Applies To Product(s): eB Insight Version(s): 15.x.x Environment: N/A Area: Documentation & Instruction Subarea: N/A Original Author: Manav Bhardwaj, Bentley Technical Support Group File Plan Overview: Records Management is the practice of identifying (authentication, classification and access control), storing (initial filing, archiving and destruction) and tracking (distribution and printing) of records. The eB record classification scheme consists of: A root component (known as “The File Plan”) and A set of child components The File Plan defines a hierarchical breakdown of folders. This sets out the filing structure (typically consisting of folder hierarchy, folder numbers, names and descriptions) for a defined part of the organization. The Record Management System must provide the capability for only authorized users to create, edit and delete the File Plan. More than one File Plan may exist in an organization. Creating the File Plan: With many standards evolving, notably DoD-5015, MoReq and PRO it became evident that overall patterns & practices are consistent but variation do exist, especially in the area of terminology and mandatory attributes required against file plan components. To cater for these variations eB allows File Plan components to be classified. It is important to note the difference between File Plan [component] Classification and the actual File Plan Schema . The File Plan schema is used to organize records (and their related rules) hierarchically; the File Plan [component] classification defines the type of nodes that could exist within the File Plan [tree] schema. Collectively these two sets of data form the Record Classification Scheme . Record Classification Scheme: The File Plan scheme consists of a hierarchy of File Plan components. Each File Plan component is of a specific File Plan Class . The File Plan Class would typically be very elementary with only the necessary definition to a) Support a specific standard and b) Capture user specific attributes against the File Plan component. An example of a File Plan Class could be: Attributes on the File Plan component would follow the data scheme defined by the File Plan [component] Class. For example DoD5015 calls for the following attributes on a File Plan Components: Once the File Plan [component] classes and attribute definition is configured; we embark on defining the actual File Plan schema. In this example ‘Staffing Strategies’ is a File Plan component of type ‘Folder’ and will therefore have attribute instance data of [say] ‘Vital Record Indicator’ stored against it.
↧