Enterprise Records Management (ERM) - How To

Topics | How To | Related Topics

• Create/Modify an ERM Connector from the CommCell Console
• Create an ERM Connector from the Search Console
• Create/Modify a Content Director Policy
• Submit Documents from the Search Console
• Delete an ERM Connector

Create/Modify an ERM Connector from the CommCell Console

Before You Begin

• Review Enterprise Records Management.
• Review Data Discovery and Search.

Required Capability: See Capabilities and Permitted Actions

To create/modify an ERM Connector from the CommCell Console:

1. To create an ERM Connector, from the CommCell Browser window, right click ERM Connectors under Content Directornode, and select Add.

   To modify an ERM Connector, from the CommCell Browser window, click ERM Connectors under Content Directornode, right-click the ERM Connector that needs to be modified and select Edit.

2. From the ERM Connector dialog box, select an ERM server from the Select ERM Server drop-down box.

   To select a new ERM server, select <Create New> and type a name in the Name text box.

3. Enter a ERM server URL in the Url text box and click Configure Password.
4. From the Enter user Name and Password dialog, type the user name and password authentication to access the ERM server url and click OK.

   To test the connection to the ERM server url, click Test.

5. Type the description for the ERM server and click Next.
6. Enter the ERM Connector name in the Connector Name text box.
7. Select a routing rule from the Select Routing Rule drop-down box. To reload the routing rules from the ERM server, click Refresh.
8. Enter the values for the routing rule criteria and click Finish.
9. You can also select the type of content that can be added to the ERM Connector from the following Ten types by selecting the radio button/check box/drop down list:

• Single Line of Text
• Multi- Line of Text
• Choice (Drop Down)
• Choice (Radio Button)
• Choice (Check Box)
• Number
• Currency
• Date Only
• Date & Time (Date Only, Date and Time Both)
• Hyperlink
• Custom Content Type (A Content Type created by combining any of the supported Content Types listed above.)

Create an ERM Connector from the Search Console

Before You Begin

• Review Enterprise Records Management.
• Review Data Discovery and Search.

Required Capability: See Capabilities and Permitted Actions

To create an ERM Connector from the Search Console:

1. Access the Search Console.
2. From the Search Console, expand the My Sets node, right-click ERM Connector and select New.
3. From the Register New ERM dialog box, click Start with New Record Center to associate a new ERM server/Record Center for the ERM Connector and enter the Record Center Name, Record Center URL, and user account details for accessing the Record Center URL and click Next.

   To use an existing ERM server, click Use Existing Record Center and specify the Record Center details.

4. Select a routing rule from the Routing Rule drop-down box.
5. Enter a new ERM Connector name in the ERM Connector Name text box.
6. Click Finish.

Create/Modify a Content Director Policy

ERM operations can be automated and schedules from the CommCell Console using the Content Director Policy.

Before You Begin

• Review Record Director Policy.
• Review Enterprise Records Management
• Review Data Discovery and Search.

Required Capability: See Capabilities and Permitted Actions

To create/modify a Content Director Policy:

1. To create a Content Director Policy, from the CommCell Browser window, right click Content Director Policy under Content Director node, and select Add.

   To modify a Content Director Policy, from the CommCell Browser window, click Content Director Policy under Content Director node, right-click the Content Director Policy that needs to be modified and select Edit.

2. In the Define Workflow step of the Content Director Workflow dialog, enter a name for the policy.
3. Type the text string or wildcard pattern that you are searching for in the Search For entry space under Search Criteria in the left pane. Note that the asterisk ( * ) and question mark ( ? ) characters are treated as valid wildcards unless surrounded by double-quotes.

   You can further refine your search by entering the desired criteria under the option groups for Emails, Files and Advanced Options, as appropriate for your search.

