one of these groups. Contact your account administrator to get assigned.
  • An Enterprise Records Administrator and a Content Platform Engine Administrator
You must also set a tools password from your user menu in the cloud portal. For more information, see Password management.
You can schedule disposition or hold sweeps.
Disposition sweeps
Disposition sweeps automatically process and update entire batches of records. They find records that are ready to start moving through the various phases of their disposition schedules.
Hold sweeps
Hold sweeps find records that meet the conditions that are specified in conditional holds and placing the holds. They automatically place and remove dynamic holds on entire batches of entities.
Note: Schedule Report tasks are not supported.
To create a sweeps task, go to the Tasks menu and complete the following steps:
  1. For disposition sweeps, set parameters for the sweep:
    • Select the file plan repository and the containers to be used for the sweep.
    • For the logs output directory, create a folder in the FPOS object store to store the logs.
    • Specify the sweep type.
  2. Set the schedule. Choose a time when system usage is low.
  3. Provide login information. Enter your email address and your tools password.

For more information, see Task functions in the IBM Enterprise Records documentation.

Creating physical records management 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. Charge out is a process that delivers and tracks physical items, which cannot be seen online. The Physical Records Management (PRM) workflow tracks where the items are at each step. You can charge out individual records (one at a time) or any of the containers that hold physical items. For more information, see Physical records management workflows in the IBM Enterprise Records documentation.

Additional tools

You can extend the functionality of the Enterprise Records Administration Client by downloading the Enterprise Records File Plan Import Export Tool from the Downloads page. Use this tool to move a file plan and its associated objects to another object store. To download a file plan, you need the Enterprise Records Administrator role. For more information, see Importing and exporting file plans External link opens a new window or tab.

Configuring events

Sample events are available for IBM Enterprise Records. You can configure and customize these events in the Administration Console for Content Platform Engine. For example, you can configure the RMAutoDeclare event to automatically create an electronic record in a specific file plan object store when a user performs an operation on a document, such as checking in or adding a file to a folder, in the record-enabled object store. For more information, refer to the README in the IEREvents.zip file in the Samples for IBM Cloud Pak for Business Automation as a Service External link opens a new window or tab document.