Defining a uniform subject classification system incorporating document management/records retention functions专利检索-术语学家企业组织专利检索查询-专利查询网

Defining a uniform subject classification system incorporating document management/records retention functions

阅读：34发布：2020-08-02

专利汇可以提供Defining a uniform subject classification system incorporating document management/records retention functions专利检索，专利查询，专利分析的服务。并且An interlingual mechanism to achieve uniformity when classifying anything by subject. Using generic terminology in an especially oriented hierarchical structure, it directs the user to a single classification. The system captures acronyms, vernacular and industry-specific, as well as foreign terms, into a thesaurus that can be modified and appended as classification needs change. The system nulllearnsnull as synonyms are added to nullfamily groupsnull, capturing differences in individual perception. Searching for an entity is quickly successful by reversing the process. To ask the system for the location of any item, a descriptive term is entered that the individual believes best describes the object in question. If this entry results in a nullhitnull, all information pertaining to the item is then available to query. If the entry term does not find a match in the generic structure, the system will search the synonym data base for a match. By arranging nullgeneric termsnull in a classified format, the system provides a single location for each record series and enables linking all relevant administrative document management functions and legal retention requirements. Selective and timely purging of documents is thus made possible, greatly facilitating the management of information for both current and prospective use.，下面是Defining a uniform subject classification system incorporating document management/records retention functions专利的具体信息内容。

权利要求

I claim:1. A computer implemented method for uniformly classifying documents comprising the steps of: a) assigning to a document to be classified a set of predetermined class codes from a class database, said class codes arranged in a hierarchy from general to specific; b) assigning a retention period to said document; c) storing the class code and retention period assigned to said document as part of a record in a document database. 2. The method defined by claim 1 wherein each of said class codes is selected from terms used in business and government. 3. The method defined by claim 1 further comprising the steps of: a) assigning to said document a document type; b) storing the document type assigned to said document as part of said record in said document database. 4. The method defined by claim 3 wherein said assigned retention period is based upon the class code and document type assigned to the document. 5. The method defined by claim 3 wherein said document type is one of official, informational, vital and sensitive. 6. The method defined by claim 1 further comprising the steps of: a) assigning to said document a media type and location; b) storing the media type and location assigned to said document as part of said record in a document database. 7. The method defined by claim 1 wherein at least one of said class codes has at least one associated synonym stored in a synonym database. 8. The method defined by claim 1 further comprising the steps of: a) searching said document database by class code and b) generating a display showing matching records. 9. The method defined by claim 7 further comprising the steps of: a) receiving a term as search parameter; and b) searching said document database using said search parameter by class code and generating a display showing records in said document database where said search parameter matches the class code, and if no matching records are found, searching said synonym database and generating a display showing records in said document database having a class code associated with a synonym which matches said search parameter. 10. The method defined by claim 7 wherein said synonym database is customizable at a user workstation for use by a user at said user workstation. 11. The method defined by claim 9 further comprising the step of: a) assigning to said document a document access code specifying permitted user access based on at least one of a chart of accounts and an organization chart; b) stored the access code in said document database; c) assigning to a user a user access code based on said user's position within at least one of said chart of accounts and said organization chart; d) preventing said user from accessing records in said document database which do not have a document access code which matches said user's user access code.

说明书全文

BACKGROUND OF THE INVENTION

&null;0001&null; The exponential growth of information within an enterprise which is stored in individual document form has created a need for a reliable mechanism to purge individual documents when no longer legally or otherwise required, as well as locate them in an efficient manner.

&null;0002&null; In an age when the growth of information contained within documents has been exponential, a missing element is the ability to determine the proper life cycle for a document, and thus, make it possible for the document to be purged on a scheduled basis. However, to safely accomplish this purging process, a document management system typically requires that a significant amount of detail be stored with the document.

&null;0003&null; Since all retention scheduling is based on the subject matter of a document, it is essential that the system identify the subject matter of all documents in a consistent manner. Additionally, the terms used to identify the subject matter must conform to the terms used in legislation to identify documents as well as the terminology in current use within the enterprise.

&null;0004&null; The present invention provides a reliable mechanism to accomplish this task.

&null;0005&null; In systems having this capability, the &null;type&null; of document must also be determined. Different types of documents within the same subject matter area may have different retention requirements. The system must be able to determine the type of document at the outset. This &null;type&null; information specifies whether a particular document is &null;official&null; or &null;informational&null; and whether it is also &null;vital&null; or &null;sensitive.&null; The type of document determines the level of protection afforded and has a direct impact on determining the life-cycle of the document. Additionally, document type impacts the decision as to the media selected to store it, whether electronic, paper or film.

&null;0006&null; Official documents are those documents identified in a retention schedule as having either administrative or legislative retention requirements. Properly, only official documents are subject to archiving.

&null;0007&null; Informational documents (largely copies) have their own destruction schedule based on need. They are not archived and their life cycle must not exceed official documents of the same subject. They are destroyed at the office level when their usefulness is over. Normally, informational documents have a substantially shorter life-cycle than official documents pertaining to the same subject.

&null;0008&null; Vital documents are those that are absolutely essential to the conduct of the enterprise and whose loss would be hugely expensive or would irrefutably damage continued operations.

&null;0009&null; Sensitive documents contain, for example:

&null;0010&null; 1. Personnel information which provides confidential data.

&null;0011&null; 2. Information that in the hands of a competitor could be used to embarrass or cast a bad image on the enterprise with its customers or the public.

&null;0012&null; 3. Marketing, product development or corporate changes that could sabotage effectiveness.

SUMMARY OF THE INVENTION

&null;0013&null; A system is disclosed for providing a true interlingual mechanism to achieve uniformity when classifying documents by subject to assist in the management, complying with retention requirements and long term storage of documents of an organization. In this connection, as used herein, the term document includes, without limitation, the hard copy and digitally stored version of the output of a computer program such as a wordprocessor, microfilm or microfiche, correspondence of all types and office folders which themselves may contain documents. Although not a document by this definition, objects such as furniture and the like may also be classified by creating a label (in this case, the document) which contains all of the relevant classification information for the object. Using generic terminology in a hierarchical structure, use of the system directs a user of the system to a single classification for any document. The system captures acronyms, vernacular and industry specific terms as well, as foreign terms, into a thesaurus that can be modified and appended as classification needs change. The system learns as synonyms are added to the hierarchical structure capturing differences in individual perception.

&null;0014&null; Legislative terminology describes document retention requirements by subject. In this connection, two major issues exist:

&null;0015&null; 1. Documents whose retention is covered by legislative requirements must be retained a prescribed period of time, after a certain event takes place, e.g., after an audit is completed, when the document is superseded, when its purpose has been completed (such as a contract) and for certain corporate documents).

&null;0016&null; 2. Legal penalties exist, including fines, where purging of documents occurs before their legal requirements have been met. On the other hand, retaining documents longer than their legal requirement can have both a &null;sword and a shield&null; effect where litigation is concerned.

&null;0017&null; With billions of documents being filed every day, the volume of documents subject to legislative retention offer additional justification for a system that makes retrieval inexpensive and predictable. Current practices involving the classification of documents make it difficult to identify documents by subject. However, retention legislation identifies documents by subject.

&null;0018&null; Accordingly, all documents must be identified by subject and ultimately destroyed consistently with the enterprise's official retention schedule.

&null;0019&null; In most cases legislation is silent as to the specific media to be used to &null;house&null; a document, This means that legislative retention requirements apply to all media. For example, if the paper document is destroyed and it continues to exist on magnetic media, the retention schedule is not effective and is not being enforced. This invention provides a reliable structure to accomplish compliance with all legislative retention requirements.

&null;0020&null; In addition to classifying documents to ensure compliance with legislatively or other required retention schedules, as a bi-product, the invention includes the capability of searching for the location of a particular document. To use the system for the location of any particular document, a descriptive term is entered at a query prompt that the user believes best describes the subject matter of the document in question. If this entry results in a hit, all information pertaining to the document is then available to query. An example of a screen display in which such a query may be made is shown in FIG. 3. For example, entry of a descriptive term produces a particular subject classification (i.e., a class code as described below).

&null;0021&null; For a typical user, there is just a small set of documents within his or her responsibility. Thus, once within this relatively small set of documents, if only those assigned a particular class code are deemed to be &null;hits,&null; the user is able to easily select the correct document from the set of hits. For users whose responsibility includes a large set of documents such that it would not be feasible to select a desired document from a list of documents assigned a particular class code hit list, a full range of attribute filters would be available to narrow the hits. Examples of such attribute filters include location (physical location such as file cabinet or work station), acronym (class codes, alpha and/or numeric references, i.e., form numbers, department IDs), organizational unit (cost center number, department number), subject description (i.e., class code), label description (e.g., three line description for a particular tangible asset as shown in FIG. 1. If the entry term does not find a match in the hierarchical structure, the system will search a synonym database for a match. If the search of the synonym database also does not yield the desired document, it must be concluded that the desired document has not been classified.

&null;0022&null; By arranging terms from the general to the specific in a consistent classification format, the system is able to specify a physical location for a hard copy of a document by office, box, in draw and folder, or of a document on magnetic or similar media by diskette location, hard disk drive location (i.e., computer) or network drive location (i.e., server) and file name. In this manner, for each document within a set of records, linking all relevant administrative document management functions and legal retention requirements for each document classified in the system is possible.

&null;0023&null; Selective and timely purging of documents is thus made possible, greatly facilitating the management of information for both current and prospective use.

BRIEF DESCRIPTION OF THE DRAWINGS

&null;0024&null; FIG. 1 is a screen display showing a query screen for performing a search.

&null;0025&null; FIG. 2 is a screen display showing a list of synonyms.

&null;0026&null; FIG. 3 is a screen display showing a query screen for performing a search.

&null;0027&null; FIG. 4 is a screen display showing the results of a query of the type shown in FIG. 3.

&null;0028&null; FIG. 5 is a screen display showing a query screen for performing a search.

&null;0029&null; FIG. 6 is a screen display showing the results of a query of the type shown in FIG. 5.

&null;0030&null; FIG. 7 is a screen display showing the results of a query of the type shown in FIG. 5.

&null;0031&null; FIG. 8 is a block diagram showing a high level view of the functions performed by the invented system.

&null;0032&null; FIG. 9 is a block diagram showing the store documents function.

&null;0033&null; FIG. 10 is a block diagram showing the maintain inventory function.

&null;0034&null; FIG. 11 is a block diagram showing the maintain system function.

&null;0035&null; FIG. 12 shows the layout for the entity relationship diagram shown in FIGS. 12A-12F.

&null;0036&null; FIGS. 12A-12C show the first row of Figures forming the entity relationship diagram.

&null;0037&null; FIGS. 12D-12F show the second row of Figures forming the entity relationship diagram.

&null;0038&null; FIG. 13 shows the layout for the logical database model shown in FIGS. 13A-13L.

&null;0039&null; FIGS. 13A-13D show the first row of Figures forming the logical database model.

&null;0040&null; FIGS. 13E-13H show the second row of Figures forming the logical database model.

&null;0041&null; FIGS. 13I-13L show the third row of Figures forming the logical database model.

&null;0042&null; FIG. 14 shows the layout for the physical database model shown in FIGS. 14A-14L.

&null;0043&null; FIGS. 14A-14D show the first row of Figures forming the physical database model.

&null;0044&null; FIGS. 14E-14H show the second row of Figures forming the physical database model.

&null;0045&null; FIGS. 14I-14L show the third row of Figures forming the physical database model.

DETAILED DESCRIPTION OF THE INVENTION

&null;0046&null; This invention is a computer based system which provides a reliable structure to properly identify and track documents used by an enterprise throughout their life cycle to provide an efficient and easy to use mechanism to ensure that document retention requirements are complied with while enabling the orderly destruction of documents once their retention requirements have been satisfied.

&null;0047&null; In order to meet all the requirements of a document management system, it is necessary to develop a technique for classifying documents by subject. For this reason, the requirements of a document management system are more disciplined than any other component of an information resource management environment. One particular component is a detail tracking mechanism that must be in place to know where each document is and how many copies exist so that they all may be destroyed according to schedule.

&null;0048&null; Schedules must be rigorously followed. If the documents in question have to do with a litigation, the court in which the litigation is pending will test to determine if a true schedule exists and if records are destroyed in accordance with the schedule. If a true retention schedule does not exist, the company can be sanctioned for destroying records related to the case. The source of protection, and limiting exposure, lies within a disciplined document management program and enforcement of document retention policies covering all media.

&null;0049&null; Classification is performed when the document is created. There are a number of reasons for developing software that makes retrieval easier and control and tracking a bi-product of the processing which of necessity is already being performed. One factor which leads to performing document classification at document creation is placing the responsibility for classifying the document on the individual creating the document. The individual creating the document is in the best position to provide its proper classification. The time it takes to learn proper classifications for the subject areas involved for the normal user is relatively short, typically a matter of hours. This small investment in time substantially reduces the time required for searches to locate documents for retention schedule compliance and for retrieval. Learning to classify at the time a document is &null;saved&null; enables the use of the same procedure when a search needs to be performed.

&null;0050&null; Almost all search engines in use today rely on various mechanical techniques and sophisticated algorithms to find documents that have been saved by an author using &null;on-the-fly&null; techniques for classifying. This invention provides a mechanism for the author/creator of the document to classify the document properly, and, in such a form that anyone searching for the document would, following the same sequence, find the document with ease. This makes investing a small amount of time on the &null;save&null; side important because it makes the search time much more productive and far quicker than prior art approaches.

&null;0051&null; The selection of terms and what are referred to as classes used in a hierarchical structure to classify documents must be of the most generic form possible. Terms used in each class, i.e., Major, Primary, Secondary, Tertiary and Quaternary, requires that each word has a relative relationship and the same value level as any other word in that grouping. In order to simplify the subject description, where possible, the first two letters of the word used in each level of hierarchy is selected as its acronym.

&null;0052&null; In a very short period of time, the acronyms become easily translatable as the individual users have an opportunity to work with the system. This ease of learning is more easily understood since the range of subjects in use by a predominance of users is limited to a very small number, usually between 10 and 15 classes. Rarely does anyone using a typical work station require global searches, i.e., searches extending through multiple organizational units. Such searches would require special security clearance and a substantial knowledge of system navigation.

&null;0053&null; The invention also employs the intelligent use of synonyms, i.e., a synonym database, as pointers. Synonyms are used to direct the user to the &null;official&null; term for the appropriate classification. To populate the synonym database, a document inventory is taken to collect the local terms being used to describe documents. It should be noted that a detailed inventory of document descriptions currently existing (i.e., prior to implementation of the invention) is not needed. However, when a system implementing the invention is initially used, it is preferable that there be some inventory of terms (synonyms) in use be available to the new users of the system to improve acceptance of the system and productivity. This inventory or synonym database can be created manually, i.e., by manual entry as part of the Browse Synonym function shown in FIG. 9. The synonym database contains all or a subset of terms in use by the organization to refer to a particular document instead of the &null;official&null; term used to classify that document. A screen display used for this purpose is shown in FIG. 2.

&null;0054&null; Synonyms are assigned to each level of the hierarchy. This enables anyone to use a term that they perceive is related to the subject matter and be directed to a unique official classification.

&null;0055&null; There should be only one location in the hierarchy for any document. If it appears that there is more than one location, it generally means that the selected classification is not as precise as it should be, and it is likely that an additional classification should be added.

&null;0056&null; One of the most important strengths of using a synonym database to link the elements of the hierarchy is that it makes possible the use of local vernacular. Changes to the hierarchy are rare, leaving its structure stable. Almost all changes can be easily accomplished through changes in synonyms.

&null;0057&null; Because of the global scope of this invention, such as its use on the Internet, the use of foreign language terms in the synonym database makes it possible for the system to uniformly classify documents (as well as any other item) using any language throughout the world. With this range of flexibility, a unique classification tool exists for any multi-national information system.

&null;0058&null; One of the important aspects of this invention relates to its record retention components which create a records retention linkage. This includes tracking and providing a direct linkage to the terminology used in the U.S. Code of Federal Regulations and to similar legislative retention requirements of any other country. In addition to identifying the media, it also catalogs the type of record.

&null;0059&null; The document type determines the essential security requirements for these documents.

&null;0060&null; Use of the invention provides a system that ensures uniformity by all users when classifying documents by subject, i.e., a uniform subject classification system. This invention provides a hierarchically structured, subject oriented database, populated with terms in current use by the enterprise (i.e., chart of accounts and organizational chart) and by legislative references which pertain to the retention of documents. A typical set of class codes names with class code acronyms in a uniform subject classification is shown in Appendix I.

&null;0061&null; When a document is &null;saved,&null; as on a magnetic media, or simply classified manually as in hardcopy documents, the system provides classification tools that enable the process to &null;find&null; the single proper classification in the hierarchy.

&null;0062&null; The &null;search&null; process is the reverse, where the search word (subject description) is entered into the system and the classification tools lead the user to the proper classification and then to the document being sought.

&null;0063&null; Supplemental databases containing synonyms are available for each line of the classification scheme. These databases can be added to by the user and in this way translate acronyms, local vernacular, abbreviations and foreign terms that reveal the user's perception of the subject being sought.

&null;0064&null; Associated with all documents belonging to the same subject (referred to as a &null;File Series&null;) are a body of particular attributes set forth by legislative or informational requirements.

&null;0065&null; The invention provides a tracking mechanism to enable protecting, finding and retrieving a document, or group of documents (file series) when needed and to ultimately locate and destroy them when their life-cycle has been completed, as specified by an official retention schedule.

&null;0066&null; Using The Uniform Subject Classification System

&null;0067&null; I. Build A Classification Structure

&null;0068&null; Select terms from legislative, business, government and other industry sources. Adapt terms used in the Code of Federal Regulations, state statutes and terms that are industry specific. Organize selected terms into hierarchical order, i.e., primary class and sub-classes (i.e., secondary, tertiary, etc.).

&null;0069&null; II. Apply Synonyms To The Classification Structure

&null;0070&null; Assemble synonyms into a thesaurus and connect the synonyms with a particular file series (i.e., a line in the class hierarchy).

