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Numéro de publicationUS20020010708 A1
Type de publicationDemande
Numéro de demandeUS 09/778,029
Date de publication24 janv. 2002
Date de dépôt5 févr. 2001
Date de priorité23 sept. 1996
Autre référence de publicationUS6185576, WO1998012616A2, WO1998012616A3
Numéro de publication09778029, 778029, US 2002/0010708 A1, US 2002/010708 A1, US 20020010708 A1, US 20020010708A1, US 2002010708 A1, US 2002010708A1, US-A1-20020010708, US-A1-2002010708, US2002/0010708A1, US2002/010708A1, US20020010708 A1, US20020010708A1, US2002010708 A1, US2002010708A1
InventeursLowrie McIntosh
Cessionnaire d'origineMcintosh Lowrie
Exporter la citationBiBTeX, EndNote, RefMan
Liens externes: USPTO, Cession USPTO, Espacenet
Defining a uniform subject classification system incorporating document management/records retention functions
US 20020010708 A1
Résumé
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 “learns” as synonyms are added to “family groups”, 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 “hit”, 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 “generic terms” 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.
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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.
Description
BACKGROUND OF THE INVENTION

[0001] 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.

[0002] 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.

[0003] 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.

[0004] The present invention provides a reliable mechanism to accomplish this task.

[0005] In systems having this capability, the “type” 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 “type” information specifies whether a particular document is “official” or “informational” and whether it is also “vital” or “sensitive.” 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.

[0006] 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.

[0007] 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.

[0008] 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.

[0009] Sensitive documents contain, for example:

[0010] 1. Personnel information which provides confidential data.

[0011] 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.

[0012] 3. Marketing, product development or corporate changes that could sabotage effectiveness.

SUMMARY OF THE INVENTION

[0013] 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.

[0014] Legislative terminology describes document retention requirements by subject. In this connection, two major issues exist:

[0015] 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).

[0016] 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 “sword and a shield” effect where litigation is concerned.

[0017] 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.

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

[0019] In most cases legislation is silent as to the specific media to be used to “house” 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.

[0020] 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).

[0021] 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 “hits,” 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.

[0022] 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.

[0023] 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

[0024]FIG. 1 is a screen display showing a query screen for performing a search.

[0025]FIG. 2 is a screen display showing a list of synonyms.

[0026]FIG. 3 is a screen display showing a query screen for performing a search.

[0027]FIG. 4 is a screen display showing the results of a query of the type shown in FIG. 3.

[0028]FIG. 5 is a screen display showing a query screen for performing a search.

[0029]FIG. 6 is a screen display showing the results of a query of the type shown in FIG. 5.

[0030]FIG. 7 is a screen display showing the results of a query of the type shown in FIG. 5.

[0031]FIG. 8 is a block diagram showing a high level view of the functions performed by the invented system.

[0032]FIG. 9 is a block diagram showing the store documents function.

[0033]FIG. 10 is a block diagram showing the maintain inventory function.

[0034]FIG. 11 is a block diagram showing the maintain system function.

[0035]FIG. 12 shows the layout for the entity relationship diagram shown in FIGS. 12A-12F.

[0036] FIGS. 12A-12C show the first row of Figures forming the entity relationship diagram.

[0037] FIGS. 12D-12F show the second row of Figures forming the entity relationship diagram.

[0038]FIG. 13 shows the layout for the logical database model shown in FIGS. 13A-13L.

[0039] FIGS. 13A-13D show the first row of Figures forming the logical database model.

[0040] FIGS. 13E-13H show the second row of Figures forming the logical database model.

[0041] FIGS. 13I-13L show the third row of Figures forming the logical database model.

[0042]FIG. 14 shows the layout for the physical database model shown in FIGS. 14A-14L.

[0043] FIGS. 14A-14D show the first row of Figures forming the physical database model.

[0044] FIGS. 14E-14H show the second row of Figures forming the physical database model.

[0045] FIGS. 14I-14L show the third row of Figures forming the physical database model.

DETAILED DESCRIPTION OF THE INVENTION

[0046] 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.

[0047] 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.

[0048] 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.

[0049] 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 “saved” enables the use of the same procedure when a search needs to be performed.

[0050] 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 “on-the-fly” 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 “save” side important because it makes the search time much more productive and far quicker than prior art approaches.

[0051] 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.

[0052] 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.

[0053] 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 “official” 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 “official” term used to classify that document. A screen display used for this purpose is shown in FIG. 2.

[0054] 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.

[0055] 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.

[0056] 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.

[0057] 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.

[0058] 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.

[0059] The document type determines the essential security requirements for these documents.

[0060] 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.

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

[0062] The “search” 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.

[0063] 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.

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

[0065] 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.

[0066] Using The Uniform Subject Classification System

[0067] I. Build A Classification Structure

[0068] 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.).

[0069] II. Apply Synonyms To The Classification Structure

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

[0071] Build a database of local vernacular, acronyms, technical terms, etc.

[0072] Organize the database into the classification structure built in step I, appending to the synonym database, as appropriate.

[0073] Modify major classes, primary classes, secondary classes, etc. as required to fit the working environment.

[0074] III. Classify Documents

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

[0076] 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 “Employee Expense Accounts” would be classified as follows:

[0077] AC Accounting (MAJOR)

[0078] PA Payables (PRIMARY)

[0079] EM Employee (SECONDARY)

[0080] which results in the Uniform Subject Classification Code:

[0081] ACPAEM ACCOUNTING, PAYABLES, EMPLOYEE

[0082] Depending on need, class levels can be adjusted to fit local conditions.

[0083] AD Administration Level 1

[0084] FA Facilities Level 2

AD Administration Level 1
FA Facilities Level 2
BU Buildings Level 3
  OF Offices Level 4
   FU Furnishings Level 5
    AR Art Level 6
    DE Desk Level 6

[0085] With the above class levels, the following are examples of acronyms which could be employed:

[0086] ADFAOF Administration, Facilities, Offices

[0087] ADFAOFFU Administration, Facilities, Offices, Furnishings

[0088] ADFUDE Administration, Furnishings, Desk

[0089] ADFUAR Administration, Furnishings, Art

[0090] 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.

[0091] 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 “label lines,” 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.

[0092] IV: Finding Documents using the Uniform Subject Classification System

[0093] 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.

[0094] To determine what may be available to aid in the creation of a new job description, enter lid the term “job description” 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.

[0095] A typical response to the query provides the acronym of “HRJD”, or “Human Resources, Job Descriptions” as shown in the screen display of FIG. 3.

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

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

[0098] Enter the word “budget” as shown in the screen display of FIG. 5.

[0099] With full security clearance, the system would return:

[0100] “FIBU” or Finance, Budgets.

[0101] as shown in the screen display of FIG. 6.

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

[0103] “HRJD” or “Human Resources, Job Description”

[0104] as shown in the screen display of FIG. 4.

[0105] From the synonym table, a display would show the “folder” contents as containing a job description for “Manager, Budget Planning ” as shown in the screen display of FIG. 7.

