Records Management consists of the following steps:
- Plan your folder hierarchy. Be aware that Records Management features, such as posting events, are available from the OnBase Client, Unity Client, and Web Client only.
- Create a File Cabinet. See Standard Folder Configuration Overview for more information about configuring File Cabinets.
- Create the folder structure that will contain your managed folder(s). See Standard Folder Configuration Overview for more information about configuring non-managed Folder Types.
-
Create a Records Management folder type. See Creating Records Management Folders for more information.
If your system is a Layer 2 or Layer 3 institutional database, then also see Configuring Managed Folders for Institutions.
- Create Hold Sets. See Creating Hold Sets for more information.
- Create Retention Plans. See Creating Retention Plans.
- Create Retention Plan Sets. See Creating Retention Plan Sets.
- Create Event Sets. See Creating Event Sets for more information.
- Create a Document Type configured for Auto-Foldering. See the appendix for more information. (This step is optional depending on your Records Management needs.)
- Configure user group rights. See Records Management User Group Settings for more information.
-
When configuration is complete, ensure one OnBase Client with the -RIMSERVER command line switch is running on a server at all times. The -RIMSERVER switch turns the Client into a Records Management server, which ensures that managed folders are processed appropriately. The Records Management server must be running at all times to process time-based transitions, events with delay periods, and any event posted from the OnBase Unity Client or Web Client. If the Records Management server is not running, the affected folders are not processed, and users may be able to modify folders that should be locked down or unalterable.
For more information, see the Installation chapter of the Records Management reference guide.