There are 4 formal record types: formal, DoD standard, DoD classified, and DoD email. Each record type is associated to a form. These are the forms displayed when you select Records > Declare Formal Record for an object that is selected in the content pane. The form for email records however is displayed automatically when an email is selected in the content pane.
Formal Record (dmc_rm_formal_record)
Select this form to declare a record that does not have to be DoD compliant.
Record DoD 5015 V3 Standard (dmc_rm_dod5015v3_std_rec)
Select this form to declare a record as a standard DoD record.
Record DoD 5015 V3 Classified (dmc_rm_dod5015v3_class_rec)
Select this form to declare a record as a classified DoD record.
Record DoD 5015 V3 Email (dmc_rm_dod5015v3_email_rec)
This form is automatically selected when email records are declared.
Note
Formal records when they are being declared can also be related to another formal record using the Create Record Relationship button at the bottom of the form. It is available for your convenience to create record relationships as well when you declare a formal record. You do not have to follow one process to declare a formal record and then follow another process to create a record relationship.
About containment and inheritance
Formal records declared and filed to formal folders and formal cabinets inherit common attribute values from the formal folder or formal cabinet as indicated in the following table. Common attributes are the same attributes on both the parent (container) object and child (contained) object form templates. Values specified for Authors, Keywords, and Subject for example on a formal folder or cabinet are inherited by the object filed to that container. You can see the text boxes for those attribute fields pre-populated on the Info tab when you declare a formal record to a location, formal folder or cabinet, selected in the file plan that has values specified for those attributes. Inheritance is based on copying and is controlled by the dmc_rm_attribute_copy_rule object in the repository that is reflected by this table. Editing entries in the table changes the default copy behavior.
Table 11.1. Default copy rules
| Form Templates for Formal Object Types | Form Templates for Formal Record Containers | Default Common Attributes |
|---|---|---|
dmc_rm_dod5015v3_std_rec | dmc_rm_dod5015v3_folder dmc_rm_dod5015v3_cabinet | authors, keywords, subject |
dmc_rm_dod5015v3_class_rec | dmc_rm_dod5015v3_folder dmc_rm_dod5015v3_cabinet | authors, keywords, subject |
dmc_rm_dod5015v3_std_email | dmc_rm_dod5015v3_folder dmc_rm_dod5015v3_cabinet | keywords |
dmc_rm_dod5015v3_folder | dmc_rm_dod5015v3_folder dmc_rm_dod5015v3_cabinet | authors, keywords, subject |
Copying is intended only to populate the record fields in the form templates, so only the form template attributes should be used.
System attributes and internal attributes (those that start with "a_", "i_", "r_") and a special attribute, the category_identifier, cannot be copied.
For formal folder types (that is formal folder contained in a formal folder), apart from the table (dmc_rm_attribute_copy_rule) entry, form template ids of the parent and the child should be the same.
Declaring a document, physical document or electronic document or both as well as email, as a formal record means you are creating a snapshot of one or more source documents to capture all information, content and metadata, in a VDM at a particular point in time. Newer versions of the same source documents can be declared again when needed though the newer version of the original source document will be associated to the new formal record.
Note
The Record DoD 5015 V3 Classified (dmc_rm_dod5015v3_class_rec) form template available out-of-the-box defines Unclassified as the lowest security level. You must manually update the classified form template, according to the following four steps, for systems which do not use Unclassified as the lowest security level.
Classified records can be:
upgraded to a higher security level
downgraded to a lower security level
declassified to the lowest security level of Unclassified.
To specify the lowest security level instead of "Unclassified" on the classified form template:
Login to Webtop. You must be in the Form Designer role, form_designer, to edit a form template.
Navigate to Cabinets/System/Forms/Record DoD 5015 V3 Classified.
Edit the Record DoD 5015 V3 Classified (Format: XForms) xml content, by replacing all occurrences of Unclassified with the lowest security level object name in your docbase.
Checkin the object as Same Version.