[0106] By inspection, the searcher would select the analyst job descriptions as well as the one for “Manager” that might help in preparing the new description.

[0107] V. Associate The Class Acronym With Retention Data

[0108] 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# 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 RC RCopy
No. Acronym Class Code Name Typ Typ After Ret Ret CC#
124 AD Administration 0 O AR 12  0
125 ADFU Furnishings 0 O CT 12 24 993452
126 ADFUDE Desks 0 O SU 12 24 993452
127 ADFUDEEX Executive 0 O SU 12 36 993452

[0109] In Table I, each row corresponds to a file series.

[0110] The column labeled “No.” contains a unique computer generated numbers used to represent each file series.

[0111] The column labeled “Class Acronym” contains the classification acronyms.

[0112] The column labeled “Class Code Name” contains the official terms to describe documents.

[0113] The column labeled “Med Typ” 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.

[0114] The column labeled “Rec Typ” represents record type, i.e., Vital (V), Informational (I), Official (O), Sensitive (S).

[0115] 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 “clock” as related to “upon the completion of the audit” 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.

[0116] The column labeled “Off Ret” represents office retention in months.

[0117] The column labeled “RC Ret” represents records center retention in months.

[0118] The column labeled “RCopy CC#” 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 RC TOT R COPY
ACRONYM CLASS CODE NAME TYP TYP AFTER RET RET RET CC# REFERENCE
AC ACCOUNTING 1 O FA 12 0 12 55000 26 CFR 1.6001.1
ACAJ ADJUSTMENTS 1 O CY 12 24 36 55260 26 CFR 1.6001.1
ACAJIT INVENTORY 1 O CY 12 36 48 55260 ADMIN. DECISION
ACAJITCN CONSOLIDATIONS 1 O CY 12 12 24 55260 26 CFR 1.6001.1
ACAJITMN MAINTENANCE 1 O CY 36 0 36 55260 ADMIN. DECISION
ACAJITWH WAREHOUSE 1 O CT 84 0 84 55260 26 CFR 1.6001.1
ACAJRB REIMBURSEMENTS 1 O CY 12 24 36 55800 26 CFR 1.6001.1
ACAS ASSETS 1 V CY 24 36 60 55300 26 CFR 1.6001.1
ACASAM AMORTIZATIONS 1 O FA 24 36 60 55330 26 CFR 1.6001.1
ACASAP APPROPRIATIONS 1 O CT 12 12 24 55330 26 CFR 1.6001.1
ACASCA CAPITALASSETS 1 V FA 24 216 240 55330 26 CFR 1.6001.1
ACASCACC COMPANY VEHICLES 1 O CT 120 0 120 55330 26 CFR 1.6001.1
ACASDE DEPRECIATING 1 O FA 12 24 36 55340 26 CFR 1.312-15
ACASIT INVENTORY 3 V FA 24 36 60 55440 26 CFR 1.6001.1
ACASITSP SPECIAL ACCOUNTS 1 O FA 12 24 36 55440 26 CFR 1.6001.1
ACASITSU SURPLUS 1 O CT 12 24 36 55440 26 CFR 1.6001.1
ACASITWH WAREHOUSE 1 O FA 12 72 84 55440 26 CFR 1.6001.1
ACASITWHDI DISBURSEMENTS 1 O FA 12 60 72 55440 26 CFR 1.6001.1
ACASPR APPRAISALS 1 O SU 24 216 240 55200 26 CFR 1.6001.1
ACASVE VEHICLES 2 O CT 24 36 60 55440 26 CFR 1.6001.1
ACAU AUDIT 1 O FA 24 36 60 56000 26 CFR 1.6001.1
ACAUEX EXTERNAL 1 O FA 24 36 60 56000 26 CER 1.6001.1
ACAUIN INTERNAL 1 O FA 24 36 60 56100 26 CFR 1.6001.1
ACAZ AUTHORIZATIONS 1 O CT 24 48 72 55260 ADMIN. DECISION
ACAZAV TRAVEL 2 O CT 24 0 24 55290 ADMIN. DECISION
ACAZAVDO DOMESTIC 2 O CT 12 24 36 55290 ADMIN. DECISION
ACAZAVIN INTERNATIONAL 2 O CT 12 24 36 55290 ADMIN. DECISION
ACBA BANKING 2 O CY 24 12 36 55500 ADMIN. DECISION
ACBACH CHECKS 1 O FA 12 48 60 55500 26 CFR 1.6001.1
ACBACHCO CHECK COPIES 1 O CT 36 48 84 55500 26 CFR 1.6001.1
ACBACHPC PETTY CASH 1 O CT 36 48 84 55500 26 CFR 1.6001.1
ACBACHPY PAYROLL 3 O CY 12 48 60 55550 29 CFR 516.2,.5,.6
ACBACHRE REQUEST 1 O CT 2 0 2 55500 ADMIN. DECISION
ACBACO CASH OPERATIONS 3 O CT 12 60 72 55570 26 CFR 1.6001.1
ACBADP DEPOSIT SLIPS 1 O CY 12 60 72 55570 26 CFR 1.6001.1
ACBADR DRAFTS 1 O CY 12 60 12 55570 26 CFR 1.6001.1
ACBALC LETTERS OF CREDIT 1 V CT 12 60 72 55570 26 CFR 1.6001.1
ACBARE RECONCILIATIONS 3 O FA 18 24 42 55570 26 CFR 1.6001.1
ACBARM BANK REMITTANCE 1 O CT 36 0 36 55570 26 CFR 1.6001.1
ACBARS RESOLUTIONS 1 O CT 12 24 36 55500 26 CFR 1.6001.1
ACBAST STATEMENTS 1 O FA 12 84 96 55570 26 CFR 1.6001.1
ACBASTDO DOMESTIC 1 O FA 12 24 36 55570 26 CFR 1.6001.1
ACBASTFO FOREIGN 1 O FA 12 48 60 55570 31 CFR 103.32
ACBI BALANCE SHEETS/INCOME 2 O FA 24 456 480 77000 26 CFR 1.6001.1
STATEMNT
ACBIAN ANALYSIS 1 O FA 24 456 480 77000 26 CFR 1.6001.1
ACBIPL PROFIT & LOSS 1 O FA 24 456 480 77000 26 CFR 1.6001.1