&null;0071&null; Build a database of local vernacular, acronyms, technical terms, etc.

&null;0072&null; Organize the database into the classification structure built in step I, appending to the synonym database, as appropriate.

&null;0073&null; Modify major classes, primary classes, secondary classes, etc. as required to fit the working environment.

&null;0074&null; III. Classify Documents

&null;0075&null; Determine major classes, e.g.,: Accounting, Administration, Finance, Marketing, Corporate, Legal, Engineering, etc. Major classes should be by functional class, not organizational names.

&null;0076&null; Using the first two characters in the class description, assign functional descriptions from the general to the specific, under the selected major class, then do the same thing for the selected primary class, secondary class, etc., until no further delineation is needed to classify all documents of interest. In most cases, no more than tertiary or quaternary classes are needed. For example, a document containing &null;Employee Expense Accounts&null; would be classified as follows:

&null;0077&null; AC Accounting (MAJOR)

&null;0078&null; PA Payables (PRIMARY)

&null;0079&null; EM Employee (SECONDARY)

&null;0080&null; which results in the Uniform Subject Classification Code:

&null;0081&null; ACPAEM ACCOUNTING, PAYABLES, EMPLOYEE

&null;0082&null; Depending on need, class levels can be adjusted to fit local conditions.

&null;0083&null; AD Administration Level 1

&null;0084&null; FA Facilities Level 2

AD&null;Administration

Level 1

Facilities

Level 2

BU Buildings

Level 3

&null;&null;OF Offices

Level 4

&null;&null;&null;FU Furnishings

Level 5

&null;&null;&null;&null;AR Art

Level 6

&null;&null;&null;&null;DE Desk

Level 6

&null;0085&null; With the above class levels, the following are examples of acronyms which could be employed:

&null;0086&null; ADFAOF Administration, Facilities, Offices

&null;0087&null; ADFAOFFU Administration, Facilities, Offices, Furnishings

&null;0088&null; ADFUDE Administration, Furnishings, Desk

&null;0089&null; ADFUAR Administration, Furnishings, Art

&null;0090&null; The particular acronym which would be employed in any given situation would depend on how many levels are needed to identify particular items of interest so that they can be efficiently retrieved. For example, in some situations just two or three levels are sufficient because the number of items which are classified at that level of detail is sufficiently small such that a user can see on a single screen display all potential hits from which the desired item may be selected. In other situations, more levels may be needed where there are numerous items that satisfy a particular class code.

&null;0091&null; In these examples, the document would be a label affixed to the artwork or the desk. Such labels may also be affixed to a document or folder or box containing documents and/or folders. Additional data appearing on the label, referred to as &null;label lines,&null; providing specific descriptions beyond the class itself. Label line descriptions are extensions of the class code and are searchable using well known automated search techniques. Labels are a part of the record when attached with the same retention value as the record which normally is then case when the label is associated with a particular folder. It should be noted that labels do not have a retention value when attached to an asset such as a desk.

&null;0092&null; IV: Finding Documents using the Uniform Subject Classification System

&null;0093&null; To illustrate this step, assume that it is desired to find job descriptions for an employee's new assignment as Budget Analyst, a newly created position.

&null;0094&null; To determine what may be available to aid in the creation of a new job description, enter lid the term &null;job description&null; in an inventory label search field to determine the location for all Job Descriptions. In this connection, the label search field is part of a query screen display, an example of which is shown in FIG. 1.

&null;0095&null; A typical response to the query provides the acronym of &null;HRJD&null;, or &null;Human Resources, Job Descriptions&null; as shown in the screen display of FIG. 3.

&null;0096&null; Next, assuming that any job description for an Analyst would help in creating the new job description, a search on the word &null;Analyst&null; within the &null;HRJD&null; segment of the hierarchy displays &null;HRJDSA&null; for job descriptions related to a range of Systems Analysts positions as shown in the screen display of FIG. 4 and &null;HRJDMA&null; for job description of a Marketing Analyst also shown in the screen display of FIG. 4.

&null;0097&null; Next, search for job descriptions that are involved with the budgeting process to identify the terms used in describing the tasks and skills required:

&null;0098&null; Enter the word &null;budget&null; as shown in the screen display of FIG. 5.

&null;0099&null; With full security clearance, the system would return:

&null;0100&null; &null;FIBU&null; or Finance, Budgets.

&null;0101&null; as shown in the screen display of FIG. 6.

&null;0102&null; From the synonym table, the display would show the contents of the class table for the item located by the search as containing:

&null;0103&null; &null;HRJD&null; or &null;Human Resources, Job Description&null;

&null;0104&null; as shown in the screen display of FIG. 4.

&null;0105&null; From the synonym table, a display would show the &null;folder&null; contents as containing a job description for &null;Manager, Budget Planning &null; as shown in the screen display of FIG. 7.

&null;0106&null; By inspection, the searcher would select the analyst job descriptions as well as the one for &null;Manager&null; that might help in preparing the new description.

&null;0107&null; V. Associate The Class Acronym With Retention Data

&null;0108&null; Once steps I-III have been performed, it is possible to generate a report for each classification with the information shown in Table I. The information in the Med Typ, Rec Typ, Start After, Off Ret and RC Ret columns is initialized for each new document added to the system based on the class code. That is, for each class code, this information is stored in a class table and is predetermined based on business and government regulations. The information in the RCopy CC&null; column is obtained from a location table and is preset with a location code based on the workstation from which the data for the record was entered. By changed the data in the class table or location table, all documents associated with that class code or location would be changed as well. However, all of this information can be changed for individual documents, and once changed for a particular document, changes at the class table or location table level are not reflected in the records for such documents.

TABLE I

Class

Med

Rec

Start

Off

RCopy

No.

Acronym

Class Code Name

Typ

After

Ret

CC&null;

124

Administration

&null;0

125

ADFU

Furnishings

993452

126

ADFUDE

Desks

993452

127

ADFUDEEX

Executive

993452

&null;0109&null; In Table I, each row corresponds to a file series.

&null;0110&null; The column labeled &null;No.&null; contains a unique computer generated numbers used to represent each file series.

&null;0111&null; The column labeled &null;Class Acronym&null; contains the classification acronyms.

&null;0112&null; The column labeled &null;Class Code Name&null; contains the official terms to describe documents.

&null;0113&null; The column labeled &null;Med Typ&null; represents media type, i.e., paper, magnetic, microfiche, etc. Each media type in the example is represented by a number, for example, 0 for paper, 1 for magnetic, 2 for microfilm, 3 for microfiche, 4 for CD-ROM.

&null;0114&null; The column labeled &null;Rec Typ&null; represents record type, i.e., Vital (V), Informational (I), Official (O), Sensitive (S).

&null;0115&null; The column labeled Start After contains the date starting the retention, e.g., annual review (AR), completed (CT), superseded (SU), current year (CY) and final audit (FA). The retention start date marks the beginning of the &null;clock&null; as related to &null;upon the completion of the audit&null; when the record is superseded, or beginning when the contract has been completed, or when a license has expired. As a result, the creation date has little relevance to the legislative requirement for retention.

&null;0116&null; The column labeled &null;Off Ret&null; represents office retention in months.

&null;0117&null; The column labeled &null;RC Ret&null; represents records center retention in months.

&null;0118&null; The column labeled &null;RCopy CC&null;&null; represents record responsibility copy cost center number. This is the cost center number as identified in the Chart-of-Accounts for the organization. This cost center is the only cost center which can send documents in this file series to a long term storage facility (for archival). All other holders of copies of such documents (i.e., informational copies) would have been instructed to destroy such copies at the office level according to a predefined schedule for destruction of such documents, which as previously noted, would predate scheduled destruction of the official copy of the document. An expanded example of a retention schedule appears in Table II.

TABLE II

REPRESENTATIVE CLASSIFIED RETENTION SCHEDULE

WITH CITATIONS AND REFERENCES

CLASS

MED

REC

START

OFF

TOT

R COPY

ACRONYM

CLASS CODE NAME

TYP

AFTER

RET

CC&null;

