Document Management in the Fileplan

Fileplan and classes

The fileplan is the central organizational unit for managing folders and the documents saved in them. Starting from a top class you can create additional classes at the same level or at a lower level. In this object hierarchy, you can use classes to form a multi-level structure of folders and documents. Each class is characterized by its metadata (attribute values) that can be passed from high-level nodes to lower-level nodes at document level in accordance with a passing on logic.

Documents cannot be stored in classes. To do this you have to create a class as a container for documents of a folder.

Folders

You can collect all documents that belong to a business process or area in a folder. Electronic documents and documents in paper form can be managed in a folder. For paper documents, you enter the storage location in the metadata.

You can assign documents in a folder if the runtime of the storage location allows this. When you create a folder, the system date is automatically set as the start of the run time. You can overwrite this system date. You enter the end of the runtime of a folder when you close it manually. Documents cannot be added to a closed folder. You can still edit or display the documents saved in a folder.

Part

The documents saved in a folder are organized in parts. When a new folder is created, an open part is automatically created. Parts divide the documents saved in a folder into time-dependent units. A part can therefore, like a folder, have the status open or closed.

In Customizing you can define rules for the automatic closing of a part and the automatic opening of a new part. You assign the rule to a folder. You use the program RMPS_PART_CLOSE to open or close parts. You can find more information in Customizing under Record and Case Management  Folder  Define Rules for Automatically Closing of a Part.

Documents

In Records and Case Management for The National Archives, documents can be protected private documents or public documents. Users create new documents as private documents first. As soon as the contents of a document is closed, the user can declare a document and make it accessible to a selected user group. You can define the availability or retention period of documents using disposal schedules.

For more information on this, see:

• Processing Documents

• Declaring Documents

Other Functions

The following section describes the range of functions available for all elements in the fileplan. You can find information on the functions that are only available for documents and incoming post items (e-mail) under Processing Documents.

For information on all other standard functions see the documentation on SAP Records Management, for example Processing Tool for Documents: Document Client.

Functions in the fileplan for The National Archives:

• 

  You use this function to switch from an element in the fileplan to the higher-level element.

• 

  You use this function to output the metadata of an element as a HTML of XML file. You can limit the selection of metadata to be issued by selecting the metadata that is not to be issued. In the standard system, all metadata of an element is selected for the presentation.

  For classes, you find this function under menu entry Presentation. For folders, you find this function under menu entry Presentation.

• 

  You use this function to call the logged information with hierarchy changes in the fileplan for an element.