ACCA CAPITAL EXPENDITURES 1 V FA 12 24 36 55440 26 CFR 1.6001.1
ACCARE REQUESTS 1 O CT 24 446 470 55440 ADMIN. DECISION
ACCAWP WORKING PAPERS 1 O CT 24 446 470 55440 ADMIN. DECISION
ACCH CHART OF ACCOUNTS 1 V CY 12 987 999 55000 ADMIN. DECISION
ACCO COST ACCOUNTING 1 O CY 12 24 36 55700 26 CFR 1.6001.1
ACCR CREDIT 1 O FA 48 60 108 55800 26 CFR 1.6001.1
ACCRAD ADJUSTMENTS 1 O FA 12 48 60 55800 31 CFR 103.33
ACCRAL APPROVAL 1 O CY 12 48 60 55800 ADMIN. DECISION
ACCRAP APPLICATIONS 1 O FA 24 36 60 55800 31 CFR 103.33
ACCRCO COLLECTIONS 1 O CT 24 24 48 55800 29 CFR 516.2
ACCRCODO DOUBTFUL ACCOUNTS 1 O CT 12 108 120 55800 26 CFR 1.6001.1
ACCRDO DEPOSITS 1 O CY 24 0 24 55800 ADMIN. DECISION
ACCRMM MEMOS 1 O CY 12 36 48 55800 26 CFR 1.6001.1
ACCRRT REMITTANCES 1 O CY 24 48 72 55800 26 CFR 1.6001.1
ACIN INVOICES 1 O CY 24 48 72 55100 ADMIN. DECISION
ACINEX EXPORT 1 V CY 24 48 72 55100 ADMIN. DECISION
ACIV INVESTMENT CREDITS 1 V CY 12 24 36 77000 26 CFR 1.46.1&
1.6001.1
ACJV JOURNAL VOUCHERS 1 V FA 24 216 240 55440 26 CFR 1.6001.1
ACLE LEDGERS 1 V FA 12 987 999 55440 26 CFR 1.6001.1
ACLEAS CAPITAL ASSETS 3 V FA 12 48 60 55440 26 CFR 1.6001.1;
1.312-15
ACLEBA BANK 3 V FA 24 96 120 55440 26 CFR 1.6001.1
ACLEBO BOND 3 V FA 24 96 120 55440 26 CFR 16001.1
ACLECA CASH 3 O FA 12 48 60 55440 26 CFR 1.6001.1
ACLECC COST & CONTROL 3 O CY 12 36 48 55440 26 CFR 1.6001.1
ACLECH CHECK REGISTER 3 O FA 12 60 72 55440 26 CFR 1.6001.1
ACLECM CREDIT MEMOS 3 O FA 12 24 36 55440 26 CFR 1.6001.1
ACLECU CREDIT UNION 3 V FA 12 60 72 55440 26 CFR 1.6001.1
ACLEDI DIVIDEND 3 V CT 24 96 120 55440 26 CFR 1.56-2
ACLEDR DRAFTS 3 O FA 12 48 60 55440 26 CFR 1.6001.1
ACLEEX EXPENSE 3 O CT 12 36 48 55440 26 CFR 1.6001.1
ACLEGL GENERAL LEDGER 3 V CY 12 987 999 55440 26 CFR 1.6001.1
CCCP 3001
ACLEIN INVOICES 3 V FA 12 48 60 55440 26 CFR 1.6001.1
ACLEIS INSURANCE 3 V CT 12 72 84 55440 ADMIN. DECISION
ACLEIV INVENTORY 3 V FA 24 216 240 55440 26 CFR 1.6001.1
ACLENO NOTE REGISTER 3 V CT 24 12 36 55440 ADMIN. DECISION
ACLEPA PAYABLE 3 O CY 12 987 999 55440 26 CFR 1.6001.1
ACLEPB PAYROLL 3 V CT 12 24 36 55550 29 CFR 516.2,.5,.6
ACLEPE PERSONNEL 3 O CT 24 96 120 55440 29 CFR 1627.3
ACLEPR PROPERTY ACCOUNTS 3 V FA 24 216 240 55440 26 CFR 1.6001.1
ACLEPU PURCHASING 3 O FA 12 24 36 55440 26 CFR 1.6001.1
ACLERE RECEIVABLE 3 V CT 84 0 84 55440 ADMIN. DECISION
ACLESA SALES 3 V CT 12 24 36 55440 ADMIN. DECISION
ACLESE SECURITIES 3 V FA 24 96 120 77000 26 CFR 1.6001.1
ACLEST CAPITAL STOCK 3 V FA 24 96 120 10000 26 CFR 1.56-5
ACLESU SUBSIDIARY 3 V CT 12 24 36 55440 26 CFR 1.6001.1
ACPA PAYABLES 3 O CY 12 24 36 55100 26 CFR 1.6001.1
ACPAEM EMPLOYEE EXPENSES 3 O FA 12 24 36 55100 26 CFR 1.274-5
ACPAEMCC CREDIT CARDS 3 O CY 12 48 60 55100 26 CFR 1.274-5
ACPAFR FREIGHT 3 O FA 12 24 36 55150 26 CFR 1.6001.1
ACPAIN INVOICES 3 O FA 24 48 72 55150 26 CFR 1.6001.1
ACPALE LEASING 1 O FA 12 24 36 55100 26 CFR 1.6001.1
ACPALEVE VEHICLES 1 O FA 24 36 60 55100 26 CFR 1.6001.1
ACPALEVEQ QUESTIONNAIRES 1 O FA 24 36 60 55100 26 CFR 1.6001.1
ACPANO NOTES, PAYABLE 1 O CT 24 12 36 55100 26 CFR 1.6001.1
ACPAPP PREPAID EXPENSES 1 O CT 12 0 12 55100 ADMIN. DECISION
ACPATC TELEPHONE BILLS 1 O CY 12 24 36 55100 26 CFR 1.6001.1
ACPAVE VENDORS 1 O CY 12 24 36 55100 26 CFR 1.6001.1
ACPAVO VOUCHERS 1 O CY 12 60 72 55100 26 CFR 1.6001.1
ACPB PAYROLL 3 O FA 18 18 36 55300 29 CFR 516.2
ACPBDE DEDUCTIONS 3 O CT 12 36 48 55300 26 CFR 31.6001.1
ACPBTI TIME SHEETS 1 O CT 12 60 72 55300 29 CFR 516.2,.5,.6
ACPBWX W-2'S & ALL GOVNMT PAYROLL RP 1 O FA 12 24 36 55300 29 CFR 516.2
ACRC RECONCILIATIONS 3 O FA 12 24 36 55800 26 CFR 1.6001.1
ACRE RECEIVABLES 3 V CT 12 24 36 55900 26 CFR 1.6001.1
ACREAJ ADJUSTMENTS 3 O CT 12 108 120 55900 ADMIN. DECISION
ACREBI BILLING 3 B CT 12 108 120 55900 29 CFR 516.2
ACRT REMITTANCES 3 O CY 24 48 72 55910 ADMIN. DECISION
ACTA TAX 1 O FA 12 48 60 55920 26 CFR 1.6001.1
ACTACO CORPORATE 1 V CY 12 24 36 55920 26 CFR 1.6001.1
ACTAFE FEDERAL 1 V FA 12 24 36 55920 26 CFR 1.6001.1
ACTAFO FOREIGN 1 V FA 24 96 120 55930 29 CFR 516.2
ACTALO LOCAL 1 V FA 12 24 36 55920 26 CFR 1.6001.1
ACTAPB PAYROLL 1 V FA 12 24 36 55950 26 CFR 1.6001.1
ACTAPR PROPERTY 1 V FA 12 24 36 55940 26 CFR 1.6001.1
ACTASA SALES 1 V FA 12 24 36 55960 26 CFR 1.6001.1