REFERENCE

ACCOUNTING

55000

26 CFR 1.6001.1

ACAJ

ADJUSTMENTS

55260

26 CFR 1.6001.1

ACAJIT

INVENTORY

55260

ADMIN. DECISION

ACAJITCN

CONSOLIDATIONS

55260

26 CFR 1.6001.1

ACAJITMN

MAINTENANCE

55260

ADMIN. DECISION

ACAJITWH

WAREHOUSE

55260

26 CFR 1.6001.1

ACAJRB

REIMBURSEMENTS

55800

26 CFR 1.6001.1

ACAS

ASSETS

55300

26 CFR 1.6001.1

ACASAM

AMORTIZATIONS

55330

26 CFR 1.6001.1

ACASAP

APPROPRIATIONS

55330

26 CFR 1.6001.1

ACASCA

CAPITALASSETS

216

240

55330

26 CFR 1.6001.1

ACASCACC

COMPANY VEHICLES

120

55330

26 CFR 1.6001.1

ACASDE

DEPRECIATING

55340

26 CFR 1.312-15

ACASIT

INVENTORY

55440

26 CFR 1.6001.1

ACASITSP

SPECIAL ACCOUNTS

55440

26 CFR 1.6001.1

ACASITSU

SURPLUS

55440

26 CFR 1.6001.1

ACASITWH

WAREHOUSE

55440

26 CFR 1.6001.1

ACASITWHDI

DISBURSEMENTS

55440

26 CFR 1.6001.1

ACASPR

APPRAISALS

216

240

55200

26 CFR 1.6001.1

ACASVE

VEHICLES

55440

26 CFR 1.6001.1

ACAU

AUDIT

56000

26 CFR 1.6001.1

ACAUEX

EXTERNAL

56000

26 CER 1.6001.1

ACAUIN

INTERNAL

56100

26 CFR 1.6001.1

ACAZ

AUTHORIZATIONS

55260

ADMIN. DECISION

ACAZAV

TRAVEL

55290

ADMIN. DECISION

ACAZAVDO

DOMESTIC

55290

ADMIN. DECISION

ACAZAVIN

INTERNATIONAL

55290

ADMIN. DECISION

ACBA

BANKING

55500

ADMIN. DECISION

ACBACH

CHECKS

55500

26 CFR 1.6001.1

ACBACHCO

CHECK COPIES

55500

26 CFR 1.6001.1

ACBACHPC

PETTY CASH

55500

26 CFR 1.6001.1

ACBACHPY

PAYROLL

55550

29 CFR 516.2,.5,.6

ACBACHRE

REQUEST

55500

ADMIN. DECISION

ACBACO

CASH OPERATIONS

55570

26 CFR 1.6001.1

ACBADP

DEPOSIT SLIPS

55570

26 CFR 1.6001.1

ACBADR

DRAFTS

55570

26 CFR 1.6001.1

ACBALC

LETTERS OF CREDIT

55570

26 CFR 1.6001.1

ACBARE

RECONCILIATIONS

55570

26 CFR 1.6001.1

ACBARM

BANK REMITTANCE

55570

26 CFR 1.6001.1

ACBARS

RESOLUTIONS

55500

26 CFR 1.6001.1

ACBAST

STATEMENTS

55570

26 CFR 1.6001.1

ACBASTDO

DOMESTIC

55570

26 CFR 1.6001.1

ACBASTFO

FOREIGN

55570

31 CFR 103.32

ACBI

BALANCE SHEETS/INCOME

456

480

77000

26 CFR 1.6001.1

STATEMNT

ACBIAN

ANALYSIS

456

480

77000

26 CFR 1.6001.1

ACBIPL

PROFIT & LOSS

456

480

77000

26 CFR 1.6001.1

ACCA

CAPITAL EXPENDITURES

55440

26 CFR 1.6001.1

ACCARE

REQUESTS

446

470

55440

ADMIN. DECISION

ACCAWP

WORKING PAPERS

446

470

55440

ADMIN. DECISION

ACCH

CHART OF ACCOUNTS

987

999

55000

ADMIN. DECISION

ACCO

COST ACCOUNTING

55700

26 CFR 1.6001.1

ACCR

CREDIT

108

55800

26 CFR 1.6001.1

ACCRAD

ADJUSTMENTS

55800

31 CFR 103.33

ACCRAL

APPROVAL

55800

ADMIN. DECISION

ACCRAP

APPLICATIONS

55800

31 CFR 103.33

ACCRCO

COLLECTIONS

55800

29 CFR 516.2

ACCRCODO

DOUBTFUL ACCOUNTS

108

120

55800

26 CFR 1.6001.1

ACCRDO

DEPOSITS

55800

ADMIN. DECISION

ACCRMM

MEMOS

55800

26 CFR 1.6001.1

ACCRRT

REMITTANCES

55800

26 CFR 1.6001.1

ACIN

INVOICES

55100

ADMIN. DECISION

ACINEX

EXPORT

55100

ADMIN. DECISION

ACIV

INVESTMENT CREDITS

77000

26 CFR 1.46.1&

1.6001.1

ACJV

JOURNAL VOUCHERS

216

240

55440

26 CFR 1.6001.1

ACLE

LEDGERS

987

999

55440

26 CFR 1.6001.1

ACLEAS

CAPITAL ASSETS

55440

26 CFR 1.6001.1;

1.312-15

ACLEBA

BANK

120

55440

26 CFR 1.6001.1

ACLEBO

BOND

120

55440

26 CFR 16001.1

ACLECA

CASH

55440

26 CFR 1.6001.1

ACLECC

COST & CONTROL

55440

26 CFR 1.6001.1

ACLECH

CHECK REGISTER

55440

26 CFR 1.6001.1

ACLECM

CREDIT MEMOS

55440

26 CFR 1.6001.1

ACLECU

CREDIT UNION

55440

26 CFR 1.6001.1

ACLEDI

DIVIDEND

120

55440

26 CFR 1.56-2

ACLEDR

DRAFTS

55440

26 CFR 1.6001.1

ACLEEX

EXPENSE

55440

26 CFR 1.6001.1

ACLEGL

GENERAL LEDGER

987

999

55440

26 CFR 1.6001.1

CCCP 3001

ACLEIN

INVOICES

55440

26 CFR 1.6001.1

ACLEIS

INSURANCE

55440

ADMIN. DECISION

ACLEIV

INVENTORY

216

240

55440

26 CFR 1.6001.1

ACLENO

NOTE REGISTER

55440

ADMIN. DECISION

ACLEPA

PAYABLE

987

999

55440

26 CFR 1.6001.1

ACLEPB

PAYROLL

55550

29 CFR 516.2,.5,.6

ACLEPE

PERSONNEL

120

55440

29 CFR 1627.3

ACLEPR

PROPERTY ACCOUNTS

216

240

55440

26 CFR 1.6001.1

ACLEPU

PURCHASING

55440

26 CFR 1.6001.1

ACLERE

RECEIVABLE

55440

ADMIN. DECISION

ACLESA

SALES

55440

ADMIN. DECISION

ACLESE

SECURITIES

120

77000

26 CFR 1.6001.1

ACLEST

CAPITAL STOCK

120

10000

26 CFR 1.56-5

ACLESU

SUBSIDIARY

55440

26 CFR 1.6001.1

ACPA

PAYABLES

55100

26 CFR 1.6001.1

ACPAEM

EMPLOYEE EXPENSES

55100

26 CFR 1.274-5

ACPAEMCC

CREDIT CARDS

55100

26 CFR 1.274-5

ACPAFR

FREIGHT

55150

26 CFR 1.6001.1

ACPAIN

INVOICES

55150

26 CFR 1.6001.1

ACPALE

LEASING

55100

26 CFR 1.6001.1

ACPALEVE

VEHICLES

55100

26 CFR 1.6001.1

ACPALEVEQ

QUESTIONNAIRES

55100

26 CFR 1.6001.1

ACPANO

NOTES, PAYABLE

55100

26 CFR 1.6001.1

ACPAPP

PREPAID EXPENSES

55100

ADMIN. DECISION

ACPATC

TELEPHONE BILLS

55100

26 CFR 1.6001.1

ACPAVE

VENDORS

55100

26 CFR 1.6001.1

ACPAVO

VOUCHERS

55100

26 CFR 1.6001.1

ACPB

PAYROLL

55300

29 CFR 516.2

ACPBDE

DEDUCTIONS

55300

26 CFR 31.6001.1

ACPBTI

TIME SHEETS

55300

29 CFR 516.2,.5,.6

ACPBWX

W-2'S & ALL GOVNMT PAYROLL RP

55300

29 CFR 516.2

ACRC

RECONCILIATIONS

55800

26 CFR 1.6001.1

ACRE

RECEIVABLES

55900

26 CFR 1.6001.1

ACREAJ

ADJUSTMENTS

108

120

55900

ADMIN. DECISION

ACREBI

BILLING

108

120

55900

29 CFR 516.2

ACRT

REMITTANCES

55910

ADMIN. DECISION

ACTA

TAX

55920

26 CFR 1.6001.1

ACTACO

CORPORATE

55920

26 CFR 1.6001.1

ACTAFE

FEDERAL

55920

26 CFR 1.6001.1

ACTAFO

FOREIGN

120

55930

29 CFR 516.2

ACTALO

LOCAL

55920

26 CFR 1.6001.1

ACTAPB

PAYROLL

55950

26 CFR 1.6001.1

ACTAPR

PROPERTY

55940

26 CFR 1.6001.1

ACTASA

SALES

55960

26 CFR 1.6001.1

ACTAST

STATE

55920

26 CFR 1.6001.1

ACTAUN

UNEMPLOYMENT

55945

26 CFR 31.6001.1

ADMINISTRATION

20000

ADMIN. DECISION

ADAG

AGENDAS/SCHEDULES

21000

ADMIN. DECISION

ADAS

ASSOCIATIONS/ORGANIZATIONS

21000

ADMIN. DECISION

ADBU

BULLETINS/PUBLICATIONS

21100

ADMIN. DECISION

ADBUDM

DEVELOPMENT MATERIAL

21100

ADMIN. DECISION

ADBUFR

FREIGHT BROCHURES

21100

ADMIN. DECISION

ADBUPD

PRODUCTION

21000

ADMIN. DECISION

ADCH

CHRONOLOGICAL FILES

22000

ADMIN. DECISION

ADCO

COMMITTEES/MEETINGS

21000

ADMIN. DECISION

ADCQ

COMMUNICATIONS

25000

ADMIN. DECISION

ADCR

CONSULTANT INFORMATION

21000

ADMIN. DECISION

ADCU

CORRESPONDENCE

22000

ADMIN. DECISION

ADCUID

INTERDEPARTMENT

22000

ADMIN. DECISION

ADCUIN

INSURANCE

120

22000

ADMIN. DECISION

ADCUMK

MARKETING

22000

ADMIN. DECISION

ADDP

EDP-INFORMATION SYSTEMS

24000

ADMIN. DECISION

ADDPLY

TAPE LIBRARY

24100

ADMIN. DECISION

ADES

EMPLOYEE SUGGESTIONS

20000

ADMIN. DECISION

ADIN

INSURANCE

26000

ADMIN. DECISION

ADINCL

CLAIMS

26000

ADMIN. DECISION

ADINCV

COMPANY VEHICLES

26100

ADMIN. DECISION

ADISPO

PRINTOUT

26100

ADMIN. DECISION

ADLS

LEASING

26400

ADMIN. DECISION

ADLSOF

OFFICE EQUIPMENT

26400

ADMIN. DECISION

ADLY

LIBRARY

22000

ADMIN. DECISION

ADOA

OFFICE AUTOMATION

24000

ADMIN. DECISION

ADOF

OFFICE EQUIPMENT

22100

ADMIN. DECISION

ADOR

ORGANIZATION CHARTS

228

240

22000

ADMIN. DECISION

ADPC

PROCEDURES

216

240

22700

ADMIN. DECISION

ADPL

PLANNING

22700

ADMIN. DECISION

ADPO

POLICIES

228

240

22700

ADMIN. DECISION

ADPR

PROJECTS

22000

ADMIN. DECISION

ADPS

PRESENTATION MATERIAL

22000

ADMIN. DECISION

ADPU

PURCHASING

22800

ADMIN. DECISION

ADPUDS

DISTRIBUTION

22800

ADMIN. DECISION

ADRE

RECORDS MANAGEMENT

22900

ADMIN. DECISION

ADRERQ

REQUESTS

22900

ADMIN. DECISION

ADRERS

RETENTION SCHEDULE

963

999

22900

ADMIN. DECISION

ADRERV

VITAL RECORDS

999

22900

ADMIN. DECISION

ADRG

REPROGRAPHICS

22800

ADMIN. DECISION

ADSH

SHIPPING

23000

26 CFR 1.6001.1

ADSHBL

BILLS OF LADING

23000

26 CFR 1.6001.1

ADSU

SUPPLIES

22800

ADMIN. DECISION

ADTR

TRAVEL INFORMATION

20200

ADMIN. DECISION

CORPORATE

987

999

10000

ADMIN. DECISION

COAC

ACQUISITIONS

216

240

12000

26 CFR 1.6001.1

COAU

AUDITS

15000

26 CFR 1.6001.1

COBD

BONDS

120

12000

ADMIN. DECISION

COBO

BOARD OF DIRECTORS

975

999

10100

CCCP 1500

COBOCM

COMMITTEES

975

999

10100

CCCPCH 15

SEC1500&null;

COBOCO

COMPENSATION

10100

CCCPCH 15 SEC

1500&null;

COBOME

MEETINGS/MINUTES

975

999

10100

CCCPCH 15 SEC

1500&null;

COBY

BY-LAWS

10100

CCCPCH 15 SEC

1500&null;

COCH

CHARTER

10100

CCCPCH 15 SEC

1500&null;

COCT

CONTRIBUTIONS

13000

26 CFR 1.70A-13

COCTMCH

MEETINGS/MINUTES

975

999

13000

CCCPCH 15 SEC

1500&null;

CODB

DOING BUSINESS AS

999

1998

10000

ADMIN. DECISION

COER

ELECTION RECORDS

216

240

10100

CCCPCH 15 SEC

500&null;

COHI

HISTORY

10000

ADMIN.DECISION

COIN

ARTICLES OF INCORPORATION

120

10000

CCCPCH 15 SEC

1500&null;

COME

MERGERS

216

240

12000

CCCP 1109

COSE

SEALS

120

10000

ADMIN. DECISION

COSH

SHAREHOLDERS

975

999

16000

CCCPCH 15 SEC

1500&null;

COSHME

MEETINGS

975

999

16000

CCCP. Sec 15:1500&null;

COSHNO

NOTES

120

16000

ADMIN. DECISION

COSHPR

PROXIES

120

16000

CCCP Sec3

COST

STOCK

975

999

16100

26 CFR 1.57-5

COSTDI

DIVIDENDS

120

16100

26 CFR 1.6001.1

COSTSB

SUBSCRIBERS

16100

ADMIN. DECISION

COSTSU

SUBSCRIPTIONS

120

16100

ADMIN. DECISION

ENGINEERING

90000

ADMIN. DECISION

ENBP

BLUEPRINTS

120

91000

ADMIN. DECISION

ENDA

DATA BOOKS

120

91000

ADMIN. DECISION

ENDE

DESIGNS

987

999

91000

ADMIN. DECISION

ENDR

DRAWINGS

987

999

91000

ADMIN. DECISION

ENFO

FORMULAS, TECHNICAL

120

91100

ADMIN. DECISION

ENIE

INDUSTRIAL ENGINEERING

91300

ADMIN. DECISION

ENIEME

METHODS IMPROVEMENTS

91300

ADMIN. DECISION

ENMA

MAPS

216

240

91000

ADMIN. DECISION

ENPR

PROJECTS

216

240

95000

ADMIN. DECISION

ENSC

SPECIFICATIONS

987

999

91100

ADMIN. DECISION

ENST

STANDARDS

987

999

91300

ADMIN. DECISION

ENTS

TESTING

96000

ADMIN. DECISION

FINANCE

70000

26 CFR 1.6001.1

FIAN

ANALYSIS/STUDIES

71000

ADMIN. DECISION

FIBU

BUDGETS

72000

ADMIN. DECISION

FIBUAZ

AUTHORIZATIONS

72000

ADMIN. DECISION

FIBUES

ESTIMATES

72000

ADMIN. DECISION

FIBUPE

PERFORMANCE ANALYSIS

72000

ADMIN. DECISION

FIBUPL

PLANNING

72000

ADMIN. DECISION

FIBURD

RESEARCH & DEVELOPMENT

72000

ADMIN. DECISION

FICA

CAPITAL PLAN

72500

26 CFR 1.6001.1

FICAEX

EXPENDITURES

72500

26 CFR 1.6001.1

FIEC

ECONOMIC ANALYSIS

120

72200

ADMIN. DECISION

FIFI

FINANCIAL REPORTS

72200

ADMIN. DECISION

HUMAN RESOURCES

30000

ADMIN. DECISION

HRAF

AFFIRMATIVE ACTION

31000

41 CFR 60-741.5,52.

HRBE

BENEFITS

32000

26 CFR 1.414(F)-1

HRBEBP

BONUS PLAN

108

32000

ADMIN. DECISION

HRBEIN

INSURANCE

32100

ADMIN. DECISION

HRBEINAU

AUTHORIZATIONS

32100

26 CFR 1.6001.1

HRBEINCC

COMPANY VEHICLES

32200

26 CFR 1.6001.1

HRBEINCL

CLAIMS

146

158

32100

26 CFR 1.6001.1

HRBEINDE

DENTAL

32100

26 CFR 1.6001.1

HRBEINDI

DISABILITY

32100

26 CFR 1.6001.1

HRBEINLI

LIFE

32110

29 USC 626

HRBEINME

MEDICAL

32110

26 CFR 1.6001.1

HRBEINPL

PLAN

32110

29 USC 626

HRBEINUN

UNEMPLOYMENT

33000

CA C.P.S.1132; 26

CFR 31.6001.1

HRBEINWC

CA WORKERS' COMPENSATION A

108

120

33000

WORKERS'

COMPENSATION

HRBEIV

INVESTMENTS/SAVINGS

32000

26 CFR 1.6001.1

HRBELO

EMPLOYEE LOANS

32000

26 CFR 1.6001.1

HRBEMI

MANAGEMENT INCENTIVE PLAN

108

34000

ADMIN. DECISION

HRBEPE

PENSION PLAN

34000

29 USC 626; 26 CFR

1.6001.1

HRBEPU

EMPLOYEE PURCHASE

34000

ADMIN. DECISION

HRBERE

RETIREMENT PLAN

34000

29 CFR 2610.11; 26

CFR 1.6001.1

HRBESB

SAVINGS BOND

34000

ADMIN. DECISION

HRBEST

STOCK OPTION PLAN

34000

26 CFR 1.6001-1

HRBEVA

VACATIONS

34000

ADMIN. DECISION

HRED

EDUCATION/TRAINING

35000

ADMIN. DECISION

HREE

EEO

987

999

31000

29 CFR 1607.4; 29

CFR 516.5

HREM

EMPLOYEES

35000

29 CFR 1627.3

HREMAC

ACTIVE

987

999

35000

29 CFR 1627.3

HREMAP

APPLICATIONS

35000

29 CFR 1627.3

HREMAPRE

RESUMES

35000

ADMIN. DECISION

HREMET

EMPLOYMENT

35000

29 CFR 1627.3 &

516.2

HREMHI

HISTORY

35000

29 CFR 1627.3

HREMMS

MILITARY SERVICE

35000

26 CFR 1.6001.1

HREMPA

PERFORMANCE APPRAISAL

35000

ADMIN. DECISION

HREMRE

RETIRED

987

999

35100

29 CFR 516.2

HREMRL

RELOCATIONS

146

158

35200

29 CFR 1627.3

HREMSF

STAFF TRANSFERS

35200

26 CFR 1.6001.1

HREMTE

TERMINATED

35000

29 CFR 516.2

HREMWS

WAGE/SALARY

35000

ADMIN. DECISION

HREP

EMPLOYEE RELATIONS

36000

ADMIN. DECISION

HREPCS

CAREER SERVICING

36000

ADMIN. DECISION

HREPJE

JOB EVALUATION

108

36000

26 CFR 1.6001.1

HREPSU

SURVEYS

36000

ADMIN. DECISION

HRJD

JOB DESCRIPTION

35300

ADMIN. DECISION

LEGAL

10500

ADMIN. DECISION

LEAF

AFFIDAVITS

116

140

10500

ADMIN. DECISION

LECA

CASE RECORDS

120

10500

ADMIN. DECISION

LECAAB

ARBITRATION, STATE

10500

ADMIN. DECISION

LECM

COMPLIANCE

10510

ADMIN. DECISION

LECMIG

INVESTIGATIONS

10510

ADMIN. DECISION

LECMRE

REGULATIONS

10510

ADMIN. DECISION

LECMRK

RIGHT-TO-KNOW

10510

ADMIN. DECISION

LECO

CONTRACTS/AGREEMENTS

10600

ADMIN. DECISION

LECOBS

BILLS OF SALE

10600

26 CFR 1.6001.1

LECOLA

LABOR

987

999

10600

26 CFR 1.6001.1

LECOPA

PROMOTIONAL AGREEMENTS

10600

26 CFR 1.6001.1

LECOSA

SALE OF PRODUCTS

10600

26 CFR 1.6001.1

LECU

U.S. CUSTOMS

10600

ADMIN. DECISION

LEDE

DEEDS/ABSTRACTS/TITLES

240

10600

ADMIN. DECISION

LEEA

EASEMENTS/RIGHTS OF WAY

240

10600

ADMIN. DECISION

LEEX

EXPORT REGULATIONS

10600

ADMIN. DECISION

LEFD

FOOD AND DRUG ADMINISTRATION

240

10510

ADMIN. DECISION

LELE

LEASES

216

240

10600

26 CFR 1.6001.1

LELI

LITIGATION

10700

ADMIN. DECISION

LELIAP

OPSAAC

10700

ADMIN. DECISION

LEMO

MORTGAGES

10600

ADMIN. DECISION

LENO

NOTARIES

10500

ADMIN. DECISION

LEOC

OUTSIDE COUNSEL

10500

ADMIN. DECISION

LEPA

PATENTS/TRADEMARKS

987

999

10510

ADMIN. DECISION

LEPE

PERMITS

219

243

10600

ADMIN. DECISION

LEPL

PRODUCT LIABILITY CLAIMS

10700

ADMIN. DECISION

LETS

TRADE SECRETS

240

10510

ADMIN. DECISION

LEWA

WARRANTIES

10510

ADMIN. DECISION

MANUFACTURING

40000

ADMIN. DECISION

MFAR

DRAWINGS

41000

ADMIN. DECISION

MFJR

JOB RECORDS

41000

ADMIN. DECISION

MFPC

PRODUCTION CONTROL

41000

ADMIN. DECISION

MFPCPS

PLANNING/SCHEDULING

41000

ADMIN. DECISION

MFPCWO

WORK ORDERS

41000

ADMIN. DECISION

MFRM

RAW MATERIALS

42000

ADMIN. DECISION

MFSH

SHIPPING

43000

26 CFR 1.6001.1

MFSHCL

CLAIMS

43000

ADMIN. DECISION

MFSHTA

TARIFFS

10600

ADMIN. DECISION

MARKETING

80000

ADMIN. DECISION

MKAD

ADVERTISING

81000

ADMIN. DECISION

MKBD

BUSINESS DEVELOPMENT

81100

ADMIN. DECISION

MKBDPT

PRODUCT TESTING

81100

ADMIN. DECISION

MKCO

COMPETITION

81100

ADMIN. DECISION

MKCR

CONSUMER RELATIONS

81200

ADMIN. DECISION

MKGR

GRAPHICS

82000

ADMIN. DECISION

MKMR

MARKET RESEARCH

83000

ADMIN. DECISION

MKMRDV

DEVELOPMENT

83000

ADMIN. DECISION

MKMRSU

SURVEYS

83000

ADMIN. DECISION

MKPD

PRODUCT DEVELOPMENT

84000

ADMIN. DECISION

MKPR

PUBLIC RELATIONS

85000

ADMIN. DECISION

MKSA

SALES

81100

ADMIN. DECISION

MKSAEX

EXPORT

81200

15 CFR 30.11

MKSAPR

PRICING

80000

ADMIN. DECISION

OPERATIONS

45000

ADMIN. DECISION

PDC

DISTRIBUTION CONTROL

45000

ADMIN. DECISION

OPDCFG

FINISHED GOODS

45100

ADMIN. DECISION

OPDR

DISASTER RECOVERY PLANNING

975

999

22900

ADMIN. DECISION

OPFA

FACILITIES

45200

ADMIN. DECISION

OPFAPL

PLANS

45300

ADMIN. DECISION

OPMA

MAINTENANCE

987

999

45300

ADMIN. DECISION

OPOR

ORDERS

45100

ADMIN. DECISION

OPQA

QUALITY ASSURANCE

46000

ADMIN. DECISION

OPQARP

REPORTS

46000

ADMIN. DECISION

OPSA

SAFETY/ENVIRONMENTAL HEALTH

47000

29 CFR 1910.20

OPSAAC

ACCIDENTS

348

360

47100

29 CFR 1904.4

OPSADS

SAFETY RECORDS

999

47100

ADMIN. DECISION

OPSAHM

HAZARDOUS MATERIAL PLAN

120

47100

29 CFR 1910.120

OPSAHW

HAZARDOUS WASTE

47100

29 CFR 1910.120

OPSAIG

INVESTIGATIONS

47110

ADMIN. DECISION

OPSATE

TESTS

47200

ADMIN. DECISION

OPSE

SECURITY

48000

ADMIN. DECISION

OPSEC

COUNTER MEASURES

48000

ADMIN. DECISION

RESEARCH/DEVELOPMENT

93000

ADMIN. DECISION

REIN

INGREDIENTS/FORMULAS

975

999

93100

ADMIN. DECISION

REPR

PRODUCTS

120

93200

ADMIN. DECISION

REPT

PROJECTS

120

93400

ADMIN. DECISION

RESP

ENGINEERING/TECH SPECIFICATION

120

93500

ADMIN. DECISION

RETR

TECHNICAL REFERENCES

120

93600

ADMIN. DECISION

&null;0119&null; VI. Purge Documents Selectively And Within Legal And Administratively Defined Requirements

&null;0120&null; Using predetermined life-cycles (retention schedules) for each file series, the system identifies documents subject to purging.

&null;0121&null; The system automatically identifies the &null;owner&null; of the document and the location of all copies, both Official and Informational. Such ownership is determined by virtue of the ownership of the file series of the document which in turn is determined by the functional responsibility of the cost center in the Chart-of-Accounts (organizationally). As noted above, the system captures the location and the cost center when the user &null;saves&null; a created (or modified) document based on information in the class table and location table.

&null;0122&null; By use of the system a report may be produced identifying the selected document's key attributes allowing the &null;owner&null; to review the document and authorize the purge process, or any other access to or modification of a file series and records in the file series.

&null;0123&null; The above described system may be implemented entirely in software as described below.

&null;0124&null; Design Details

&null;0125&null; The following is a description of an implementation of an Electronic Records System (ERS) according to the present invention as a computer program designed to assist in the management and long term storage of an organization's documents.

&null;0126&null; Overview

&null;0127&null; ERS is a client/server application to assist in the management of valuable corporate information.

&null;0128&null; ERS maintains a record retention schedule detailing how information ought to be stored, where, and for how long.

&null;0129&null; The application helps the user classify documents into groups of similar information.

&null;0130&null; ERS provides document security. It can prevent unauthorized reading of. or writing to official corporate information.

&null;0131&null; ERS provides a means to search for documents pertaining to a specific subject, date range, author, etc.

&null;0132&null; The system acts as a pointer to direct users to where information is stored.

&null;0133&null; Definition of User Community

&null;0134&null; The ERS application has four categories of user. Each group of users and their responsibilities are described below.

&null;0135&null; Records Manager

&null;0136&null; The Records Manager is responsible for the overall performance of the system. The manager has the greatest amount of authority and access. The responsibilities of the Records Manager are the following:

&null;0137&null; Sets policy for record storage. This policy includes what media to use for long term storage.