There is no need to restart the docbase service nor the application server after the changes are made.
Contact your Records Administrator (the Records Manager) if the form(s) you need are not displayed as values in the list box on the form for the Type. You cannot select a Form Template unless the appropriate DAR(s) is/are installed. You might only need to declare formal records in which case you would not need the DoD DARs installed, only the Default DAR would be needed.
To declare email and electronic or physical documents or both as formal records:
Using these instructions you can declare electronic content, email content (if it is already in a DCTM repository), and physical content as formal records or as specialized formal records that adhere to DoD standards.
Note
Emails can be declared using RMA according to these instructions or using RM Outlook Activator if it is available. Emails declared directly from RM Outlook Activator are saved in the repository in EMCMF format (and are converted from MSG format automatically during the filing process). Emails to be declared according to these instructions must be exported from RM Outlook Activator and then imported into a DCTM repository. The format is converted automatically during import.
Navigate to the location of the document or email to be declared and select it in the content pane.
Note
Although you can select more than one item and declare them individually or grouped according a particular record type, you cannot declare them as different record types. You would have to declare them independently to file each as a different record type.
Click Records > Declare Formal Record. One of the two following screens is displayed depending on whether you have selected one or multiple items.
The screen displayed for multiple documents selected is slightly different from that displayed for one single record or individual records from the documents selected. It includes an optional field to make one record or individual records of the documents selected.
Note
Optionally, you can change the default setting for Declare selected documents as from Individual records to One record if you have multiple documents selected.
Click Select next to the File Plan entry and select a valid file plan, cabinet or folder, from the locator screen displayed. The valid choices are managed container objects that have at least one policy applied to it.
Note
If a Classification Subscription List (CSL) was created, users can select its icon in the Choose a folder locator screen to select a shortcut to the filing location. This saves users from having to find the desired location each time a record is declared.
The icon for a valid file plan, cabinet, or folder is highlighted to differentiate it/them from those that are not valid choices. Valid choices could also be buried in a container that is not valid. A valid folder for example could be buried in a cabinet that is not valid/managed. A folder may not be selectable for any of the reasons as described in the following table.
Table 11.2. Reasons
Reason Notes Container is closed By default, containers are open. No policies are applied to the container. Any one of the following policies is sufficient: retention
security
containment
naming
any security marking (security level, shared marking, restrictive marking)
No retention policy applied and the system setting requires a retention policy By default, a retention policy does not need to be applied. This setting can be changed on the RPS configuration object. Security policy is applied and the RM extended permission of "Link" is not granted on the folder. Note
A dm_folder that a login user owns does not show up in the Mine list of the file plan locator if its modify date is older than the time interval configured for the Mine list. The Mine list in the file plan locator contains all the objects of type dm_folder and/or its subtypes that the login user owns and that have been modified by the login user in the last 7 days from the current date. The time interval, 7 days by default, is configured in the WDK component, MyObjectLocator.
Click Ok to accept the location for the selected file plan.
The locator screen closes while the Declare Formal Record screen is refreshed displaying the selected file plan and some additional attributes. Additional attributes include:
Type, mandatory
Form Template, mandatory
Unlink source documents, optional
Show options, optional
Select the formal record Type you want to declare.
The value for the Form Template is automatically populated according to the value selected for the Type.
Optionally, you can select the checkbox to Unlink source documents only if you want to allow anyone with Unlink privileges to remove the source document(s) from its original location after it has been declared a formal record.
Optionally, you can subscribe to the selected folder in the file plan by clicking Show options and selecting the checkbox next to Subscribe to this file. A shortcut is added to the Subscriptions node to facilitate access for frequent users.
Click Continue to fill out the form displayed according to the Form Template selected. Tables are provided to help you complete the applicable form, refer to Entering values on the applicable form when declaring formal records.
It is a clear indication that you are declaring multiple documents as Individual records if the top of the form indicates 1 of a number.
Click Finish when you are done filling out the applicable form. Clicking Cancel aborts the entire process.