ACTAST STATE 1 V FA 12 24 36 55920 26 CFR 1.6001.1
ACTAUN UNEMPLOYMENT 1 O FA 12 60 72 55945 26 CFR 31.6001.1
AD ADMINISTRATION 1 O AR 12 0 12 20000 ADMIN. DECISION
ADAG AGENDAS/SCHEDULES 1 O CT 12 36 48 21000 ADMIN. DECISION
ADAS ASSOCIATIONS/ORGANIZATIONS 1 O CT 12 0 12 21000 ADMIN. DECISION
ADBU BULLETINS/PUBLICATIONS 1 O CT 12 24 36 21100 ADMIN. DECISION
ADBUDM DEVELOPMENT MATERIAL 1 O CY 12 6 18 21100 ADMIN. DECISION
ADBUFR FREIGHT BROCHURES 1 O SU 12 24 36 21100 ADMIN. DECISION
ADBUPD PRODUCTION 3 O CT 12 48 60 21000 ADMIN. DECISION
ADCH CHRONOLOGICAL FILES 1 O CT 36 0 36 22000 ADMIN. DECISION
ADCO COMMITTEES/MEETINGS 1 O CT 12 48 50 21000 ADMIN. DECISION
ADCQ COMMUNICATIONS 1 O CY 12 0 12 25000 ADMIN. DECISION
ADCR CONSULTANT INFORMATION 3 O CT 12 0 12 21000 ADMIN. DECISION
ADCU CORRESPONDENCE 1 O CY 12 24 36 22000 ADMIN. DECISION
ADCUID INTERDEPARTMENT 1 O CT 24 0 24 22000 ADMIN. DECISION
ADCUIN INSURANCE 1 O CT 120 0 120 22000 ADMIN. DECISION
ADCUMK MARKETING 1 O CT 24 0 24 22000 ADMIN. DECISION
ADDP EDP-INFORMATION SYSTEMS 3 O CT 12 24 36 24000 ADMIN. DECISION
ADDPLY TAPE LIBRARY 3 O CY 12 24 36 24100 ADMIN. DECISION
ADES EMPLOYEE SUGGESTIONS 1 O CT 24 48 72 20000 ADMIN. DECISION
ADIN INSURANCE 3 V CT 12 24 36 26000 ADMIN. DECISION
ADINCL 3 O CY 12 72 84 26000 ADMIN. DECISION
ADINCV COMPANY VEHICLES 3 O CT 12 24 36 26100 ADMIN. DECISION
ADISPO PRINTOUT 1 O CT 12 0 12 26100 ADMIN. DECISION
ADLS LEASING 3 V CT 12 24 36 26400 ADMIN. DECISION
ADLSOF OFFICE EQUIPMENT 3 O CT 24 36 60 26400 ADMIN. DECISION
ADLY LIBRARY 1 O CT 12 12 24 22000 ADMIN. DECISION
ADOA OFFICE AUTOMATION 3 O CT 12 24 36 24000 ADMIN. DECISION
ADOF OFFICE EQUIPMENT 3 O CT 12 24 36 22100 ADMIN. DECISION
ADOR ORGANIZATION CHARTS 1 V SU 12 228 240 22000 ADMIN. DECISION
ADPC PROCEDURES 3 V SU 24 216 240 22700 ADMIN. DECISION
ADPL PLANNING 1 O SU 12 24 36 22700 ADMIN. DECISION
ADPO POLICIES 1 O SU 12 228 240 22700 ADMIN. DECISION
ADPR PROJECTS 3 O CT 24 36 60 22000 ADMIN. DECISION
ADPS PRESENTATION MATERIAL 1 O CT 24 36 60 22000 ADMIN. DECISION
ADPU PURCHASING 3 O CT 24 60 84 22800 ADMIN. DECISION
ADPUDS DISTRIBUTION 3 O CY 12 24 36 22800 ADMIN. DECISION
ADRE RECORDS MANAGEMENT 1 O CT 12 24 36 22900 ADMIN. DECISION
ADRERQ REQUESTS 1 O CY 12 12 24 22900 ADMIN. DECISION
ADRERS RETENTION SCHEDULE 1 O CT 36 963 999 22900 ADMIN. DECISION
ADRERV VITAL RECORDS 1 O CT 0 999 999 22900 ADMIN. DECISION
ADRG REPROGRAPHICS 1 O CT 12 24 36 22800 ADMIN. DECISION
ADSH SHIPPING 3 O FA 12 24 36 23000 26 CFR 1.6001.1
ADSHBL BILLS OF LADING 1 O CT 84 0 84 23000 26 CFR 1.6001.1
ADSU SUPPLIES 3 O CY 12 0 12 22800 ADMIN. DECISION
ADTR TRAVEL INFORMATION 3 O CY 12 24 36 20200 ADMIN. DECISION
CO CORPORATE 1 V CY 12 987 999 10000 ADMIN. DECISION
COAC ACQUISITIONS 1 V CT 24 216 240 12000 26 CFR 1.6001.1
COAU AUDITS 1 V FA 12 24 36 15000 26 CFR 1.6001.1
COBD BONDS 1 V CT 24 96 120 12000 ADMIN. DECISION
COBO BOARD OF DIRECTORS 3 V CY 24 975 999 10100 CCCP 1500
COBOCM COMMITTEES 3 O CT 24 975 999 10100 CCCPCH 15
SEC1500+
COBOCO COMPENSATION 3 O AR 24 48 72 10100 CCCPCH 15 SEC
1500+
COBOME MEETINGS/MINUTES 1 O CT 24 975 999 10100 CCCPCH 15 SEC
1500+
COBY BY-LAWS 1 V SU 24 0 24 10100 CCCPCH 15 SEC
1500+
COCH CHARTER 1 V SU 24 0 24 10100 CCCPCH 15 SEC
1500+
COCT CONTRIBUTIONS 3 O CT 12 24 36 13000 26 CFR 1.70A-13
COCTMCH MEETINGS/MINUTES 1 O CT 24 975 999 13000 CCCPCH 15 SEC
1500+
CODB DOING BUSINESS AS 1 O CT 999 999 1998 10000 ADMIN. DECISION
COER ELECTION RECORDS 3 O FA 24 216 240 10100 CCCPCH 15 SEC
500+
COHI HISTORY 1 O CY 12 24 36 10000 ADMIN.DECISION
COIN ARTICLES OF INCORPORATION 1 V CT 120 0 120 10000 CCCPCH 15 SEC
1500+
COME MERGERS 3 V CT 24 216 240 12000 CCCP 1109
COSE SEALS 1 V CT 120 0 120 10000 ADMIN. DECISION
COSH SHAREHOLDERS 3 V SU 24 975 999 16000 CCCPCH 15 SEC
1500+
COSHME MEETINGS 1 V CT 24 975 999 16000 CCCP. Sec 15:1500+
COSHNO NOTES 1 V CT 24 96 120 16000 ADMIN. DECISION
COSHPR PROXIES 1 O CT 24 96 120 16000 CCCP Sec3
COST STOCK 1 O CT 24 975 999 16100 26 CFR 1.57-5
COSTDI DIVIDENDS 3 O CT 24 96 120 16100 26 CFR 1.6001.1
COSTSB SUBSCRIBERS 3 O AR 24 12 36 16100 ADMIN. DECISION
COSTSU SUBSCRIPTIONS 1 O AR 24 96 120 16100 ADMIN. DECISION
EN ENGINEERING 1 O CT 12 24 36 90000 ADMIN. DECISION
ENBP BLUEPRINTS 1 O CT 24 96 120 91000 ADMIN. DECISION