&null;0138&null; Creates new classes and maintains the retention schedule.

&null;0139&null; Monitors the performance of the entire application.

&null;0140&null; Re-classifies documents that have been mis-classified.

&null;0141&null; Information Services

&null;0142&null; The Data Processing, Management Information Systems, or the Information Services organization plays a role in the management of documents. Their responsibilities are defined below:

&null;0143&null; Under the direction of the Records Manager, move documents from one media to another. For example, Information Services will be responsible for moving documents from disk to tape or microfiche.

&null;0144&null; Also Information Services will be responsible for moving documents from one location to another. Movement of records will apply to only those media they deal with (Tapes, microfiche, etc.).

&null;0145&null; Information Services will be responsible for maintaining the technical environment. This includes setting up databases, insuring that all users and servers are configured properly, etc.

&null;0146&null; Department Coordinator

&null;0147&null; The Department Coordinator is sometimes referred to as a &null;Super User&null;. They have more authority and system access than a normal user, but less than the Records Manager. The responsibilities of the Department Coordinator are the following:

&null;0148&null; Provide training and technical support to users within the department.

&null;0149&null; Monitors the performance of the system regarding departmental records.

&null;0150&null; Creates and sets up new users.

&null;0151&null; Enforces record retention policy for official records created by the department.

&null;0152&null; Manages the logistics of moving records to and from a storage facility.

&null;0153&null; User

&null;0154&null; The majority of individuals accessing the system will be categorized as users. Their responsibilities are listed below:

&null;0155&null; Properly classifies records they create.

&null;0156&null; Enforces record retention policy for informational records created by them.

&null;0157&null; Policies

&null;0158&null; There are a number of office policies and procedure that need to be followed in order for ERS to be a successful application. Some of these policies are documented below.

&null;0159&null; Users and Class Assignments

&null;0160&null; Any user can assign any class to a document. They will not be prevented by the ERS application from assigning classes outside their area of the organization. However, audit reports will be made available to the Departmental Coordinators and Records Manager to help insure that classes are being used properly.

&null;0161&null; No Class Attribute Overrides

&null;0162&null; Each class has attributes. There attributes are retention period, record type (official, informational), sensitivity, and vital flag, etc. Users can not override these values with their own when storing a document. If they need different attribute values than what is associated with a given class, then they should contact the Record Manager. The Record Manager may then create a sub class having the attribute values desired by the user.

&null;0163&null; Classification Owner

&null;0164&null; There will be one cost center that owns each classification. A classification will no be the responsibility of two or more cost centers. The cost center the owns a classification is responsible for all the documents that have been assigned to that classification. The cost center must insure that the inventory of documents is correct and properly maintained.

&null;0165&null; Location and Class Assignment

&null;0166&null; If a document is assigned a classification at the major level, then it can not be located in any archive facility. For example, if a document is classified as &null;AC&null; for accounting, then it can not be stored at a off site storage facility. If the same document was classified as &null;ACAP&null; for accounting, accounts payable, then it could be stored at a warehouse.

&null;0167&null; One Production Database Per User

&null;0168&null; A user can have access to several ERS databases. One for production work and one database for training, for example. However, no user will have write access to two production databases. There will be no support for across production database searches.

&null;0169&null; System Functions

&null;0170&null; All the capabilities of the system can be described as functions. Functions fall into five types. They are reports, updates, inquires, interfaces, utilities. These functions are described below by the group of user who will access them.

&null;0171&null; User Functions

&null;0172&null; All individuals who have access to the system will be able to operate the functions defined as follows:

&null;0173&null; Application Package File Open Function

&null;0174&null; From a word processing, spreadsheet, or presentation software package, a user will be able to pull down the package's File menu and activate the Open menu item. This will access ERS, automatically. The features of this function are described below.

&null;0175&null; Search and Retrieve Feature

&null;0176&null; The user will have the ability to retrieve and open a document by searching for its classification, synonym, or other attributes such as author, title, and/or date. If multiple documents are found that satisfy the users search criteria, a list of these documents will be displayed for the user to pick from. The documents being searched may be found on the users hard drive, shared network drive, or archive facility (Mezzanine).

&null;0177&null; Application Package File Save Function

&null;0178&null; From a word processing, spreadsheet, or presentation software package, a user will be able to pull down the package's File menu and activate the Save or Save As menu items. This will access ERS, automatically. The features of this function are described below.

&null;0179&null; Document Storage Feature

&null;0180&null; The users will have the ability to store at document on their hard drives, shared network drives, or archive facility (Mezzanine). Regardless of where the user stores the document, they will have the ability to manage their documents with ERS classifications and synonyms.

&null;0181&null; Classification Assignment Feature

&null;0182&null; Users will be able to assign any classification directly to the document. Or, users can select a corporate synonym (official term or keyword) to be applied to the document. Behind the scenes, ERS will assign the classification associated with the corporate synonym to the document. Also, the user may wish to assign one of their own synonyms to the document. ERS will automatically translate from the user's synonym to the appropriate corporate synonym and assign the classification to the document.

&null;0183&null; Synonym Maintenance Feature

&null;0184&null; Users will have the ability to add, change, or delete their own synonyms. They may create synonyms different than the corporate synonyms. However, user created synonyms must be related to corporate synonyms. User synonyms will be children of a corporate synonym.

&null;0185&null; Attribute Maintenance Feature

&null;0186&null; When saving a document, a user will have the ability to store other attributes about the document. These attributes are title, subject, author, date created, etc.

&null;0187&null; Stand Alone ERS User Functions

&null;0188&null; Not all the functions the user needs can be accessed via an application package such as Microsoft Word. There will need to be a stand alone ERS application (.EXE) the user can run. The functions contained within this facility are described below.

&null;0189&null; Update Functions

&null;0190&null; Inventory Maintenance

&null;0191&null; The ability to correct mis-assigned classifications given to items in inventory. This function assists the user in properly assigning classifications to documents.

&null;0192&null; Inventory Entry

&null;0193&null; The ability to add an item to inventory and to assign it a classification. This function is needed to store items that are not word processing documents, spread sheets, or presentations. Such items might be Write, text, or bit mapped files.

&null;0194&null; Inventory Request

&null;0195&null; The ability to request via the system that an inventory item be (1) moved to an off site storage facility, (2) retrieved from an off site storage facility, (3) changed from one media type to another.

&null;0196&null; Synonym Maintenance

&null;0197&null; The ability to add, change, or delete user synonyms.

&null;0198&null; User Profile Maintenance

&null;0199&null; This update function would allow a users to change information the system stored about them. Such information as phone number, mail stop, spread sheet directory name, and location would be fields a user could change. The function would not allow them to change their user group or create a new user.

&null;0200&null; Inquiry Functions

&null;0201&null; Inventory Retrieval

&null;0202&null; The ability to search and view a document in inventory. This function is needed to retrieve items that are not word processing documents, spread sheets, or presentations. Such items might be Write, text, or bit mapped files.

&null;0203&null; Reporting Functions

&null;0204&null; Inventory Detail Reports

&null;0205&null; The ability to display what items are in inventory by retirement date, or by class, or by age. The purpose of these reports is to help the user (1) re-assign classification codes (if needed), (2) retire inventory items.

&null;0206&null; Synonym Reports

&null;0207&null; Listings of the user's synonyms by classification or corporate synonym. The purpose of these reports is to help the users determine which of their synonyms they no longer need.

&null;0208&null; Department Coordinator Functions

&null;0209&null; The Department Coordinator would have access to the same functions as the normal user. However, in their stand alone ERS application they would access to these additional functions.

&null;0210&null; Update Functions

&null;0211&null; User Maintenance

&null;0212&null; The ability to add, change, or delete information about a user, the group they belong to, and the classes they can assign to a document.

&null;0213&null; Inventory Maintenance

&null;0214&null; The ability to change an inventory item's classification, location, or media. This update function helps the Department Coordinator correct mis-assigned classifications and move inventory items from one location to another.

&null;0215&null; When changing an inventory items media, this will create a media request. A media request is a note to Information Services that items found on hard disk need to be moved to CD.

&null;0216&null; Reporting Functions

&null;0217&null; Inventory Detail Reports

&null;0218&null; The ability to display what items are in inventory by department and cost center, or by retirement date, or by class, or by media type and age. The purpose of these reports is to help the Department Coordinator (1) retire inventory items, (2) move inventory items from one location to another.

&null;0219&null; Inventory Count Reports

&null;0220&null; The ability to count the quantity of inventory items by age, or by department and cost center, or by retirement date, or by classification. The purpose these reports is to help the Department Coordinator (1) understand how many items are inventory and their age, (2) determine if classifications are being properly used, and (3) manage the retirement process.

&null;0221&null; Center Retention Required

&null;0222&null; The purpose this report is to display those items in inventory that are approaching the end of their office retention period and starting their center retention period. These inventory items may require a media change and/ or location change.

&null;0223&null; This report would be used to issue inventory requests for media change. This report would help the Department Coordinator manage the logistics of moving records to and from a storage facility.

&null;0224&null; Classification Audit Reports

&null;0225&null; The purpose of these reports are to display where classifications may be mis used. The reports should list (1) the documents assigned classifications that are not approved by the Departmental Coordinator for application by the user, and (2) the documents only assigned a major classification.

&null;0226&null; Inventory Requests Report

&null;0227&null; The purpose of this report is to display the documents that need to be (1) placed in a off site storage facility, (2) retrieved from an off site storage facility, and/or (3) under go a media change.

&null;0228&null; This report would help the Departmental Coordinator manage the logistics of moving records to and from a storage facility.

&null;0229&null; Static Table Listings

&null;0230&null; The ability to list the contents of various static tables such as record type, sensitivity codes, retention start codes, synonyms, classes, users, user groups, organization structure, media types, and locations.

&null;0231&null; Information Services Functions

&null;0232&null; The Information Services organization needs some of the same functions of the Department Coordinator, but not all. Information Services needs to be able to maintain inventory locations and media. They will also need the same inventory reports and media life reports available to the Department Coordinator. In addition, the following functions would be available to only Information Services users.

&null;0233&null; Update Functions

&null;0234&null; There are several update functions that only Information Services personnel would use. These functions are described below.

&null;0235&null; Database Definition

&null;0236&null; The purpose of this function is to describe the various ERS databases that may be at an organizations and their addresses.

&null;0237&null; Function Maintenance

&null;0238&null; The purpose of this update is to record what functions are in the system, which tables or database objects they access, which user groups can run them. This update would also maintain how a report is sorted and what columns can be used in its selection criteria.

&null;0239&null; Batch Functions

&null;0240&null; The following functions are intended to run once a day in the evening hours. The overall purpose of these functions is to keep the various ERS servers in sync with one another and healthy.

&null;0241&null; Function Usage Maintenance

&null;0242&null; ERS will record who is running what, when, and for how long. This usage activity can create a large volume of data in a short period of time. For this reason, there will be a batch job available to remove usage activity prior to a certain date. In this fashion, the Records Manager can select to keep usage information for only one quarter, for example.

&null;0243&null; Security Grants

&null;0244&null; The purpose of this batch job would be to re-do all the security grants on all the database objects (tables, view, etc.) to match what is defined in the function and user group tables. This batch job would be run during implementation of a new release of ERS.

&null;0245&null; Records Manager Functions

&null;0246&null; The Records Manager would have access to all the functions available to the normal user and the Department Coordinator. However, the Records Manager would have access to the following additional functions in their stand alone ERS application.

&null;0247&null; Update Functions

&null;0248&null; Class Maintenance

&null;0249&null; Add, change, or delete information about classifications, abstracts, and retention schedules.

&null;0250&null; Synonym Maintenance

&null;0251&null; Add, change, and delete synonyms used corporate wide. These synonyms are also referred to as keywords and official terms.

&null;0252&null; Static Table Maintenance

&null;0253&null; Add, change or delete rows from any of the application's static tables. Static tables would include record type, sensitivity codes, retention start codes, synonyms, classes, users, user groups, companies, departments, and cost centers, media types, buildings, aisles, and locations, etc.

&null;0254&null; Reporting Functions

&null;0255&null; Class Availability Report

&null;0256&null; Display a list of classifications available and applied by company, departments, cost centers, and user. The purpose of this report is to determine if departments are potentially mis-using classifications.

&null;0257&null; Function Usage Reports

&null;0258&null; List the system function number, title, and the quantity of times it was accessed by department, cost center, and user. The purpose of this report is to support a activity analysis or charge back.

&null;0259&null; Data Dictionary Reports

&null;0260&null; Database columns definitions by column name and table name. The purpose of these reports is to educate the record manager and developers as to what is stored in the database and where.

&null;0261&null; Catalog of Functions

&null;0262&null; The purpose of the catalog of functions is to display a summarized list of all the update and reporting capabilities of the system by type, subject, name, and description.

Type

Subject

Name

Description

Reports

Class

ERS110

Class Authority Report.

ERS120

Class Usage Report.

ERS130

Classification Audit Report.

Dictionary

ERS150

Data Dictionary Report.

Function

ERS210

Function Usage Report.

ERS220

Function/Object Relationship.

ERS230

Function/Column Relationship.

ERS240

Function/Sort Relationship.

Inventory

ERS250

Center Retention Required.

ERS255

Inventory Detail Report.

ERS260

Inventory Count Report.

ERS265

Inventory Request Report.

ERS270

Inventory Retirement Required.

ERS275

Inventory Retrieval.

Synonym

ERS310

Synonym Report.

User

ERS340

Group Function Access Report.

ERS350

User Class Access Report.

Tables

ERS410

Location Report.

ERS415

Location Type Report.

ERS420

Media Type Report.

ERS425

Organization Report.

ERS430

Organization Type Report.

ERS435

Record Type Report.

ERS440

Retention Reference Report.

ERS445

Retention Start Report.

ERS450

Sensitivity Report.

Batch

Function

ERS510

Function Usage Maintenance.

Inventory

ERS520

Inventory Statistics Maintenance.

Security

ERS510

Grant Creation.

UpdateClass

ERS610

Class Maintenance.

Function

ERS650

Function Maintenance.

UpdateInventory

ERS710

Inventory Entry.

ERS720

Inventory Maintenance.

ERS730

Inventory Re-Classification.

ERS730

Inventory Request.

Synonym

ERS750

Keyword Maintenance.

ERS760

Synonym Maintenance.

User

ERS810

User Maintenance.

ERS820

User Profile Maintenance.

Tables

ERS905

Database Definition.

ERS910

Location Maintenance.

ERS915

Location Type Maintenance.

ERS920

Media Type Maintenance.

ERS925

Organization Maintenance.

ERS930

Organization Type Maintenance.

ERS935

Record Type Maintenance.

ERS940

Retention Reference Maintenance.

ERS945

Retention Start Maintenance.

ERS950

Sensitivity Maintenance.

Utilities

Inventory

ERS010

Application Package, File Open.

ERS020

Application Package, File Close.

ERS030

Application Package, File Save.

&null;0263&null; Generic Description of All Function and Features

&null;0264&null; The purpose of this section of the document is to describe, in a generic fashion, what the system will be able to do. This section defines the functions and features of the application.

&null;0265&null; Any system is made up of functions. Functions are software that produce menus, reports, updates, interfaces, and utility activities. Features are the capabilities of each function. For example, reporting functions have the capability to output their information to the screen, the printer, or to an extract file for easy entry into a spread sheet. These output routing capabilities are all features of a reporting function.

&null;0266&null; Menu Functions

&null;0267&null; The purpose of menus is to provide access to all other functions of the system. Pull down menus are placed at the top of each window. The features of all menus are described below:

&null;0268&null; Function Access

&null;0269&null; All menus will provide access to the various functions of the system. An example of the pull down menus and their options would be the following:

&null;0270&null; File

&null;0271&null; New

&null;0272&null; Open

&null;0273&null; Delete

&null;0274&null; Close

&null;0275&null; Print

&null;0276&null; Printer Setup

&null;0277&null; Exit

&null;0278&null; Edit

&null;0279&null; Undo

&null;0280&null; Cut

&null;0281&null; Copy

&null;0282&null; Paste

&null;0283&null; Clear

&null;0284&null; Find

&null;0285&null; Go To

&null;0286&null; Search

&null;0287&null; Sort

&null;0288&null; Filter

&null;0289&null; View

&null;0290&null; First Page

&null;0291&null; Prior Page

&null;0292&null; Next Page

&null;0293&null; Last Page

&null;0294&null; Toolbars

&null;0295&null; Date and Time

&null;0296&null; Maintenance

&null;0297&null; Update 1

&null;0298&null; Update 2

&null;0299&null; Etc.

&null;0300&null; Reports

&null;0301&null; Report 1

&null;0302&null; Report 2

&null;0303&null; Etc.

&null;0304&null; Window

&null;0305&null; Tile

&null;0306&null; Layered

&null;0307&null; Cascade

&null;0308&null; Arrange Icons

&null;0309&null; Window 1

&null;0310&null; Window 2

&null;0311&null; Etc.

&null;0312&null; Help

&null;0313&null; Contents

&null;0314&null; Search for Help on

&null;0315&null; How to Use Help

&null;0316&null; About ERS

&null;0317&null; Micro Help

&null;0318&null; As a user points to a menu option and holds the left mouse button down, they will see a one line description of that menu option at the bottom of the window.

&null;0319&null; Button Bar

&null;0320&null; A bar of push buttons will be located just below the menu at the top of the window. The push buttons will contain icons symbolizing frequently used functions or menu options. Thereby a user can access a function one of two ways. The first method is by pulling down the appropriate menu and clicking on the option desired. The second means of accessing a function would be to click on the icon for the function found on the button bar.

&null;0321&null; Disabled Functions

&null;0322&null; The pull down menus will show all functions planned for the application at all times. However, some of the functions will appear in gray letters. These will be the functions that are not completed and are not available for use. As the system development effort continues, more and more of these functions will be enabled and will appear in black letters. In this fashion, a user can see all the functions of the system, and what is available for use today.

&null;0323&null; User Access

&null;0324&null; The functions an individual user can access will depend upon the level of security. Certain users will have all of their menu options enabled, others will not. The functions each user can access will be assigned by the Records Manager.

