Records and Case Management for the National Archives (new) 

Technical Data

Function is	new
For release	Software Component ·        Component: SAP NetWeaver ·        Release: 2004s
Assignment to application component	CA-GTF-RCM Records and Case Management
Country setting	Only valid for country specified GB Great Britain

Use

As of this release, the new standard for The National Archives (TNA) is available in the component Records and Case Management.  This function enhancement provides electronic document management in accordance with British requirements.

Structuring of Documents in the Fileplan

The content structuring of documents can be mapped in a fileplan with classes at different levels. You manage documents in files at class level, but they can be further subdivided into parts. A part represents the container (structured for time or content) for documents of a folder.

Generation Rules and Generation Profiles for Object Names in the Fileplan

Within the fileplan, you can define the generic generation of unique element names (that cannot be changed - attributes SRM_DOCUMENT_ID and PS_REFERENCE) in generation rules.  In addition, you can define more generic names for the element types classes, folders and parts which support a system and manual name. The attributes RMPSP_FPLID and RMPSP_TITLE are predefined as the generic names by default (see IMG activity Create Generation Profiles).

Metadata and Inheritance

Each element in the fileplan hierarchy is characterized by its metadata.  This metadata has descriptive and controlling characteristics. You can carry out an element search run by entering particular metadata. Metadata with controlling characteristics determines the disposal of elements or regulate access authorization, for example.

In the fileplan hierarchy, metadata of superior nodes is passed on to subordinate nodes. Inherited values can be changed manually. You can control the inheritance logic of metadata in Customizing of Records and Case Management by defining:

·        which selection of metadata is inherited

·        that metadata changes are passed on to subordinate objects

·        that when objects are reassigned, the new superior metadata is inherited.

Define the metadata settings for classes and parts in the IMG activity Edit Attributes for a Content Model in the additional attribute characteristics RMPS_INHERITED and RMPS_PASS_TO_SUBORD.  You make the metadata settings for folders in the IMG activity Enhance Attribute Profile.

In the standard system, dynamic metadata inheritance is set on the lowest level of the fileplan hierarchy (for documents and incoming post items). This means that the valid metadata is determined from the superior object part and displayed in the document.  The metadata inherited dynamically can be manually overwritten. If you do this, the values defined manually are saved at document level.

Private and Public Documents

A distinction is made between public and private documents in document management of The National Archives. Private documents are documents still being processed by a user whose content and metadata can be changed. Private documents cannot be accessed by other users. They are only available in the work basket of one user under private objects and cannot be accessed with the search functions of Records and Case Management.

If the processing of a document is finished, the responsible user can declare the document. Once a document is declared, the metadata can be edited one last time. The content and the metadata of the declared document are then protected against further changes.

Disposal

You can regulate the retention time for folders, parts and documents and control their availability in Records and Case Management. Disposal of documents is defined by the corresponding disposal document type. You define the disposal conditions in the disposal rules (see IMG activity Define Disposal Rules). In a disposal rule, you also define which of the four disposal actions should take place – review, export, destruction or transfer. You dispose of objects using the program Start Disposal Process (RMPS_PRO_DISPOSAL).

Authorization Concept

The following predefined roles are provided for the different user requirements of The National Archives:

Standard Roles for the National Archives

Role	Functions
TNA System Administrator	Customizing settings, TNA user administration
TNA Document Manager	General editing authorization in fileplan, disposal of folders and documents
TNA Reviewer	General editing authorization for metadata, assignment of disposal rules
TNA End User	Restricted editing authorization for metadata

You can use the attributes authorization level and descriptor to define different access authorizations for the individual objects in the fileplan. By assigning a rule and an expiry date you can support the dynamic change of access authorization by the system (see IMG activity Create Rule for Changing Authorization Level). You can also control the access authorization of objects in the fileplan by assigning a folder custodian.

For more information, see the IMG activity Overview of TNA Authorization Concept.

Effect on Existing Data

If you want to use The National Archives standard in Records and Case Management, you have to activate this standard for each Records Management system (RMS). You activate the TNA standard in the IMG activity Define Basic Settings of RMS ID.

SAP delivers RMS S_RMS_PRO as a sample which has all the required settings.

Effects on Customizing

To use the component Records and Case Management, you have to make extensive Customizing settings. A number of IMG activities are designed for the TNA standard and have the attribute country specific for Great Britain (GB).

You can find more information under SAP Customizing Implementation Guide  ® Cross Application Components ® General Application Functions ® Records and Case Management.