ENDA DATA BOOKS 1 O CT 24 96 120 91000 ADMIN. DECISION
ENDE DESIGNS 1 O CY 12 987 999 91000 ADMIN. DECISION
ENDR DRAWINGS 3 O CT 12 987 999 91000 ADMIN. DECISION
ENFO FORMULAS, TECHNICAL 3 V CT 24 96 120 91100 ADMIN. DECISION
ENIE INDUSTRIAL ENGINEERING 1 O AR 24 0 24 91300 ADMIN. DECISION
ENIEME METHODS IMPROVEMENTS 1 O CT 24 0 24 91300 ADMIN. DECISION
ENMA MAPS 1 O CT 24 216 240 91000 ADMIN. DECISION
ENPR PROJECTS 3 O CT 24 216 240 95000 ADMIN. DECISION
ENSC SPECIFICATIONS 3 O CT 12 987 999 91100 ADMIN. DECISION
ENST STANDARDS 1 V CT 12 987 999 91300 ADMIN. DECISION
ENTS TESTING 3 O CT 12 0 12 96000 ADMIN. DECISION
FI FINANCE 1 O FA 12 24 36 70000 26 CFR 1.6001.1
FIAN ANALYSIS/STUDIES 1 O CY 24 12 36 71000 ADMIN. DECISION
FIBU BUDGETS 1 O CT 12 24 36 72000 ADMIN. DECISION
FIBUAZ AUTHORIZATIONS 1 O CT 24 12 36 72000 ADMIN. DECISION
FIBUES ESTIMATES 1 O CT 12 72 84 72000 ADMIN. DECISION
FIBUPE PERFORMANCE ANALYSIS 1 O CT 12 24 36 72000 ADMIN. DECISION
FIBUPL PLANNING 1 O SU 12 24 36 72000 ADMIN. DECISION
FIBURD RESEARCH & DEVELOPMENT 1 O CT 24 12 36 72000 ADMIN. DECISION
FICA CAPITAL PLAN 1 V FA 12 24 36 72500 26 CFR 1.6001.1
FICAEX EXPENDITURES 3 O FA 24 12 36 72500 26 CFR 1.6001.1
FIEC ECONOMIC ANALYSIS 1 O SU 24 96 120 72200 ADMIN. DECISION
FIFI FINANCIAL REPORTS 1 V CT 12 24 36 72200 ADMIN. DECISION
HR HUMAN RESOURCES 1 O AR 12 0 12 30000 ADMIN. DECISION
HRAF AFFIRMATIVE ACTION 1 O CY 12 24 36 31000 41 CFR 60-741.5,52.
HRBE BENEFITS 3 V CT 12 48 60 32000 26 CFR 1.414(F)-1
HRBEBP BONUS PLAN 3 O CT 12 96 108 32000 ADMIN. DECISION
HRBEIN INSURANCE 1 O CT 12 24 36 32100 ADMIN. DECISION
HRBEINAU AUTHORIZATIONS 1 O CT 12 72 84 32100 26 CFR 1.6001.1
HRBEINCC COMPANY VEHICLES 1 O CT 0 0 0 32200 26 CFR 1.6001.1
HRBEINCL 1 O CT 12 146 158 32100 26 CFR 1.6001.1
HRBEINDE DENTAL 1 O CT 12 60 72 32100 26 CFR 1.6001.1
HRBEINDI DISABILITY 1 O CT 12 60 72 32100 26 CFR 1.6001.1
HRBEINLI LIFE 1 O CT 12 48 60 32110 29 USC 626
HRBEINME MEDICAL 1 O CT 12 72 84 32110 26 CFR 1.6001.1
HRBEINPL PLAN 1 O SU 12 48 60 32110 29 USC 626
HRBEINUN UNEMPLOYMENT 1 O CT 12 24 36 33000 CA C.P.S.1132; 26
CFR 31.6001.1
HRBEINWC CA WORKERS' COMPENSATION A 1 O CT 12 108 120 33000 WORKERS'
COMPENSATION
HRBEIV INVESTMENTS/SAVINGS 1 O CT 12 24 36 32000 26 CFR 1.6001.1
HRBELO EMPLOYEE LOANS 1 O CT 24 48 72 32000 26 CFR 1.6001.1
HRBEMI MANAGEMENT INCENTIVE PLAN 1 O CT 12 96 108 34000 ADMIN. DECISION
HRBEPE PENSION PLAN 1 V CY 12 48 60 34000 29 USC 626; 26 CFR
1.6001.1
HRBEPU EMPLOYEE PURCHASE 3 O CY 12 48 60 34000 ADMIN. DECISION
HRBERE RETIREMENT PLAN 1 V CY 12 84 96 34000 29 CFR 2610.11; 26
CFR 1.6001.1
HRBESB SAVINGS BOND 3 O CT 24 48 72 34000 ADMIN. DECISION
HRBEST STOCK OPTION PLAN 1 V SU 24 48 72 34000 26 CFR 1.6001-1
HRBEVA VACATIONS 3 O CY 12 24 36 34000 ADMIN. DECISION
HRED EDUCATION/TRAINING 3 O CY 12 24 36 35000 ADMIN. DECISION
HREE EEO 1 O CY 12 987 999 31000 29 CFR 1607.4; 29
CFR 516.5
HREM EMPLOYEES 3 O CT 12 24 36 35000 29 CFR 1627.3
HREMAC ACTIVE 3 O CT 12 987 999 35000 29 CFR 1627.3
HREMAP APPLICATIONS 1 O CY 12 24 36 35000 29 CFR 1627.3
HREMAPRE RESUMES 1 O CT 60 0 60 35000 ADMIN. DECISION
HREMET EMPLOYMENT 3 O CT 12 24 36 35000 29 CFR 1627.3 &
516.2
HREMHI HISTORY 3 O CT 12 36 48 35000 29 CFR 1627.3
HREMMS MILITARY SERVICE 3 O CT 24 12 36 35000 26 CFR 1.6001.1
HREMPA PERFORMANCE APPRAISAL 1 O CY 12 12 24 35000 ADMIN. DECISION
HREMRE RETIRED 3 O CT 12 987 999 35100 29 CFR 516.2
HREMRL RELOCATIONS 3 O CT 12 146 158 35200 29 CFR 1627.3
HREMSF STAFF TRANSFERS 3 O CY 12 24 36 35200 26 CFR 1.6001.1
HREMTE TERMINATED 3 O CT 12 24 36 35000 29 CFR 516.2
HREMWS WAGE/SALARY 3 O CY 12 12 24 35000 ADMIN. DECISION
HREP EMPLOYEE RELATIONS 1 O CY 0 36 36 36000 ADMIN. DECISION
HREPCS CAREER SERVICING 1 O CT 12 36 48 36000 ADMIN. DECISION
HREPJE JOB EVALUATION 1 O CY 12 96 108 36000 26 CFR 1.6001.1
HREPSU SURVEYS 1 O CY 12 12 24 36000 ADMIN. DECISION
HRJD JOB DESCRIPTION 1 O CY 12 24 36 35300 ADMIN. DECISION
LE LEGAL 1 O CY 12 0 12 10500 ADMIN. DECISION
LEAF AFFIDAVITS 1 O CT 24 116 140 10500 ADMIN. DECISION
LECA CASE RECORDS 3 O CT 24 96 120 10500 ADMIN. DECISION
LECAAB ARBITRATION, STATE 3 O CY 12 24 36 10500 ADMIN. DECISION
LECM COMPLIANCE 1 O CT 36 o 36 10510 ADMIN. DECISION
LECMIG INVESTIGATIONS 1 O CT 36 0 36 10510 ADMIN. DECISION