&null;0325&null; Reporting Functions

&null;0326&null; Reports are functions used to output information. Reporting functions can produce output in tabular listings, graphs, or spread sheets formats. This output can be sent to the screen, a printer, or a file directory. The features of reporting functions are the following:

&null;0327&null; Custom Sub Heading

&null;0328&null; The user will have the option to create their own report sub heading that will appear at the top of each page. The sub heading can be used to document the items selected or their purpose for running the report.

&null;0329&null; Selection Criteria

&null;0330&null; The user will have the ability to limit the size of the report. They will be able to select one or more columns on the report and state what values they would like to have retrieved for those columns. For example, if department number is a column on a report, then a user will be able to state which departments should appear on the report. For inventory related reports, users will have the ability to do string search on the title and description of items.

&null;0331&null; Variable Sorting

&null;0332&null; Each report can have more than one method of sorting. The user will have the ability to select, from a pre-set list, how the information should be sorted.

&null;0333&null; Routing of Output

&null;0334&null; Each report can be routed to one of three different places. The report can be viewed on the screen, sent to a printer, or placed in comma delimited file. The comma delimited file can be read by Lotus or Excel spread sheet software.

&null;0335&null; Report Footing

&null;0336&null; On the last page of each report will be displayed the sort sequence and selection criteria used to create the report. In this fashion, the reader of the report will know that the report may not contain all the information in the system.

&null;0337&null; Print After View

&null;0338&null; Every report routed to the screen will have the ability to be printed. This feature will allow the users to view the first several pages of a report, and then print it, if they desire.

&null;0339&null; Micro Help

&null;0340&null; Every object of the window used to specify report sub-headings, selection criteria, sorting, and routing will have a help message associated with it. The help message will offer a one line description of the object.

&null;0341&null; Usage Tracking

&null;0342&null; Just prior to exiting a reporting function, the system will post to the database the name of the reporting function run, rows retrieved, the user's ID, date, and time. In this fashion, tracking of reporting function usage and charge back activities can be supported.

&null;0343&null; Update Functions

&null;0344&null; Update functions provide the ability to add, change, or delete records in the database. The features of update functions are the following:

&null;0345&null; Add, Change, Delete

&null;0346&null; A single update function will allow the user to add new records, change existing ones, or delete records from a table. The user will not have to select three different update functions from a menu to maintain one table.

&null;0347&null; Point and Shoot

&null;0348&null; The user will not have to know key field values such as department numbers, building numbers, or document numbers. In each update function, they will be shown a list of records that can be updated. Then, they can point to an existing record to change it, or delete it. By displaying a list of existing records in a table first, the user can scroll through them and decide which one they would like to update.

&null;0349&null; Drop Down Lists

&null;0350&null; The user will not have to memorize codes to operate update functions. If a code field value is asked for on a data entry window, it will be displayed in a drop down list box along with its description. For example, if a user must input an cost center number, then they will be given a drop down list box containing cost center number and names to choose from.

&null;0351&null; Drag and Drop

&null;0352&null; Where ever possible, ERS will allow the user to drag an object on to a command button to signal that they wish to perform the command.

&null;0353&null; Jumping

&null;0354&null; If several windows are used to collect all the data being entered into a table or group of tables, then the user will have the ability to jump from one window to another. For example, an update function could consist of three windows. The first could be a list of documents to update. The second window could be all the descriptive information about the document. The third window could be used to input key words or phases about the document. The user would not be forced into going from the first, to the second, and then to the third window. They would be given push buttons to jump from the first window to the third, and from the third to the second window. In this fashion, the user would not be forced into traversing through several windows in a pre-set pattern to enter the data.

&null;0355&null; Validation

&null;0356&null; Each field will be validated at the time the user moves the cursor from one field to another on a data entry window. This will prevent the user from entering several fields of erroneous information before realizing that any of it is wrong.

&null;0357&null; Referential Integrity

&null;0358&null; All update functions will use referential integrity rules. These rules will prevent deletion of code values being used else where in the system. For example, a user will not be able to delete a department number from the department table if it is being used to describe a document in the inventory table.

&null;0359&null; Confirmation

&null;0360&null; At the bottom of each data entry window, in an update function, would be several push buttons. These buttons would be used to signal the computer to write the transaction out to the database, or cancel the transaction. Each time one of these buttons is pressed, the user will see a message a the bottom of the window confirming the computer's actions.

&null;0361&null; Micro Help

&null;0362&null; Each object and field in a data entry window will have a help text associated with it. This one line of help message will appear at the bottom of the screen when the object or field is clicked on.

&null;0363&null; Usage Tracking

&null;0364&null; Just prior to exiting an update function, the system will post to the database the name of the update function run, the quantity of records processed, the user's ID, date, and time. In this fashion, tracking of update function usage and charge back activities can be supported.

&null;0365&null; Process Model

&null;0366&null; The purpose of a business process model is to show the relationship between people, systems, data, office policy and procedures, and documents.

&null;0367&null; Node Tree Diagrams

&null;0368&null; A component of a business process model is a node tree diagram. FIG. 8 shows the major activities associated with an application. FIGS. 9 through 11 show the node tree diagrams for ERS.

&null;0369&null; Database Design

&null;0370&null; The application will store its information in a set of relational tables. The total size of the database is expected to be approximately 500 Megs of disk space for a 300,000 inventory items. There will be roughly 1,200 total users, about 300 will be activity at any point in time.

&null;0371&null; Entity Definitions

&null;0372&null; The nature of each table in the database is described in the following entity definitions.

Entity Name

Entity Definition

Access

The purpose of this entity is to store the

access codes and descriptions. Access

codes are select, update, insert, and deleted.

Class

The purpose of this entity is to store the all

the information about a classification. This

information contains classification code,

title, retention periods, record type,

sensitivity, etc.

Data Dictionary

The purpose of this entity is to store entity,

attribute, and physical column information.

This entity is used to support data

dictionary reporting.

Function

The purpose of this entity is to store a valid

list of system functions. System functions

are window objects such as reports,

updates, inquiries, interfaces, etc.

Function Column

The purpose of this entity is to store a valid

list of columns than can be used to limit

retrieval of a reporting function.

Function Column Last Used

The purpose of the last used function

column entity is to record the selection

criteria chosen by a specific user when a

report was run. This entity supports storing

the last query parameters applied by a user

for a given report.

Function Data Window

Function Sort

The purpose of this entity is to store a valid

list of storing options that can be applied to

a reporting function.

Function Sort Last Used

The purpose of the last used function sort

entity is to record what sort sequence a user

requested the last time they ran a specific

report. This entity support recalling the

last query for a report and user.

Function Subject

The purpose of this entity is to define what

area of interest, for the user, the function

relates to.

Function Type

The purpose of this entity is to store a valid

list of function types. Function types are

used to group functions together. Function

types are reports, updates, interfaces, etc.

Function Usage

The purpose of this entity is to track who

has accessed a function of the system and

when. This entity could be used as a basis

for activity analysis and usage charge back

costing.

Inventory

The purpose of this entity is to store

information about an item in inventory.

The information includes title, date stored,

media, classification, etc.

Inventory Abstract

Inventory Request

The purpose of this entity is to store

requests to move inventory from one form

of media to another. For example, request

to move documents from disk to tape.

Once the media has been moved, the

request is deleted. No past history of

media requests are stored.

Inventory Statistics

The purpose of this entity is to store the

quantity of items in inventory for each

class, record type, level one location, and

month. These statistics can be used to

determine if classifications are being

properly applied.

Location

The purpose of this entity is to store a valid

list of locations. Locations can be storage

areas, buildings, property, shelves, drawers,

etc.

Location Type

The purpose of this entity is to store valid

location types. Location types are

building, floor, aisle, storage area, shelf,

property number, drawer, etc. The location

type also denotes what level of the

hierarchy the location can be found.

Media Type

The purpose of this entity is to store a valid

list of media types and descriptions. Media

are hardcopy, disk, tape, CD, microfiche,

etc.

Object Identification

The purpose of this entity is to store the last

identification number assigned to a table.

For example, the last class identification

assigned to the class table.

Organization

The purpose of this entity is store a valid

list of companies, departments, and cost

centers.

Organization Type

The purpose of this entity is to store a valid

list of organization types. For example,

company, department, cost center are all

organization type. This entity also defines

what level of the organization hierarchy the

organization will be found on.

Record Type

The purpose of this entity is to store the

valid record types and their descriptions.

Valid record types would be official and

informational.

Request Type

the purpose of this entity is to store a valid

list of inventory request type codes and

descriptions. Inventory request types are to

change media or to move to or from offsite

storage.

Retention Reference

The purpose of the retention reference

entity is to store the text of the law or

regulation that governs a set of classes and

their retention periods.

Retention Start

The purpose of this entity is to store a valid

list of retention type codes and

descriptions. Retention types define when

a record's retention period begins.

Sensitivity

The purpose of this entity is to store a valid

list of sensitivity codes and descriptions.

Sensitivities are confidential, secrete, etc.

Synonym

The purpose of this entity is to store

alternative names for a classification. A

synonym may be a classification code, a

portion of the classification name, or a

commonly used alternative to the

classification name.

User

The purpose of this entity is to store a list

of valid users for the system.

User Class

The purpose of this entity is to store every

classification the user has access to and

may assigned to documents. The classes

are initially set up by the Departmental

Coordinator.

&null;0373&null; Entity Relationship Diagram

&null;0374&null; FIG. 12 is the entity relationship diagram. Its purpose is to provide a high level view of the database and its structure. The diagram shows each table in the system and how it relates to other tables. The solid lines between entities denotes identifying relationships. The dotted lines denotes non-identifying relationships.

&null;0375&null; Attribute Definitions

&null;0376&null; Following are the attribute definitions. Attributes are the columns that can be found in each entity or table within the database. The definitions are sorted by entity name and attribute name.

Entity Name

Attribute Name

Attribute Definition

Access

Access Code

User assigned identification code.

The access code defines what a

user can do to a database object.

Access codes are S &null; Select, U &null;

Update, I &null; Insert, D &null; Delete. If a

user has an access code of I or D

then they can automatically do U

or S. If a user has an access code

of U then they can also do S.

Access Description

Long name, description, or title for

code. The access description

stores the meaning of the access

code. For example, insert, update,

delete, and select are all

descriptions of access codes.

Last Changed Date

Last Changed By

Timestamp

Class

Class Identification

System assigned identification

number. The class identification is

the unique identifier for the

classification. This integer is a

system assigned value, not user

assigned.

Abstract

Description of classification. The

abstract is the legal definition of

the classification.

Class Code

User assigned identification code.

The class code is a 10 character

user assigned classification code.

The first two characters of the

class code are the major class. The

third and fourth characters are the

primary class. The fifth and sixth

characters are the secondary class.

Characters 7-8 represent the next

relationship level. Characters 9-10

represent the last relationship

level.

Classification Title

Long name or title for class. The

classification title is the name of

the class code.

Classification Title

Class title and all parent class

Extended

titles. The extended classification

title contains the titles of all the

parent classifications plus this

classification's title. For example,

if this classification code is ACAP,

then the extended classification

title is &null;Accounting, Payables&null;.

Center Retention

Quantity of months in offsite

Months

storage. The center retention

months is the quantity of months

an inventory item is held in a

records center or off site storage

facility. The office retention plus

the center retention months equals

the total retention period for a

classification.

Organization

System assigned identification

Identification

number. The organization

identification is the unique

identification for a company,

department, or cost center. The

integer value is system assigned,

not user assigned. Organizations

own users and classifications.

Created By

User ID of person who created the

class. The created by column

contains the user identification of

the Records Manager who created

the classification.

Media Type Code

User assigned identification code

for media type. The media type

code defines what form the

inventory item is stored in. For

example, DISK&null;hard disk,

FLOPPY&null;floppy disk, CD&null;CD

ROM, TAPE &null;magnetic table,

FICH&null;microfich,

PAPER&null;hardcopy.

Office Retention

Quantity of months stored on site.

Months

The office retention months is the

quantity of months an inventory

item is held in an office storage

area before it is moved to a long

term, off site storage facility. The

office retention plus the center

retention months equals the total

retention period for a

classification.

Parent Class

Owning parent classification. The

Identification

parent class identification is the

identification number to the class

that owns this one.

Record Type Code

User assigned identification code.

The record type code defines

importance to a classification. For

example, I&null;informational and

O&null;official record types. Inventory

items assigned a classification

having an official record type can

only be deleted by a Department

Coordinator.

Retention Reference

User assigned identification

number. The retention reference

column is used to store the

identification number for the

reference document or law

governing a set of classes and their

retention periods. For example,

&null;26 CFR 1.6001.1&null; is a document

defining how checks ought to

stored.

Retention Start

User assigned identification code.

Code

The retention start code defines

when the retention period of the

document starts. The quantity of

months an inventoiy item is held

may start when the document first

created, or it may start when the

document is moved to an off site

storage facility.

Sensitivity Code

User assigned identification code.

The sensitivity code defines the

security associated with a

classification. For example,

TS&null;top secrete and

CO&null;confidential are sensitivity

codes.

Vital Flag

Vital record (Y&null;yes, N&null;no). The

vital flag is a yes/no column

denoting if the classification

involves vital documents. Vital

documents are those records

whose loss would have a financial

impact on the organization.

Last Changed Date

Last Changed By

Timestamp

Data

Entity Name

Entity or long table name. The

Dictionary

name of the entity in the logical

data model. In most cases, the

entity name is similar to the long

name for the table in the database.

Attribute Name

Attribute or long column name.

The attribute name from the

logical data model. In most cases,

this is the long name for the

column.

Attribute Definition

Attribute description or meaning.

The attribute definition contains

the description, meaning, or

purpose of the attribute.

Column Name

SQL column name. The column

name is the physical name for the

attribute in the SQL database.

Datatype

SQL column datatype. The

datatype is the physical format of

the column in the SQL database.

Entity Definition

Entity description or meaning.

The entity definition contains the

description, meaning, or purpose

of the entity.

Null Option

SQL null option. The null option

is a flag denoting if a column must

always contain data or not. If the

null option equals &null;Yes&null; then the

column does not have to contain

data all the time. If the null option

is set to &null;No&null; then the column must

always have data in it.

User Defined Data-

type Name

Last Changed Date

Last Changed By

Timestamp

Function

Function Number

User assigned identification

number. The function number is

the unique identification of a

function of the system. Function

numbers are assigned by

programmers. For example,

ERS110 could be a function

number assigned to a performance

report. Function numbers 000 to

099 are utility functions, 100 to

199 are performance or

management reports, 200 to 299

are operational reports, 300 to 399

are audit reports, 400 to 499 are

static table listings, 500 to 599 are

user functions, 600 to 699 are

interface functions, 700 to 799 are

dynamic table update functions,

800 to 899 are static table update

functions, and 900 to 999 are

administration functions.

Function Purpose

Description or purpose of function.

The function purpose is a text

column defining how the report or

update screen ought to be applied

by the user.

Function Subject

User assigned identification code.

Code

The function subject code defines

what area of interest, for the user,

the function relates to. For

example, MANAGEMENT &null;

management performance reports.

The function subject code uniquely

identifies subjects. Function

subjects, types, and titles are used

to build menus.

Function Title

Title or name of function. The

function title is the name of the

function as it appears at the top of

the window or in the menu. For

example &null;User Maintenance&null; is a

function title.

Function Type Code

User assigned identification code.

The function type code is a way of

grouping like functions together.

For example R&null;report, U&null;update,

M&null;menu, T&null;utility, I&null;interface are

all function type codes. Function

types, subject, and titles can be

used to build menus.

Last Changed Date

Last Changed By

Timestamp

Function

Function Number

User assigned identification

Column

number. The function number is

the unique identification of a

function of the system. Function

numbers are assigned by

programmers. For example,

ERS110 could be a function

number assigned to a performance

report. Function numbers 000 to

099 are utility functions, 100 to

199 are performance or

management reports, 200 to 299

are operational reports, 300 to 399

are audit reports, 400 to 499 are

static table listings, 500 to 599 are

user functions, 600 to 699 are

interface functions, 700 to 799 are

dynamic table update functions,

800 to 899 are static table update

functions, and 900 to 999 are

administration functions.

Table Name

SQL table name. The table name

is the SQL table or view name that

will be used as part of a WHERE

phrase to limit report retrieval.

Column Name

SQL column name. The column

name is the SQL table or view

column name that will be used as

part of a WHERE phrase to limit

report retrieval. For example,

DPT_NBR is the department

number column name.

Column Null Flag

Column contains NULL's, Y&null;yes,

N&null;no. The column null flag is

used to state if the WHERE phrase

should be constructed to search for

null values for the column. For

example, if the column name is

DPT_NBR and the column null

flag is set to Y&null;yes, then the

WHERE phrase should be

WHERE DPT_NBR &null; NULL.

Column Title

Long name or title of column. The

column title is what the users sees

when selecting from a list of

columns to use to limit report

retrieval. For example, when the

user wishes to pick the DPT_NBR

column, they would see

&null;Department Number&null;.

Column Type

SQL datatype (DATE, INT,

CHAR, FLOAT, YESNO). The

column type is a code defining the

columns datatype. For example,

DATE, INT, CHAR, FLOAT are

all column types. The column type

dictates which dialogue box

appears displaying values for the

column.

Relationship Code

Column/value relation (EQUAL,

LIKE, BOTH). The relationship

code defines if the relationship in

the WHERE phase could be an

equality, a string search, or both.

For example, if the relationship

code is EQUAL then the

relationship between the column

name and its values in the

WHERE phrase is IN for character

type columns, BETWEEN for nun-

null numeric columns, and &null; for

null numeric columns. If the

relationship code is LIKE then the

relationship between the column

name and its values is LIKE. If

the relationship code is BOTH,

then the user can choose either an

equality or string search

relationship.

Required Flag

Column value required (Y&null;yes,

N&null;no). The required flag denotes

if the user must use this column to

limit retrieval. This column helps

prevent the user from constructing

a report request that extracts every

row from the database by forcing

them to have a WHERE phrase on

at least one column name.