4. Select the operations to be included in the policy and click Next.
5. Based on the operations selected, follow the appropriate steps below:
   • To associate/dissociate tags to the discovered items:
     1. In the Tagging step of the Content Director Workflow dialog, select the Content Indexing Engine to be used for the tagging operation from the Select Content Indexing Engine drop-down box.
     2. Select the tags that need to be associated/dissociated for the discovered items from the Available Tags list and click Add>.
   • To add the discovered items to a Legal Hold:

     In the Legal Hold step of the Content Director Workflow dialog, select the Legal Hold to which the discovered items will be added from the Use Legal Hold drop-down box.

     Select <Create New> from the Use Legal Hold drop-down box to Create a New Legal Hold.

   • To restore the discovered items to a Review Set:
     1. In the Restore to Review Set step of the Content Director Workflow dialog, type a Review Set name in the Review Set Name text box.
     2. From the WebServer Client drop-down box, select a Web Search Client to which the Review Set will be created.
     3. From the On behalf of user drop-down box, select the user name for which the Review Set will be created in the Web Search Client.
     4. Process Data archived/protected since displays the date only after the policy has been executed at least once.  The date displayed is the one selected by the user at the time of creating the policy.
     5. Select Process Data archived/protected on or after and specify the date from which the archived/backup data will be considered for the search.
   • To submit the discovered items to an ERM Server using an ERM Connector:
     1. In the ERM Connector step of the Content Director Workflow dialog, select the ERM Connector to be used from the ERM Connecter drop-down box.

        To create a new ERM Connector, click Create ERM Connector, and follow the procedure for Create/Modify an ERM Connector from the CommCell Console.

     2. Specify the values for the routing rule properties for the selected ERM Connector.
6. Click Next.
7. In the Options step of the Content Director Workflow dialog, do the following: (Note that this step is applicable only for ERM connector and Legal Hold operations.)
   • From the Staging Client drop-down box, select the Web Search Server to which the discovered items will be restored and the selected operations will be performed.
   • From the On behalf of user drop-down box, select the user name for which the selected operations are being performed.
   • Process Data archived/protected since displays the date only after the policy has been executed at least once.  The date displayed is the one selected by the user at the time of creating the policy.
   • Select Process Data archived/protected on or after and specify the date from which the archived/backup data will be considered for the search.
8. Click Finish.
9. If creating a new Content Director Policy, from the Schedule Details (Schedule Details) dialog box, enter the Schedule name and select the appropriate schedule options.
10. From the Schedule Details (Job Retry), enter the appropriate job retry options for the specific schedule.
11. From the Schedule Details (Alerts) tab, configure the alerts for the specific schedule.
12. Click OK.

Submit Documents from the Search Console

The Search Console enabled you to submit documents to an ERM server interactively, using the ERM Connector.

Before You Begin

• Review Enterprise Records Management.
• Review Data Discovery and Search.

Required Capability: See Capabilities and Permitted Actions

To submit documents from the Search Console:

1. Access the Search Console
2. From the Search Console, search for the required data using the Search text box. You can also refine the search using the Advanced Search options.
3. Select the search result items that you would like to tag and add them to a Review Set by selecting the appropriate review set from the Add Selected Items To... drop-down list at the top of the Search Console. You can also move the result items to a new review set using the New Review Set... option.
4. From the review set, right-click the items to be submitted and choose Submit to ERM from the drop down menu.
5. Select the ERM Connector name from the drop-down box and click Finish.

   To submit the documents to a new ERM Connector, see Create an ERM Connector from the Search Console.

Delete an ERM Connector

You can delete an ERM Connector from the CommCell Console as well as the Search Console.

Before You Begin

• Review Enterprise Records Management.
• Review Data Discovery and Search.

Required Capability: See Capabilities and Permitted Actions

To delete an ERM Connector from the CommCell Console:

1. From the CommCell Browser window, click ERM Connector under Content Director node.
2. Right-click the ERM Connector that needs to be deleted and select Delete.
3. The Confirm dialog is displayed to confirm the deletion operation. Click Yes.
4. From the Delete Unused ERM servers, select the unused ERM servers that can be deleted if required.
5. Click OK.

To delete an ERM Connector from the Search Console:

1. Access the Search Console.
2. From the Search Console, expand the My Sets node, right-click ERM Connector and select Delete.

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