LECMRE REGULATIONS 1 O CT 60 0 60 10510 ADMIN. DECISION
LECMRK RIGHT-TO-KNOW 1 O CT 12 0 12 10510 ADMIN. DECISION
LECO CONTRACTS/AGREEMENTS 1 V CT 12 48 60 10600 ADMIN. DECISION
LECOBS BILLS OF SALE 1 O CT 12 24 36 10600 26 CFR 1.6001.1
LECOLA LABOR 1 O CT 12 987 999 10600 26 CFR 1.6001.1
LECOPA PROMOTIONAL AGREEMENTS 1 O CY 12 12 24 10600 26 CFR 1.6001.1
LECOSA SALE OF PRODUCTS 1 O CT 12 36 48 10600 26 CFR 1.6001.1
LECU U.S. CUSTOMS 1 O CY 12 24 36 10600 ADMIN. DECISION
LEDE DEEDS/ABSTRACTS/TITLES 1 V CT 240 0 240 10600 ADMIN. DECISION
LEEA EASEMENTS/RIGHTS OF WAY 1 V CT 240 0 240 10600 ADMIN. DECISION
LEEX EXPORT REGULATIONS 1 O SU 12 12 24 10600 ADMIN. DECISION
LEFD FOOD AND DRUG ADMINISTRATION 1 O CY 240 0 240 10510 ADMIN. DECISION
LELE LEASES 1 V CT 24 216 240 10600 26 CFR 1.6001.1
LELI LITIGATION 1 O CT 12 12 24 10700 ADMIN. DECISION
LELIAP OPSAAC 1 O CT 24 12 36 10700 ADMIN. DECISION
LEMO MORTGAGES 1 V CT 12 24 36 10600 ADMIN. DECISION
LENO NOTARIES 1 O CT 12 0 12 10500 ADMIN. DECISION
LEOC OUTSIDE COUNSEL 1 O CY 12 24 36 10500 ADMIN. DECISION
LEPA PATENTS/TRADEMARKS 1 O CT 12 987 999 10510 ADMIN. DECISION
LEPE PERMITS 1 O CT 24 219 243 10600 ADMIN. DECISION
LEPL PRODUCT LIABILITY CLAIMS 1 O CT 12 60 72 10700 ADMIN. DECISION
LETS TRADE SECRETS 1 V CT 240 0 240 10510 ADMIN. DECISION
LEWA WARRANTIES 1 O CY 12 48 60 10510 ADMIN. DECISION
MF MANUFACTURING 1 O AR 24 0 24 40000 ADMIN. DECISION
MFAR DRAWINGS 1 O CT 12 60 72 41000 ADMIN. DECISION
MFJR JOB RECORDS 1 O CT 24 36 60 41000 ADMIN. DECISION
MFPC PRODUCTION CONTROL 3 O CT 12 24 36 41000 ADMIN. DECISION
MFPCPS PLANNING/SCHEDULING 3 O CT 24 0 24 41000 ADMIN. DECISION
MFPCWO WORK ORDERS 3 O CT 24 24 48 41000 ADMIN. DECISION
MFRM RAW MATERIALS 3 O CY 12 36 48 42000 ADMIN. DECISION
MFSH SHIPPING 3 O AR 24 12 36 43000 26 CFR 1.6001.1
MFSHCL 1 O CT 12 48 60 43000 ADMIN. DECISION
MFSHTA TARIFFS 3 O SU 12 36 48 10600 ADMIN. DECISION
MK MARKETING 1 O CY 12 24 36 80000 ADMIN. DECISION
MKAD ADVERTISING 1 O CY 12 24 36 81000 ADMIN. DECISION
MKBD BUSINESS DEVELOPMENT 1 O CY 12 24 36 81100 ADMIN. DECISION
MKBDPT PRODUCT TESTING 1 O CT 24 0 24 81100 ADMIN. DECISION
MKCO COMPETITION 3 O CY 24 0 24 81100 ADMIN. DECISION
MKCR CONSUMER RELATIONS 1 O CY 12 24 36 81200 ADMIN. DECISION
MKGR GRAPHICS 3 O AR 12 24 36 82000 ADMIN. DECISION
MKMR MARKET RESEARCH 3 O CY 12 24 36 83000 ADMIN. DECISION
MKMRDV DEVELOPMENT 3 O CY 12 6 18 83000 ADMIN. DECISION
MKMRSU SURVEYS 3 O CY 12 6 18 83000 ADMIN. DECISION
MKPD PRODUCT DEVELOPMENT 1 O CY 12 24 36 84000 ADMIN. DECISION
MKPR PUBLIC RELATIONS 1 O CY 12 24 36 85000 ADMIN. DECISION
MKSA SALES 1 O CY 12 24 36 81100 ADMIN. DECISION
MKSAEX EXPORT 1 O CT 12 24 36 81200 15 CFR 30.11
MKSAPR PRICING 1 O SU 12 36 48 80000 ADMIN. DECISION
OP OPERATIONS 1 O AR 12 0 12 45000 ADMIN. DECISION
PDC DISTRIBUTION CONTROL 3 O CY 12 24 36 45000 ADMIN. DECISION
OPDCFG FINISHED GOODS 3 O CY 12 24 36 45100 ADMIN. DECISION
OPDR DISASTER RECOVERY PLANNING 1 V SU 24 975 999 22900 ADMIN. DECISION
OPFA FACILITIES 3 O CT 24 48 72 45200 ADMIN. DECISION
OPFAPL PLANS 3 O CY 12 24 36 45300 ADMIN. DECISION
OPMA MAINTENANCE 3 O CY 12 987 999 45300 ADMIN. DECISION
OPOR ORDERS 3 O AR 24 0 24 45100 ADMIN. DECISION
OPQA QUALITY ASSURANCE 3 O CT 60 0 60 46000 ADMIN. DECISION
OPQARP REPORTS 1 O CT 18 6 24 46000 ADMIN. DECISION
OPSA SAFETY/ENVIRONMENTAL HEALTH 3 O CY 12 48 60 47000 29 CFR 1910.20
OPSAAC ACCIDENTS 1 O CY 12 348 360 47100 29 CFR 1904.4
OPSADS SAFETY RECORDS 1 O CT 999 0 999 47100 ADMIN. DECISION
OPSAHM HAZARDOUS MATERIAL PLAN 3 O SU 120 0 120 47100 29 CFR 1910.120
OPSAHW HAZARDOUS WASTE 3 O CY 12 24 26 47100 29 CFR 1910.120
OPSAIG INVESTIGATIONS 3 O CY 12 24 36 47110 ADMIN. DECISION
OPSATE TESTS 3 O CY 12 12 24 47200 ADMIN. DECISION
OPSE SECURITY 3 O CY 12 24 36 48000 ADMIN. DECISION
OPSEC COUNTER MEASURES 3 O CT 24 0 24 48000 ADMIN. DECISION
RE RESEARCH/DEVELOPMENT 1 O CY 12 24 36 93000 ADMIN. DECISION
REIN INGREDIENTS/FORMULAS 3 O SU 24 975 999 93100 ADMIN. DECISION
REPR PRODUCTS 3 O CT 24 96 120 93200 ADMIN. DECISION
REPT PROJECTS 3 O CT 24 96 120 93400 ADMIN. DECISION
RESP ENGINEERING/TECH SPECIFICATION 3 O CT 24 96 120 93500 ADMIN. DECISION
RETR TECHNICAL REFERENCES 3 O CT 24 96 120 93600 ADMIN. DECISION