Sequence Number

Sort sequence number. The

sequence number is a character

column used to sort the column

titles for display on the screen.

The sequence number allows the

system to display a list of column

names in some other sort order

besides alphabetically by column

title.

Last Changed Date

Last Changed By

Timestamp

Function

Function Number

User assigned identification

Column Last

number. The function number is

Used

the unique identification of a

function of the system. Function

numbers are assigned by

programmers. For example,

ERS110 could be a function

number assigned to a performance

report. Function numbers 000 to

099 are utility functions, 100 to

199 are performance or

management reports, 200 to 299

are operational reports, 300 to 399

are audit reports, 400 to 499 are

static table listings, 500 to 599 are

user functions, 600 to 699 are

interface functions, 700 to 799 are

dynamic table update functions,

800 to 899 are static table update

functions, and 900 to 999 are

administration functions.

Column Name

SQL column name. The column

name is the SQL table or view

column name that will be used as

part of a WHERE phrase to limit

report retrieval. For example,

DPT_NBR is the department

number column name.

User Identification

Logon user identification. The

user identification is the SQL

database name for the user.

Normally, it is the user's first name

initial and full last name.

Table Name

SQL table name. The table name

is the SQL table or view name that

will be used as part ofa WHERE

phrase to limit report retrieval.

Column Value

Column values last used. This text

column stores the &null;right hand side&null;

of a SQL WHERE phrase. It

contains the list of values desired

for column when a specific report

was last run by a given user. For

example, if a user had requested a

set of departments to appear on a

report the last time it was run, then

this column would contain that list

of departments.

Operator Code

Code to indicate exact value or list

of values. Determines whether the

user can enter a value or select

from a list of values.

Last Changed Date

Last Changed By

Timestamp

Function

Table Name

SQL table name. The table name

Data Window

is the SQL table or view name that

will be used as part of a WHERE

phrase to limit report retrieval.

Column Name

SQL column name. The column

name is the SQL table or view

column name that will be used as

part of a WHERE phrase to limit

report retrieval. For example,

DPT_NBR is the department

number column name.

Data Window Name

Data Window Used for selection of

column for SQL table.

Last Changed Date

Last Changed By

Timestamp

Function Sort

Function Number

User assigned identification

number. The function number is

the unique identification of a

function of the system. Function

numbers are assigned by

programmers. For example,

ERS110 could be a function

number assigned to a performance

report. Function numbers 000 to

099 are utility functions, 100 to

199 are performance or

management reports, 200 to 299

are operational reports, 300 to 399

are audit reports, 400 to 499 are

static table listings, 500 to 599 are

user functions, 600 to 699 are

interface functions, 700 to 799 are

dynamic table update functions,

800 to 899 are static table update

functions, and 900 to 999 are

administration functions.

Order By

SQL ORDER BY and/or GROUP

BY. The order by column contains

the SQL GROUP BY and/or

ORDER BY phrase for the report

request.

Data Window Name

PowerBuilder Data Window name.

The Data Window name is the

name of the PowerBuilder

Data Window name that should be

displayed when a particular sort is

requested by the user. Different

Data Windows are used for

different sorts because there may

be different subtotaling on the

same report depending upon how it

is sorted.

Default Sort Flag

Default sort (Y&null;yes, N&null;no). The

default sort flag is a yes/no column

denoting what sort will be applied

to the report if the user does not

select one.

Order By Title

Title or long name of the sort. The

order by title is what the user sees

when selecting from a list of sort

sequences to apply to a report. For

example, the order by column

value may be ORDER BY

CO_NBR, DPT_NBR,

CST_CTR_NBR. The order by

title would be &null;By Company,

Department, and Cost Center

Numbers&null;.

Sequence Number

Sort sequence number. The

sequence number column is used

to sort the order by titles in some

other sequence other than

alphabetically by order by title.

Last Changed Date

Last Changed By

Requires Stored

Required stored procedure name.

Procedure

The purpose of this column is to

record the name of any stored

procedure required to generate a

report output. Some reports,

because of their complexity, can

not be created without the use of

an SQL stored procedure. If a

stored procedure is needed, its

name would be found in this

column.

Timestamp

Function Sort

Function Number

User assigned identification

Last Used

number. The function number is

the unique identification of a

function of the system. Function

numbers are assigned by

programmers. For example,

ERS110 could be a function

number assigned to a performance

report. Function numbers 000 to

099 are utility functions, 100 to

199 are performance or

management reports, 200 to 299

are operational reports, 300 to 399

are audit reports, 400 to 499 are

static table listings, 500 to 599 are

user functions, 600 to 699 are

interface functions, 700 to 799 are

dynamic table update functions,

800 to 899 are static table update

functions, and 900 to 999 are

administration functions.

Order By

SQL ORDER BY and/or GROUP

BY. The order by column contains

the SQL GROUP BY and/or

ORDER BY phrase for the report

request.

User Identification

Logon user identification. The

user identification is the SQL

database name for the user.

Normally, it is the user's first name

initial and full last name.

Last Changed Date

Last Changed By

Timestamp

Function

Function Subject

User assigned identification code.

Subject

Code

The function subject code defines

what area of interest, for the user,

the function relates to. For

example, MANAGEMENT &null;

management performance reports.

The function subject code uniquely

identifies subjects. Function

subjects, types, and titles are used

to build menus.

Function Subject

Long name, description or title for

Description

code. The function subject

description is the long name for

the subject. For example

management performance reports,

operational reports, utility, user

functions are all subject

descriptions.

Last Changed Date

Last Changed By

Timestamp

Function Type

Function Type Code

User assigned identification code.

The function type code is a way of

grouping like functions together.

For example R&null;report, U&null;update,

M&null;menu, T&null;utility, I&null;interface are

all function type codes. Function

types, subject, and titles can be

used to build menus.

Function Type

Long name, description, or title for

Description

code. The function type

description is the meaning of the

function type code. For example,

report, update, menu, utility, and

interface are all function type

descriptions.

Last Changed Date

Last Changed By

Timestamp

Function

Usage Start Date

Date/time function started being

Usage

used. The usage start date is the

date and time the update or report

was activated.

Function Number

User assigned identification

number. The function number is

the unique identification of a

function of the system. Function

numbers are assigned by

programmers. For example,

ERS110 could be a function

number assigned to a performance

report. Function numbers 000 to

099 are utility functions, 100 to

199 are performance or

management reports, 200 to 299

are operational reports, 300 to 399

are audit reports, 400 to 499 are

static table listings, 500 to 599 are

user functions, 600 to 699 are

interface functions, 700 to 799 are

dynamic table update functions,

800 to 899 are static table update

functions, and 900 to 999 are

administration functions.

User Identification

Logon user identification. The

user identification is the SQL

database name for the user.

Normally, it is the user's first name

initial and full last name.

Rows Processed

Quantity of rows retrieved or

updated. The quantity of rows

retrieved for a reporting function

or the quantity of rows inserted,

updated, or deleted for an update

function.

Usage End Date

Date/time function stopped being

used. The usage end date is the

date and time the function

completed processing the rows.

The difference between the usage

start and end dates is the seconds

required to retrieve the report rows

or post the changes to the database

for an update function.

Last Changed Date

Last Changed By

Timestamp

Inventory

System assigned identification

Identification

number. The inventory

identification is the unique

identifier for a document. It is a

system assigned integer, not user

assigned.

Organization

System assigned identification

Identification

number. The organization

identification is the unique

identification for a company,

department, or cost center. The

integer value is system assigned,

not user assigned. Organizations

own users and classifications.

Author

Document written-by user

identification. Identification for

writer of the document. It can be

any value.

Class Identification

System assigned identification

number. The class identification is

the unique identifier for the

classification. This integer is a

system assigned value, not user

assigned.

Created By

Logon user identification. The

user identification is the SQL

database name for the user.

Normally, it is the user's first name

initial and full last name.

Original File Name

PC file name and extension. The

name of the computer file from

which the inventory item

originated.

Inventory Label

First line of label. The inventory

Line 1

label consists of three columns that

appear on the label for the

document, file folder, or box. The

first label line typically contains a

name. For example, vendor name,

customer name, person name, etc.

for the document.

Inventory Label

Second line of label. The

Line 2

inventory label consists of three

columns that appear on the label

for the document, file folder, or

box. The second label line

typically contains a geography.

Inventory Label

Third line of label. The inventory

Line 3

label consists of three columns that

appear on the label for the

document, file folder, or box. The

third label line typically contains

numbers or dates. For example,

part numbers, purchase order

numbers, contract numbers,

employee numbers, etc.

Location

System assigned identification

Identification

number. The location

identification is the unique

identifier for a shelf or drawer

within an aisle or file cabinet in a

storage area. It is a system

assigned integer, not user assigned.

Media Type Code

User assigned identification code

for media type. The media type

code defines what form the

inventory item is stored in. For

example, DISK&null;hard disk,

FLOPPY&null;floppy disk, CD&null;CD

ROM, TAPE&null;magnetic table,

FICH&null;microfich,

PAPER&null;hardcopy.

Record Type Code

User assigned identification code.

The record type code defines

importance to a classification. For

example, I&null;informational and

O&null;official record types. Inventory

items assigned a classification

having an official record type can

only be deleted by a Department

Coordinator.

Storage Date

Date entered into the Electronic

Records System. The storage date

is the date and time the inventory

item was placed into the system.

Series Code

Code to flag special documents. A

10 character code applied by the

user to help flag documents that

are special to them.

System Entry Date

Date Inventory was entered into

the system. It can never be

changed.

Last Changed Date

Last Changed By

Timestamp

Inventory

System assigned identification

Abstract

Identification

number. The inventory

identification is the unique

identifier for a document. It is a

system assigned integer, not user

assigned.

Abstract

Long description of inventory

item. The abstract column

contains a long textual description

of the inventory item.

Center Retention

Quantity of months in offsite

Months

storage. The center retention

months is the quantity of months

an inventory item is held in a

records center or off site storage

facility. The office retention plus

the center retention months equals

the total retention period for a

classification.

Office Retention

Quantity of months stored on site.

Months

The office retention months is the

quantity of months an inventory

item is held in an office storage

area before it is moved to a long

term, off site storage facility. The

office retention plus the center

retention months equals the total

retention period for a

classification.

Last Changed Date

Last Changed By

Timestamp

Inventory

System assigned identification

Request

Identification

number. The inventory

identification is the unique

identifier for a document. It is a

system assigned integer, not user

assigned.

User Identification

Logon user identification. The

user identification is the SQL

database name for the user.

Normally, it is the user's first name

initial and full last name.

Request Type Code

User assigned identification code.

The request type code is a user

created code to define what needs

to be done to an inventory item.

Request type codes are M&null;Change

Media R&null;Retrieve from storage

facility, S&null;sent to storage facility,

T&null;Retire inventory item.

Location

System assigned identification

Identification

number. The location

identification is the unique

identifier for a shelf or drawer

within an aisle or file cabinet in a

storage area. It is a system

assigned integer, not user assigned.

Media Type

User assigned identification code

Requested

for media type. The media type

code defines what form the

inventory item is stored in. For

example, DISK&null;hard disk,

FLOPPY&null;floppy disk, CD&null;CD

ROM, TAPE&null;magnetic table,

FICH&null;microfich,

PAPER&null;hardcopy.

Request Date

Date inventory request was

created. The request date is the

date and time a user has requested

and inventory item be moved from

one media to another.

Last Changed Date

Last Changed By

Timestamp

Inventory

Class Identification

System assigned identification

Statistics

number. The class identification is

the unique identifier for the

classification. This integer is a

system assigned value, not user

assigned.

Location

System assigned identification

Identification

number. The location

identification is the unique

identifier for a shelf or drawer

within an aisle or file cabinet in a

storage area. It is a system

assigned integer, not user assigned.

Record Type Code

User assigned identification code.

The record type code defines

importance to a classification. For

example, I&null;informational and

O&null;official record types. Inventory

items assigned a classification

having an official record type can

only be deleted by a Department

Coordinator.

Collection Date

Date statistics were collected. The

date the count of inventory items

was collected. The quantity of

inventory items by class and

record type will be collected once

a month or once a quarter.

Inventory Quantity

Quantity of inventory items found.

The inventory quantity contains

the number of inventory items

found for a class and record type at

a given point in time.

Last Changed Date

Last Changed By

Timestamp

Location

System assigned identification

Identification

number. The location

identification is the unique

identifier for a shelf or drawer

within an aisle or file cabinet in a

storage area. It is a system

assigned integer, not user assigned.

Location

Long name, description, or title.

Description

The location description is the

meaning of a location number. For

example, &null;Third drawer down&null; or

&null;Fourth shelf up&null; are location

descriptions.

Location Number

User assigned identification

number. The location number is

the user assigned identifier for a

file cabinet drawer or shelf.

Location Type Code

User assigned identification code

for location type. The location

type code is a user assigned code

for the type of document storage

facility. For example,

BL&null;Building, FA&null;File area,

PR&null;Property, SH&null;Shelf,

AI&null;Aisle.

Parent Location

Parent or owner of location. The

Identification

parent location identification is the

unique identifier for building or

file area that owns the location.

Last Changed Date

Last Changed By

Timestamp

Location Type

Location Type Code

User assigned identification code

for location type. The location

type code is a user assigned code

for the type of document storage

facility. For example,

BL&null;Building, FA&null;File area,

PR&null;Property, SH&null;Shelf,

AI&null;Aisle.

Archive Facility

Archive facility (offsite storage)

Flag

Y/N flag. The archive facility flag

is a yes/no column used to define

if the location is found in an

archive facility. An archive

facility would be an offsite

warehouse, for example.

Location Type

Long name or title of location

Description

type. The location description is

the meaning of the location type

code.

Level Number

Location hierarchy level number.

The level number defines what

level of the location hierarchy this

location can be found. Level one

is the top level of the hierarchy and

level number five is the bottom.

Last Changed Date

Last Changed By

Timestamp

Media Type

Media Type Code

User assigned identification code

for media type. The media type

code defines what form the

inventory item is stored in. For

example, DISK&null;hard disk,

FLOPPY&null;floppy disk, CD&null;CD

ROM, TAPE&null;magnetic table,

FICH&null;microfich,

PAPER&null;hardcopy.

Media Type

Long name, description, or title.

Description

The media type description adds

meaning to the media type code.

For example, &null;Hardcopy&null; and

&null;Magnetic Tape&null; are media type

descriptions.

ERSExpress Access

File name required yes/no. The

Flag

purpose of this column is to record

whether a document being entered

for a given media type should have

a file name entered also. For

example, if a document is entered

into the system that has a media

type of &null;hard disk&null; , and the file

name required flag is set to &null;yes&null;,

then the system will prompt the

user to input a file name for the

document. If the file name

required flag is set to &null;no&null; then the

system will not prompt the user for

a file name when they input

information about a document.

Last Changed Date

Last Changed By

Timestamp

Object

Object Name

Name of database object (table or

Identification

view). The object name is the

SQL database name for a table or

view.

Identification

Last system assigned identification

number. The identification

column contains the last or highest

integer value assigned to the

identification column in the table.

For example, if the table name was

tbl_dpt and the identification

column contains 145, then the

highest identification number

assigned thus far to departments is

145.

Last Changed Date

Last Changed By

Timestamp

Filler 1

This is a character field of 255

bytes used to pad one row in the

identification table out to one page

long. This technique is use

because SQLServer only has page

locking, not row locking.

Filler 2

This is a character field of 255

bytes used to pad one row in the

identification table out to one page

long. This technique is use

because SQLServer only has page

locking, not row locking.

Filler 3

This is a character field of 255

bytes used to pad one row in the

identification table out to one page

long. This technique is use

because SQLServer only has page

locking, not row locking.

Filler 4

This is a character field of 255

bytes used to pad one row in the

identification table out to one page

long. This technique is use

because SQLServer only has page

locking, not row locking.

Filler 5

This is a character field of 255

bytes used to pad one row in the

identification table out to one page

long. This technique is use

because SQLServer only has page

locking, not row locking.

Filler 6

This is a character field of 255

bytes used to pad one row in the

identification table out to one page

long. This technique is use

because SQLServer only has page

locking, not row locking.

Filler 7

This is a character field of 255

bytes used to pad one row in the

identification table out to one page

long. This technique is use

because SQLServer only has page

locking, not row locking.

Filler 8

This is a character field of 151

bytes used to pad one row in the

identification table out to one page

long. This technique is use

because SQLServer only has page

locking, not row locking.

Organization

System assigned identification

Identification

number. The organization

identification is the unique

identification for a company,

department, or cost center. The

integer value is system assigned,

not user assigned. Organizations

own users and classifications.

Organization Code

User assigned identification code.

The organization code is a user

assigned identification for a

company, department, or cost

center.

Organization Name

Long name, description, or title.

The organization name is the

meaning for the organization code.

For example, &null;Account Payable&null;,

&null;Payroll&null; , &null;Inside Sales&null; are all

organization names for cost

centers.

Organization Type

User assigned organization type

Code

code. The organization type code

defines if an organization is a

company, department, or cost

center.

Parent Organization

Parent owner for organization.

Identification

The parent organization

identification is the unique

identification for a company, or

department that owns the

organization.

Last Changed Date

Last Changed By

Timestamp

Organization

Organization Type

User assigned organization type

Type

Code

code. The organization type code

defines if an organization is a

company, department, or cost

center.

Organization Type

Long name, description, or title.

Description

The organization type description

is the meaning of the organization

type code.

Level Number

Organization hierarchy level

number. The level number defines

at what level of the organization

hierarchy this organization

(company, department, or cost

center) can be found. Level

number one is the top of the

hierarchy and level number five is

the bottom.

Last Changed Date

Last Changed By

Timestamp

Record Type

Record Type Code

User assigned identification code.

The record type code defines

importance to a classification. For

example, I&null;informational and

O&null;official record types. Inventory

items assigned a classification

having an official record type can

only be deleted by a Department

Coordinator.

Record Type

Long name, description, or title.

Description

The record type description adds

meaning to the record type code.

Record Type

Office policy for record type. The

Procedure

record type procedure states the

office policy associated with the

record type. For example,

&null;Inventory items assigned a

classification having an official

record type can only be deleted by

a Department Coordinator&null;.