[0119] VI. Purge Documents Selectively And Within Legal And Administratively Defined Requirements

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

[0121] The system automatically identifies the “owner” 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 “saves” a created (or modified) document based on information in the class table and location table.

[0122] By use of the system a report may be produced identifying the selected document's key attributes allowing the “owner” 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.

[0123] The above described system may be implemented entirely in software as described below.

[0124] Design Details

[0125] 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.

[0126] Overview

[0127] ERS is a client/server application to assist in the management of valuable corporate information.

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

[0129] The application helps the user classify documents into groups of similar information.

[0130] ERS provides document security. It can prevent unauthorized reading of. or writing to official corporate information.

[0131] ERS provides a means to search for documents pertaining to a specific subject, date range, author, etc.

[0132] The system acts as a pointer to direct users to where information is stored.

[0133] Definition of User Community

[0134] The ERS application has four categories of user. Each group of users and their responsibilities are described below.

[0135] Records Manager

[0136] 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:

[0137] Sets policy for record storage. This policy includes what media to use for long term storage.

[0138] Creates new classes and maintains the retention schedule.

[0139] Monitors the performance of the entire application.

[0140] Re-classifies documents that have been mis-classified.

[0141] Information Services

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

[0143] 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.

[0144] 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.).

[0145] 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.

[0146] Department Coordinator

[0147] The Department Coordinator is sometimes referred to as a ‘Super User’. 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:

[0148] Provide training and technical support to users within the department.

[0149] Monitors the performance of the system regarding departmental records.

[0150] Creates and sets up new users.

[0151] Enforces record retention policy for official records created by the department.

[0152] Manages the logistics of moving records to and from a storage facility.

[0153] User

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

[0155] Properly classifies records they create.

[0156] Enforces record retention policy for informational records created by them.

[0157] Policies

[0158] 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.

[0159] Users and Class Assignments

[0160] 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.

[0161] No Class Attribute Overrides

[0162] 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.

[0163] Classification Owner

[0164] 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.

[0165] Location and Class Assignment

[0166] 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 ‘AC’ for accounting, then it can not be stored at a off site storage facility. If the same document was classified as ‘ACAP’ for accounting, accounts payable, then it could be stored at a warehouse.

[0167] One Production Database Per User

[0168] 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.

[0169] System Functions

[0170] 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.

[0171] User Functions

[0172] All individuals who have access to the system will be able to operate the functions defined as follows:

[0173] Application Package File Open Function

[0174] 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.

[0175] Search and Retrieve Feature

[0176] 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).

[0177] Application Package File Save Function

[0178] 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.

[0179] Document Storage Feature

[0180] 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.

[0181] Classification Assignment Feature

[0182] 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.

[0183] Synonym Maintenance Feature

[0184] 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.

[0185] Attribute Maintenance Feature

[0186] 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.

[0187] Stand Alone ERS User Functions

[0188] 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.

[0189] Update Functions

[0190] Inventory Maintenance

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

[0192] Inventory Entry

[0193] 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.

[0194] Inventory Request

[0195] 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.

[0196] Synonym Maintenance

[0197] The ability to add, change, or delete user synonyms.

[0198] User Profile Maintenance

[0199] 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.

[0200] Inquiry Functions

[0201] Inventory Retrieval

[0202] 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.

[0203] Reporting Functions

[0204] Inventory Detail Reports

[0205] 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.

[0206] Synonym Reports

[0207] 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.

[0208] Department Coordinator Functions

[0209] 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.

[0210] Update Functions

[0211] User Maintenance

[0212] 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.

[0213] Inventory Maintenance

[0214] 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.

[0215] 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.

[0216] Reporting Functions

[0217] Inventory Detail Reports

[0218] 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.

[0219] Inventory Count Reports

[0220] 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.

[0221] Center Retention Required

[0222] 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.

[0223] 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.

[0224] Classification Audit Reports

[0225] 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.

[0226] Inventory Requests Report

[0227] 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.

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

[0229] Static Table Listings

[0230] 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.

[0231] Information Services Functions

[0232] 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.

[0233] Update Functions

[0234] There are several update functions that only Information Services personnel would use. These functions are described below.

[0235] Database Definition

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

[0237] Function Maintenance

[0238] 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.

[0239] Batch Functions

[0240] 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.

[0241] Function Usage Maintenance

[0242] 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.

[0243] Security Grants

[0244] 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.

[0245] Records Manager Functions

[0246] 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.

[0247] Update Functions

[0248] Class Maintenance

[0249] Add, change, or delete information about classifications, abstracts, and retention schedules.

[0250] Synonym Maintenance

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

[0252] Static Table Maintenance

[0253] 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.

[0254] Reporting Functions

[0255] Class Availability Report

[0256] 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.

[0257] Function Usage Reports

[0258] 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.

[0259] Data Dictionary Reports

[0260] 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.