Last Changed Date

Last Changed By

Timestamp

Request Type

Request Type Code

User assigned identification code.

The request type code is a user

created code to define what needs

to be done to an inventory item.

Request type codes are M&null;Change

Media, R&null;Retrieve from storage

facility, S&null;sent to storage facility,

T&null;Retire inventory item.

Request Type

Long name, description, or title.

Description

The request type description

defines the meaning for the request

type code.

Last Changed Date

Last Changed By

Timestamp

Retention

Retention Reference

User assigned identification

Reference

number. The retention reference

column is used to store the

identification number for the

reference document or law

governing a set of classes and their

retention periods. For example,

&null;26 CFR 1.6001.1&null; is a document

defining how checks ought to

stored.

Abstract

Long description of reference.

The abstract column contains a

paragraph about the reference.

This paragraph states the policy for

storing a type of document.

Last Changed Date

Last Changed By

Timestamp

Retention

Retention Start

User assigned identification code.

Start

Code

The retention start code defines

when the retention period of the

document starts. The quantity of

months an inventory item is held

may start when the document first

created, or it may start when the

document is moved to an off site

storage facility.

Retention Start

Long name, description, or title.

Description

The retention start description adds

meaning to the retention start code.

It is the office policy stating when

the retention period begins for a

document.

Last Changed Date

Last Changed By

Timestamp

Sensitivity

Sensitivity Code

User assigned identification code.

The sensitivity code defines the

security associated with a

classification. For example,

TS&null;top secrete and

CO&null;confidential are sensitivity

codes.

Sensitivity

Long name, description, or title.

Description

The sensitivity description adds

meaning to the sensitivity code.

Last Changed Date

Last Changed By

Timestamp

Synonym

System assigned identification

Identification

number. The synonym

identification is the unique

identifier for the synonym. This

integer is a system assigned value,

not user assigned.

Synonym Name

Name of synonym. The synonym

name is the name of the synonym.

Synonyms are alternate means to

refer to a classification. Synonyms

can be class codes, class names, or

any value the user wishes.

User Identification

Logon user identification. The

user identification is the SQL

database name for the user.

Normally, it is the user's first name

initial and full last name.

Class Identification

System assigned identification

number. The class identification is

the unique identifier for the

classification. This integer is a

system assigned value, not user

assigned.

Keyword Flag

Corporate keyword (Y&null;yes,

N&null;no). The keyword flag denotes

if this synonym is a Corporate

synonym. All synonyms have to

be related to a Corporate keyword.

Last Changed Date

Last Changed By

Timestamp

User

User Identification

Logon user identification. The

user identification is the SQL

database name for the user.

Normally, it is the user's first name

initial and full last name.

Default Location

System assigned identification

Identification

number. The location

identification is the unique

identifier for a shelf or drawer

within an aisle or file cabinet in a

storage area. It is a system

assigned integer, not user assigned.

Organization

System assigned identification

Identification

number. The organization

identification is the unique

identification for a company,

department, or cost center. The

integer value is system assigned,

not user assigned. Organizations

own users and classifications.

Mail Stop

User's mail stop. Physical mailing

address of an ERSuser in the

company.

Output Directory

Directory path for extract files.

The output directory is the disk

drive and directory name where

the user would like extract files

placed. If the user elects to have a

report exported into a spread sheet,

then the spread sheet will be

placed in the output directory.

Last Changed Date

Last Changed By

Timestamp

User Class

Class Identification

System assigned identification

number. The class identification is

the unique identifier for the

classification. This integer is a

system assigned value, not user

assigned.

User Identification

Logon user identification. The

user identification is the SQL

database name for the user.

Normally, it is the user's first name

initial and full last name.

Access Code

User assigned identification code.

The access code defines what a

user can do to a database object.

Access codes are S &null; Select, U &null;

Update, I &null; Insert, D &null; Delete. If a

user has an access code of I or D

then they can automatically do U

or S. If a user has an access code

of U then they can also do S.

Default Class Flag

Default class (Y&null;yes, N&null;no).

Denotes default class if none is

selected.

Last Assigned Date

Date last used. The date and time

the class was last assigned by the

user to a document. This column

can help determine if a user has

ever assigned this class to a

document.

Last Changed Date

Last Changed By

Timestamp

&null;0377&null; Logical View

&null;0378&null; FIG. 13 is a logical view of the database. It shows all the entities or tables and their attributes or columns. The purpose of this diagram is to provide a more detailed picture of the database and its contents.

&null;0379&null; Standard Abbreviations

&null;0380&null; The following lists the standard abbreviations for database object and column names. Several of these abbreviations will be merged together to derive a name. For example, the user tables will be named &null;tbl_usr&null;. The user's last name column will be called lst_nme&null;.

&null;0381&null; abs abstract

&null;0382&null; acc access

&null;0383&null; adr address

&null;0384&null; ctr center

&null;0385&null; chg change

&null;0386&null; cd code

&null;0387&null; cst cost

&null;0388&null; cls class

&null;0389&null; col column

&null;0390&null; cre created

&null;0391&null; d DataWindow object

&null;0392&null; db database

&null;0393&null; dw DataWindow control

&null;0394&null; def default

&null;0395&null; dsc description

&null;0396&null; dir directory

&null;0397&null; dte date

&null;0398&null; dur duration

&null;0399&null; end end

&null;0400&null; flg flag

&null;0401&null; fst first

&null;0402&null; fcn function

&null;0403&null; grp group

&null;0404&null; hst history

&null;0405&null; idn identification

&null;0406&null; inv inventory

&null;0407&null; key key

&null;0408&null; lst last

&null;0409&null; loc location

&null;0410&null; log logon

&null;0411&null; mail mail

&null;0412&null; med media

&null;0413&null; mth month

&null;0414&null; nbr number

&null;0415&null; nme name

&null;0416&null; off office

&null;0417&null; obj object

&null;0418&null; ord order

&null;0419&null; org organization

&null;0420&null; out output

&null;0421&null; par parent

&null;0422&null; phn phone

&null;0423&null; psw password

&null;0424&null; pro procedure

&null;0425&null; pcs processed

&null;0426&null; pps purpose

&null;0427&null; rec record

&null;0428&null; rel relationship

&null;0429&null; rqs request

&null;0430&null; rqr require

&null;0431&null; ret retention

&null;0432&null; row rows

&null;0433&null; snt sensitivity

&null;0434&null; seq sequence

&null;0435&null; srt sort

&null;0436&null; str start

&null;0437&null; sts status

&null;0438&null; sto storage

&null;0439&null; stp stop

&null;0440&null; sub subject

&null;0441&null; syn synonym

&null;0442&null; tbl table

&null;0443&null; tm time

&null;0444&null; tle title

&null;0445&null; trg trigger

&null;0446&null; typ type

&null;0447&null; udt user defined datatype

&null;0448&null; usg usage

&null;0449&null; usp user stored procedure

&null;0450&null; usr user

&null;0451&null; vtl vital

&null;0452&null; vw view

&null;0453&null; vwb base view

&null;0454&null; w window

&null;0455&null; wrd word

&null;0456&null; Triggers

&null;0457&null; Triggers are business rules embedded in the database. These rules are activated every time a row is added, changed, or delete for a table. They can be used insure referential integrity, enforce security, and/or calculate values for columns. The triggers defined for this system are described below by table. Note, that referential integrity triggers are not listed. They are too numerous to display, but will be part of the application.

&null;0458&null; Class Table

&null;0459&null; Insert Trigger&null;Two rows should be added to the synonym table. The values for the synonym table are as follows:

&null;0460&null; Row 1

Synonym Name

The class code

User Identification

&null;SA&null;

Parent Synonym Name

The class code of the parent

classification

Keyword Flag

&null;Y&null;

&null;0461&null; Row 2

Synonym Name

The classification title

User Identification

&null;SA&null;

Parent Synonym Name

The class code

Keyword Flag

&null;N&null;

&null;0462&null; When inserting a row into the class table, add two rows to the class synonym table. The values for the class synonym table should be the following:

&null;0463&null; Row 1

Synonym Name

The class code

User Identification

&null;SA&null;

Class Identification

The class identification

&null;0464&null; Row 2

Synonym Name

The class title

User Identification

&null;SA&null;

Class Identification

The class identification

&null;0465&null; Update Trigger&null;See if the class code is being changed. If it is, then update the synonym name in the synonym table and the synonym name in the class synonym table.

&null;0466&null; When updating a row in the class table, see if the class title is being changed. If it is, then update the synonym name in the synonym table and the synonym name in the class synonym table.

&null;0467&null; When updating a row in the class table, see if the parent classification identification is being changed. If it is, then update the parent synonym name in the synonym table.

&null;0468&null; Delete Trigger&null;Delete the corresponding rows in the synonym table and the class synonym table where the following is true:

&null;0469&null; Synonym name equals class code and user identification equals &null;SA&null; or

&null;0470&null; Synonym name equals classification title and user identification equal &null;SA&null;

&null;0471&null; Function Table

&null;0472&null; Delete Trigger&null;Create a cascading delete that will remove the function form all other tables.

&null;0473&null; Update Trigger&null;If the function type is changed for &null;REPORT&null; to something else, a search for the function column and function sort tables should be performed. If there are any rows in these tables, then they ought to be deleted.

&null;0474&null; Function Column Table

&null;0475&null; Insert Trigger&null;The function type column in the function table must be set to &null;REPORT&null;. If the function is not a report, then it should not have rows in the function column or sort table.

&null;0476&null; The relationship code can only have values of &null;EQUAL&null;, &null;LIKE&null; or &null;BOTH&null;. Also the column type values can only be &null;CHAR&null;, &null;INT&null;, &null;DATE&null;, and &null;FLOAT&null;.

&null;0477&null; Update Trigger&null;The relationship code can only have values of &null;EQUAL&null;, &null;LIKE&null;or &null;BOTH&null;. Also the column type values can only be &null;CHAR&null;, &null;INT&null;, &null;DATE&null;, and &null;FLOAT&null;.

&null;0478&null; Function Sort Table

&null;0479&null; Insert Trigger&null;There can only be one row having a default sort flag value of &null;Y&null; for yes for each function.

&null;0480&null; Update Trigger&null;There can only be one row having a default sort flag value of &null;Y&null; for yes for each function.

&null;0481&null; Function Usage Table

&null;0482&null; Insert Trigger&null;The usage start date must be less than the usage end date.

&null;0483&null; Update Trigger&null;The usage start date must be less than the usage end date.

&null;0484&null; Location Table

&null;0485&null; Insert Trigger&null;If the level number for the location type is one, then the parent location identification equals the location identification. If the level number of the location type is not equal to one, then the parent location identification can not be equal to the location identification.

&null;0486&null; If the level number is not equal to one, then the level number must be equal to one minus the level number for the parent location.

&null;0487&null; Object Table

&null;0488&null; Insert Trigger&null;The object purpose can not be null if the object type code is &null;V&null; for view.

&null;0489&null; Insert Trigger&null;The object purpose can not be null if the object type code is &null;V&null; for view.

&null;0490&null; Object Identification Table

&null;0491&null; Insert Trigger&null;Insure that the object type column value in the object table is set to &null;U&null; for user table.

&null;0492&null; Update Trigger&null;Insure that the object type column value in the object table is set to &null;U&null; for user table.

&null;0493&null; Organization Table

&null;0494&null; Insert Trigger&null;If the level number for the organization type is one, then the parent organization identification equals the organization identification. If the level number of the organization type is not equal to one, then the parent organization identification can not be equal to the organization identification. If the level number is not equal to one, then the level number must be equal to one minus the level number for the parent organization.

&null;0495&null; Update Trigger&null;If the level number for the organization type is one, then the parent organization identification equals the organization identification. If the level number of the organization type is not equal to one, then the parent organization identification can not be equal to the organization identification.

&null;0496&null; If the level number is not equal to one, then the level number must be equal to one minus the level number for the parent organization.

&null;0497&null; User Table

&null;0498&null; Insert Trigger&null;When inserting a new user, create rows for the user class table. Copy the user class rows for the person doing the inserting and place them into the user class table for the new user. The processing steps are:

&null;0499&null; Retrieve the user ID of the individual inserting a new row into the user table.

&null;0500&null; Take the user ID found in the previous step and read the user class table for the person doing the inserting. Retrieve their set of classifications and access codes.

&null;0501&null; Insert the classifications and access codes found in the previous step under the ID of the new user.

&null;0502&null; Ignore the processing describe above if the user doing the inserting is SA.

&null;0503&null; Delete Trigger&null;Create a cascading delete that will remove the user for all other tables.

&null;0504&null; User Class Table

&null;0505&null; Insert Table&null;There can only be one row having a default class flag value of &null;Y&null; for yes for each user.

&null;0506&null; If an individual is inserting a new row into the user class table, then that individual must have read or write access to that same class. The new row can not have write access to the class if the individual doing the inserting only has read access. Ignore this logic if the person doing the inserting is SA.

&null;0507&null; Update Table&null;There can only be one row having a default class flag value of &null;Y&null; for yes for each user.

&null;0508&null; If the access code is being changed from R&null;read to W&null;write then the individual making the change must have write access to that same class. Ignore this logic if the person doing the changing is SA.

&null;0509&null; User Database Table

&null;0510&null; Insert Trigger&null;There can only be one row having a default database flag value of &null;Y&null; for yes for each user.

&null;0511&null; Update Trigger&null;There can only be one row having a default database flag value of &null;Y&null; for yes for each user.

&null;0512&null; User Defined Datatypes

&null;0513&null; User defined datatypes are common formats that will be applied to columns. The attributes for each datatype in this system are listed below.

&null;0514&null; udt_integer

&null;0515&null; integer System generated identification numbers.

&null;0516&null; udt_ndt

&null;0517&null; varchar(40) Names, descriptions and titles 40 chars or less.

&null;0518&null; udt_name

&null;0519&null; char(20) First, Last Names, other names 20 chars or less.

&null;0520&null; udt_label

&null;0521&null; char(25) Labels.

&null;0522&null; udt_text

&null;0523&null; varchar(255) Long descriptions, text, explanations, summaries etc.

&null;0524&null; udt_identifier

&null;0525&null; char(20) Any type of database object identifier.

&null;0526&null; udt_yesno

&null;0527&null; char(1)Any yes/no column.

&null;0528&null; udt_phone

&null;0529&null; char(13) Full length phone number&null;Do not store dashes.

&null;0530&null; udt_code_a

&null;0531&null; char(1) Codes and other data of various lengths.

&null;0532&null; udt_code_b

&null;0533&null; char(2)

&null;0534&null; udt_code_c

&null;0535&null; char(6)

&null;0536&null; udt_code_d

&null;0537&null; char(8)

&null;0538&null; udt_code_e

&null;0539&null; char(10)

&null;0540&null; udt_code_f

&null;0541&null; char(12)

&null;0542&null; udt_code_g

&null;0543&null; char(15)

&null;0544&null; Physical Database Model

&null;0545&null; The physical database model displays all the SQL attributes about each column in the application. It is the combination of the logical view, abbreviations, triggers, and user defined datatypes. The physical database model is presented in FIG. 14.

&null;0546&null; Physical Attributes

&null;0547&null; The following table displays the SQL attributes (column name, datatype, null option, etc.) for each column being stored.

Entity

Column

Alternate

Foreign

Prime

Column

Name

Attribute Name

Name

Key

Datatype

Null Option

Access

Access Code

acc_cd

(PK)

char(1)

NOT NULL

Access Description

dsc

(AK1)

varchar(40)

NOT NULL

Last Changed Date

1st_chg_dte

datetime

NULL

Last Changed By

1st_chg_by

char(20)

NULL

Timestamp

timestamp

NULL

Class

cls_idn

(PK)

int

NOT NULL

Identification

Abstract

abs

varchar(255)

NOT NULL

Class Code

cls_cd

(AK1)

char(10)

NOT NULL

Classification Title

tle

varchar(40)

NOT NULL

Classification Title

tle_ext

varchar(40)

NOT NULL

Extended

Center Retention

ctr_rtnt_mth

int

NOT NULL

Months

Organization

org_idn

(FK)

int

NOT NULL

Identification

Created By

cre_by

char(20)

NOT NULL

Media Type Code

med_typ_cd

(FK)

char(6)

NOT NULL

Office Retention

ofc_rtnt_mth

int

NOT NULL

Months

Parent Class

prnt_cls_idn

(FK)

int

NOT NULL

Identification

Record Type Code

rec_typ_cd

(FK)

char(1)

NOT NULL

Retention

rtnt_rfr

(FK)

varchar(40)

NOT NULL

Reference

Retention Start

rtnt_str_cd

(FK)

char(2)

NOT NULL

Code

Sensitivity Code

sntv_cd

(FK)

char(2)

NOT NULL

Vital Flag

vtl_fk

char(1)

NOT NULL

Last Changed Date

1st_chg_dte

datetime

NULL

Last Changed By

1st_chg_by

char(20)

NULL

Timestamp

timestamp

NULL

Data

Entity Name

ent_nine

(PK)

varchar(40)

NOT NULL

Dictionary

Attribute Name

att_nme

(PK)

varchar(40)

NOT NULL

Attribute

att_def

varchar(255)

NOT NULL

Definition

Column Name

col_nme

varchar(40)

NOT NULL

Datatype

dtyp

char(20)

NOT NULL

Entity Definition

ent_def

varchar(255)

NOT NULL

Null Option

null opt

char(20)

NOT NULL

User Defined

udt_nme

char(20)

NOT NULL

Datatype Name

Last Changed Date

1st_chg_dte

datetime

NOT NULL

Last Changed By

1st_chg_by

char(20)

NOT NULL

Timestamp

timestamp

NULL

Function

Function Number

fxn_nbr

(PK)

char(8)

NOT NULL

Function Purpose

prps

varchar(255)

NOT NULL

Function Subject

fxn_subj_cd

(FK)

char(10)

NOT NULL

Code

Function Title

tle

(AK1)

varchar(40)

NOT NULL

Function Type

fxn_typ_cd

(FK)

char(1)

NOT NULL

Code

Last Changed Date

1st_chg_dte

datetime

NULL

Last Changed By

1st_chg_by

char(20)

NULL

Timestamp

timestamp

NULL

Function

Function Number

fxn_nbr

(FK)

(PK)

char(8)

NOT NULL

Column

Table Name

tbl_nme

(FK)

(PK)

char(20)

NOT NULL

Column Name

col_nme

(FK)

(PK)

char(20)

NOT NULL

Column Null Flag

null_flg

char(1)

NOT NULL

Column Title

tle

varchar(40)

NOT NULL

Column Type

typ

char(20)

NOT NULL

Relationship Code

rel_cd

char(6)

NOT NULL

Required Flag

rqr_flg

char(1)

NOT NULL

Sequence Number

seq_nbr

int

NOT NULL

Last Changed Date

1st_chg_dte

datetime

NULL

Last Changed By

1st_chg_by

char(20)

NULL

Timestamp

timestamp

NULL

Function

Function Number

fxn_nbr

(FK)

(PK)

char(8)

NOT NULL

Column

Last Used

Column Name

col_nme

(FK)

(PK)

char(20)

NOT NULL

User Identification

usr_idn

(FK)

(PK)

char(30)

NOT NULL

Table Name

tbl_nme

(FK)

(PK)

char(20)

NOT NULL

Column Value

col_val

varchar(255)

NOT NULL

Operator Code

oprcd

char(2)

NOT NULL

Last Changed Date

1st_chg_dte

datetime

NULL

Last Changed By

1st_chg_by

char(20)

NULL

Timestamp

timestamp

NULL

Function

Table Name

tbl_nme

(PK)

char(20)

NOT NULL

Data Window

Column Name

col_nme

(PK)

char(20)

NOT NULL

Data Window

dw_nme

varchar(40)

NOT NULL

Name

Last Changed Date

1st_chg_dte

datetime

NULL

Last Changed By

1st_chg_by

char(18)

NULL

Timestamp

timestamp

NULL

Function

Function Number

fxn_nbr

(FK)

(PK)

char(8)

NOT NULL

Sort

Order By

ord_by

(PK)

varchar(200)

NOT NULL

DataWindow

dw_nme

varchar(40)

NOT NULL

Name

Default Sort Flag

dft_srt_flg

char(1)

NOT NULL

Order By Title

tle

varchar(255)

NOT NULL

Sequence Number

seq_nbr

int

NOT NULL

Last Changed Date

1st_chg_dte

datetime

NULL

Last Changed By

1st_chg_by

char(20)

NULL

Requires Stored

rqr_usp

char(20)

NULL

Procedure

Timestamp

timestamp

NULL

Function

Function Number

frn_nbr

(FK)

(PK)

char(8)

NOT NULL

Sort Last

Used

Order By

ord_by

(FK)

(PK)

varchar(200)

NOT NULL

User Identification

usr_idn

(FK)

(PK)

char(30)

NOT NULL

Last Changed Date

1st_chg_dte

datetime

NULL

Last Changed By

1st_chg_by

char(20)

NULL

Timestamp

timestamp

NULL

Function

Function Subject

fxn_subj_cd

(PK)

char(10)

NOT NULL

Subject Code

Function Subject

dsc

(AK1)

varchar(40)

NOT NULL

Description

Last Changed Date

1st_chg_dte

datetime

NULL

Last Changed By

1st_chg_by

char(20)

NULL

Timestamp

timestamp

NULL

Function

Function Type

fxn_typ_cd

(PK)

char(1)

NOT NULL

Type

Code

Function Type

dsc

varchar(40)

NOT NULL

Description

Last Changed Date

1st_chg_dte

datetime

NULL

Last Changed By

1st_chg_by

char(20)

NULL

Timestamp

timestamp

NULL

Function

Usage Start Date

usg_str_dte

(PK)

datetime

NOT NULL

Usage

Function Number

fxn_nbr

(FK)

(PK)

char(8)

NOT NULL

User Identification

usr_idn

(FK)

(PK)

char(30)

NOT NULL

Rows Processed

row_prcs

int

NOT NULL

Usage End Date

usg_end_dte

datetime

NOT NULL

Last Changed Date

1st_chg_dte

datetime

NULL

Last Changed By

1st_chg_by

char(20)

NULL

Timestamp

timestamp

NULL

Inventory

inv_idn

(PK)

int

NOT NULL

Identification

Organization

org_idn

(AK1)

(FK)

int

NOT NULL

Identification

Author

athr

(IE1)

varchar(40)

NOT NULL

Class

cls_idn

(FK)

int

NOT NULL

Identification

Created By

cre_by

(FK)

char(30)

NULL

Original File

orgn_file_nme

varchar(40)

NULL

Name

Inventory Label

inv_lbl_ln_1

(AK1)

char(25)

NOT NULL

Line 1

Inventory Label

inv_lbl_ln_2

(AK1)

char(25)

NOT NULL

Line 2

Inventory Label

inv_lbl_ln_3

(AK1)

char(25)

NOT NULL

Line 3

Location

loc_idn

(FK)

int

NOT NULL

Identification

Media Type Code

med_typ_cd

(AK1)

(FK)

char(6)

NOT NULL

Record Type Code

rec_typ_cd

(AK1)

(FK)

char(1)

NOT NULL

Storage Date

strg_dte

(IE3)

datetime

NOT NULL

Series Code

ser_cde

(IE2)

char(10)

NOT NULL

System Entry Date

sys_ntry_dte

datetime

NOT NULL

Last Changed Date

1st_chg_dte

datetime

NULL

Last Changed By

1st_chg_by

char(20)

NOT NULL

Timestamp

timestamp

NULL

Inventory

inv_idn

(FK)

(PK)

int

NOT NULL

Abstract

Identification

Abstract

abs

text

NULL

Center Retention

ctr_rtnt_mth

int

NOT NULL

Months

Office Retention

ofc_rtnt_mth

int

NOT NULL

Months

Last Changed Date

1st_chg_dte

datetime

NULL

Last Changed By

1st_chg_by

char(20)

NULL

Timestamp

timestamp

NULL

Inventory

inv_idn

(FK)

(PK)

int

NOT NULL

Request

Identification

User Identification

usr_idn

(FK)

(PK)

char(30)

NOT NULL

Request Type

rqst_typ_cd

(FK)

(PK)

char( I)

NOT NULL

Code

Location

loc_idn

(FK)

int

NULL

Identification

Media Type

med_typ_cd

(FK)

char(6)

NULL

Requested

Request Date

rqst_dte

datetime

NOT NULL

Last Changed Date

1st_chg_dte

datetime

NULL

Last Changed By

1st_chg_by

char(20)

NULL

Timestamp

timestamp

NULL

Inventory

Class

cls_idn

(FK)

(PK)

int

NOT NULL

Statistics

Identification

Location

loc_idn

(FK)

(PK)

int

NOT NULL

Identification

Record Type Code

rec_typ_cd

(FK)

(PK)

char(1)

NOT NULL

Collection Date

colc_dte

(PK)

datetime

NOT NULL

Inventory Quantity

inv_qty

int

NULL

Last Changed Date

1st_chg_dte

datetime

NULL

Last Changed By

1st_chg_by

char(20)

NULL

Timestamp

timestamp

NULL

Location

loc_idn

(PK)

int

NOT NULL

Identification

Location

dsc

varchar(50)

NOT NULL

Description

Location Number

nbr

(AK1)

char(10)

NOT NULL

Location Type

loc_typ_cd

(FK)

char(2)

NOT NULL

Code

Parent Location

prnt_loc_idn

(FK)

int

NOT NULL

Identification

Last Changed Date

1st_chg_dte

datetime

NULL

Last Changed By

1st_chg_by

char(20)

NULL

Timestamp

timestamp

NULL

Location

Location Type

loc_typ_cd

(PK)

char(2)

NOT NULL

Type

Code

Archive Facility

arch_fac_flg

char(1)

NOT NULL

Flag

Location Type

dsc

(AK1)

varchar(40)

NOT NULL

Description

Level Number

lvl_nbr

int

NOT NULL

Last Changed Date

1st_chg_dte

datetime

NULL

Last Changed By

1st_chg_by

char(20)

NULL

Timestamp

timestamp

NULL

Media Type

Media Type Code

med_typ_cd

(PK)

char(6)

NOT NULL

Media Type

dsc

(AK1)

varchar(40)

NOT NULL

Description

ERS Express

ers_expr_acc

char(1)

NOT NULL

Access Flag

_flg

Last Changed Date

1st_chgdte

datetime

NULL

Last Changed By

1st_chg_by

char(20)

NULL

Timestamp

timestamp

NULL

Object

Object Name

obj_nme

(PK)

char(20)

NOT NULL

Identification

idn

int

NOT NULL

Last Changed Date

1st_chg_dte

datetime

NOT NULL

Last Changed By

1st_chg_by

char(20)

NOT NULL

Timestamp

timestamp

NOT NULL

Filler 1

filler_1

char(255)

NOT NULL

Filler 2

filler_2

char(255)

NOT NULL

Filler 3

filler_3

char(255)

NOT NULL

Filler 4

filler_4

char(255)

NOT NULL

Filler 5

filler_5

char(255)

NOT NULL

Filler 6

filler_6

char(255)

NOT NULL

Filler 7

filler_7

char(255)

NOT NULL

Filler 8

filler_8

char(103)

NOT NULL

Organization

org_idn

(PK)

int

NOT NULL

Identification

Organization Code

org_cd

(AK1)

char(10)

NOT NULL

Organization

org_nme

varchar(40)

NOT NULL

Name

Organization Type

org_typ_cd

(FK)

char(2)

NOT NULL

Code

Parent

prnt_org_idn

(FK)

int

NOT NULL

Organization

Identification

Last Changed Date

1st_chg_dte

datetime

NULL

Last Changed By

1st_chg_by

char(20)

NULL

Timestamp

timestamp

NULL

Organization

Organization Type

org_typ_cd

(PK)

char(2)

NOT NULL

Type

Code

Organization Type

dsc

(AK1)

varchar(40)

NOT NULL

Description

Level Number

lvl_nbr

int

NOT NULL

Last Changed Date

1st_chg_dte

datetime

NULL

Last Changed By

1st_chg_by

char(20)

NULL

Timestamp

timestamp

NULL

Record

Record Type Code

rec_typ_cd

(PK)

char(1)

NOT NULL

Type

Record Type

dsc

varchar(40)

NOT NULL

Description

Record Type

pcdr

varchar(255)

NOT NULL

Procedure

Last Changed Date

1st_chg_dte

datetime

NULL

Last Changed By

1st_chg_by

char(20)

NULL

Timestamp

timestamp

NULL

Request

Request Type

rqst_typ_cd

(PK)

char(1)

NOT NULL

Type

Code

Request Type

dsc

(AK1)

varchar(40)

NOT NULL

Description

Last Changed Date

1st_chg_dte

datetime

NULL

Last Changed By

1st_chg_by

char(20)

NULL

Timestamp

timestamp

NULL

Retention

rtnt_rfr

(PK)

varchar(40)

NOT NULL

Reference

Abstract

abs

varchar(255)

NOT NULL

Last Changed Date

1st_chg_dte

datetime

NULL

Last Changed By

1st_chg_by

char(20)

NULL

Timestamp

timestamp

NULL

Retention

Retention Start

rtnt_str_cd

(PK)

char(2)

NOT NULL

Start

Code

Retention Start

dsc

(AK1)

varchar(255)

NOT NULL

Description

Last Changed Date

1st_chg_dte

datetime

NULL

Last Changed By

1st_chg_by

char(20)

NULL

Timestamp

timestamp

NULL

Sensitivity

Sensitivity Code

sntv_cd

(PK)

char(2)

NOT NULL

Sensitivity

dsc

(AK1)

varchar(40)

NOT NULL

Description

Last Changed Date

1st_chg_dte

datetime

NULL

Last Changed By

1st_chg_by

char(20)

NULL

Timestamp

timestamp

NULL

Synonym

syn_idn

(PK)

int

NOT NULL

Identification

Synonym Name

syn_nme

(AK)

varchar(40)

NOT NULL

User Identification

usr_idn

(AK)

(FK)

char(30)

NOT NULL

Class

cls_idn

(AK)

(FK)

int

NOT NULL

Identification

Keyword Flag

key_wrd_flg

char(1)

NOT NULL

Last Changed Date

1st_chg_dte

datetime

NULL

Last Changed By

1st_chg_by

char(20)

NULL

Timestamp

timestamp

NULL

User

User Identification

usr_idn

(FK)

(PK)

char(30)

NOT NULL

Default Location

loc_idn

(FK)

int

NOT NULL

Identification

Organization

org_idn

(FK)

int

NOT NULL

Identification

Mail Stop

mail_stop

char(10)

NULL

Output Directory

out_dir

varchar(255)

NULL

Last Changed Date

1st_chg_dte

datetime

NULL

Last Changed By

1st_chg_by

char(20)

NULL

Timestamp

timestamp

NULL

User Class

Class

cls_idn

(FK)

(PK)

int

NOT NULL

Identification

User Identification

usr_idn

(FK)

(PK)

char(30)

NOT NULL

Access Code

acc_cd

(FK)

char(1)

NULL

Default Class Flag

dft_cls_flg

char(1)

NOT NULL

Last Assigned

1st_asgn_dte

datetime

NULL

Date

Last Changed Date

1st_chg_dte

datetime

NULL

Last Changed By

1st_chg_by

char(20)

NULL

Timestamp

timestamp

NULL

&null;0548&null; System Requirements

&null;0549&null; The purpose of this section of the document is to define the minimum hardware and software needed to run and maintain the application. This section is divided into three parts; Client Workstation, Developers Workstation, and Server. The requirements defined below assume that there are no other applications running on this equipment at the same time.

&null;0550&null; Client Workstation

&null;0551&null; The client workstation is the personal computer run by the average user. Its purpose is to create word processing documents, spreadsheets, presentations, and to run the ERS application.

&null;0552&null; Hardware

&null;0553&null; Processor

&null;0554&null; 486/66 MHz processor, or faster.

&null;0555&null; Memory

&null;0556&null; 16 Meg. of memory or more.

&null;0557&null; Hard Disk

&null;0558&null; 500 Meg. of available disk space or more.

&null;0559&null; Access to a common network drive containing the application software.

&null;0560&null; Monitor

&null;0561&null; VGA color monitor.

&null;0562&null; Printer

&null;0563&null; Access to a LASER printer, 300 dpi resolution or higher.

&null;0564&null; Network Card

&null;0565&null; Must be compatible with available cabling, network software, and PC hardware.

&null;0566&null; Keyboard

&null;0567&null; Mouse

&null;0568&null; Software

&null;0569&null; Operating System

&null;0570&null; Microsoft DOS, release 6.22.

&null;0571&null; Microsoft Windows for Workgroups, release 3.11.

&null;0572&null; Network Software such as Novell or Windows for Workgroups.

&null;0573&null; Application Packages Microsoft Office containing Word, Excel, and PowerPoint.

&null;0574&null; Developer Workstation

&null;0575&null; The developer workstation is used to construct and maintain the application. It contains all the tools needed to modify the source code for the system.

&null;0576&null; Hardware

&null;0577&null; Processor

&null;0578&null; Pentium 100 MHz processor, or faster.

&null;0579&null; Memory

&null;0580&null; 24 Meg. of memory or more.

&null;0581&null; Hard Disk

&null;0582&null; 1 Gig. of available disk space or more.

&null;0583&null; Access to a common network drive containing the application software.

&null;0584&null; CD ROM

&null;0585&null; 4x speed, or faster.

&null;0586&null; Tape Drive

&null;0587&null; 250 Meg tape backup, or larger.

&null;0588&null; Monitor

&null;0589&null; 17&null; VGA color monitor.

&null;0590&null; Printer

&null;0591&null; Access to a laser printer, 300 dpi resolution or higher.

&null;0592&null; Network Card

&null;0593&null; Must be compatible with available cabling, network

&null;0594&null; software, and PC hardware.

&null;0595&null; Modem

&null;0596&null; 28.8 FAX/Modem, or faster.

&null;0597&null; Keyboard

&null;0598&null; Mouse

&null;0599&null; Software

&null;0600&null; Operating System

&null;0601&null; Microsoft DOS, release 6.22.

&null;0602&null; Microsoft Windows for Workgroups, release 3.11.

&null;0603&null; Network Software such as Novell or Windows for Workgroups.

&null;0604&null; Application Packages

&null;0605&null; Microsoft Office containing Word, Excel, and PowerPoint.

&null;0606&null; Microsoft Project, release 4.0.

&null;0607&null; Development Tools PowerSoft PowerBuilder, release 4.0.4.

&null;0608&null; MetaSolv PowerFrame, release 4.0.

&null;0609&null; Norton Desktop for Windows, release 3.0.

&null;0610&null; Logic Works ERWin for PowerBuilder, release 2.5.

&null;0611&null; Embarcadero Technologies DBArtisan, release 2.02.

&null;0612&null; Embarcadero Technologies Rapid SQL, release 1.02.

&null;0613&null; Blue Sky Software RoboHelp, release 3.0.

&null;0614&null; PC Install for Windows 3.X.

&null;0615&null; Saros Mezzanine Developers Tool Kit.

&null;0616&null; Saros Document Manager.

&null;0617&null; Server

&null;0618&null; The server supports the user community and developers. It acts as the centralized storage point for the system's database and archived documents. The server should support two modems for remote access trouble shooting, demonstrations, and training sessions. The amount of disk space requested should be enough to support two versions of the database.

&null;0619&null; Hardware

&null;0620&null; Processor

&null;0621&null; Two Pentium 100 MHz processors, or faster.

&null;0622&null; Memory

&null;0623&null; 64 Meg. of memory or more.

&null;0624&null; Hard Disk

&null;0625&null; 1 Gig. of available disk space or more.

&null;0626&null; Access to a common network drive containing the application software.

&null;0627&null; CD ROM

&null;0628&null; 4x speed, or faster.

&null;0629&null; Tape Drive

&null;0630&null; 250 Meg tape backup, or larger.

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Defining a uniform subject classification system incorporating document management/records retention functions

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