[0261] Catalog of Functions

[0262] 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.

[0263] Generic Description of All Function and Features

[0264] 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.

[0265] 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.

[0266] Menu Functions

[0267] 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:

[0268] Function Access

[0269] 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:

[0270] File

[0271] New

[0272] Open

[0273] Delete

[0274] Close

[0275] Print

[0276] Printer Setup

[0277] Exit

[0278] Edit

[0279] Undo

[0280] Cut

[0281] Copy

[0282] Paste

[0283] Clear

[0284] Find

[0285] Go To

[0286] Search

[0287] Sort

[0288] Filter

[0289] View

[0290] First Page

[0291] Prior Page

[0292] Next Page

[0293] Last Page

[0294] Toolbars

[0295] Date and Time

[0296] Maintenance

[0297] Update 1

[0298] Update 2

[0299] Etc.

[0300] Reports

[0301] Report 1

[0302] Report 2

[0303] Etc.

[0304] Window

[0305] Tile

[0306] Layered

[0307] Cascade

[0308] Arrange Icons

[0309] Window 1

[0310] Window 2

[0311] Etc.

[0312] Help

[0313] Contents

[0314] Search for Help on

[0315] How to Use Help

[0316] About ERS

[0317] Micro Help

[0318] 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.

[0319] Button Bar

[0320] 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.

[0321] Disabled Functions

[0322] 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.

[0323] User Access

[0324] 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.

[0325] Reporting Functions

[0326] 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:

[0327] Custom Sub Heading

[0328] 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.

[0329] Selection Criteria

[0330] 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.

[0331] Variable Sorting

[0332] 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.

[0333] Routing of Output

[0334] 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.

[0335] Report Footing

[0336] 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.

[0337] Print After View

[0338] 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.

[0339] Micro Help

[0340] 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.

[0341] Usage Tracking

[0342] 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.

[0343] Update Functions

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

[0345] Add, Change, Delete

[0346] 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.

[0347] Point and Shoot

[0348] 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.

[0349] Drop Down Lists

[0350] 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.

[0351] Drag and Drop

[0352] 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.

[0353] Jumping

[0354] 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.

[0355] Validation

[0356] 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.

[0357] Referential Integrity

[0358] 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.

[0359] Confirmation

[0360] 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.

[0361] Micro Help

[0362] 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.

[0363] Usage Tracking

[0364] 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.

[0365] Process Model

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

[0367] Node Tree Diagrams

[0368] 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.

[0369] Database Design

[0370] 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.

[0371] Entity Definitions

[0372] 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.

[0373] Entity Relationship Diagram

[0374]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.

[0375] Attribute Definitions

[0376] 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 = Select, U =
Update, I = Insert, D = 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 ‘Accounting, Payables’.
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=hard disk,
FLOPPY=floppy disk, CD=CD
ROM, TAPE =magnetic table,
FICH=microfich,
PAPER=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=informational and
O=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,
‘26 CFR 1.6001.1’ 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=top secrete and
CO=confidential are sensitivity
codes.
Vital Flag Vital record (Y=yes, N=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 ‘Yes’ then the
column does not have to contain
data all the time. If the null option
is set to ‘No’ 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 =
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 ‘User Maintenance’ 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=report, U=update,
M=menu, T=utility, I=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=yes,
N=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=yes, then the
WHERE phrase should be
WHERE DPT_NBR = 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
‘Department Number’.
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 = 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=yes,
N=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 ‘right hand side’
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=yes, N=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 ‘By Company,
Department, and Cost Center
Numbers’.
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 =
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=report, U=update,
M=menu, T=utility, I=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 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=hard disk,
FLOPPY=floppy disk, CD=CD
ROM, TAPE=magnetic table,
FICH=microfich,
PAPER=hardcopy.
Record Type Code User assigned identification code.
The record type code defines
importance to a classification. For
example, I=informational and
O=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 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 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=Change
Media R=Retrieve from storage
facility, S=sent to storage facility,
T=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=hard disk,
FLOPPY=floppy disk, CD=CD
ROM, TAPE=magnetic table,
FICH=microfich,
PAPER=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=informational and
O=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 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, ‘Third drawer down’ or
‘Fourth shelf up’ 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=Building, FA=File area,
PR=Property, SH=Shelf,
AI=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=Building, FA=File area,
PR=Property, SH=Shelf,
AI=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=hard disk,
FLOPPY=floppy disk, CD=CD
ROM, TAPE=magnetic table,
FICH=microfich,
PAPER=hardcopy.
Media Type Long name, description, or title.
Description The media type description adds
meaning to the media type code.
For example, ‘Hardcopy’ and
‘Magnetic Tape’ 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 ‘hard disk’ , and the file
name required flag is set to ‘yes’,
then the system will prompt the
user to input a file name for the
document. If the file name
required flag is set to ‘no’ 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 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, ‘Account Payable’,
‘Payroll’ , ‘Inside Sales’ 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=informational and
O=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,
‘Inventory items assigned a
classification having an official
record type can only be deleted by
a Department Coordinator’.
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=Change
Media, R=Retrieve from storage
facility, S=sent to storage facility,
T=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,
‘26 CFR 1.6001.1’ 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=top secrete and
CO=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 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=yes,
N=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 = Select, U =
Update, I = Insert, D = 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=yes, N=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

[0377] Logical View

[0378]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.

[0379] Standard Abbreviations

[0380] 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 ‘tbl_usr’. The user's last name column will be called lst_nme’.

[0381] abs abstract

[0382] acc access

[0383] adr address

[0384] ctr center

[0385] chg change

[0386] cd code

[0387] cst cost

[0388] cls class

[0389] col column

[0390] cre created

[0391] d DataWindow object

[0392] db database

[0393] dw DataWindow control

[0394] def default

[0395] dsc description

[0396] dir directory

[0397] dte date

[0398] dur duration

[0399] end end

[0400] flg flag

[0401] fst first

[0402] fcn function

[0403] grp group

[0404] hst history

[0405] idn identification

[0406] inv inventory

[0407] key key

[0408] lst last

[0409] loc location

[0410] log logon

[0411] mail mail

[0412] med media

[0413] mth month

[0414] nbr number

[0415] nme name

[0416] off office

[0417] obj object

[0418] ord order

[0419] org organization

[0420] out output

[0421] par parent

[0422] phn phone

[0423] psw password

[0424] pro procedure

[0425] pcs processed

[0426] pps purpose

[0427] rec record

[0428] rel relationship

[0429] rqs request

[0430] rqr require

[0431] ret retention

[0432] row rows

[0433] snt sensitivity

[0434] seq sequence

[0435] srt sort

[0436] str start

[0437] sts status

[0438] sto storage

[0439] stp stop

[0440] sub subject

[0441] syn synonym

[0442] tbl table

[0443] tm time

[0444] tle title

[0445] trg trigger

[0446] typ type

[0447] udt user defined datatype

[0448] usg usage

[0449] usp user stored procedure

[0450] usr user

[0451] vtl vital

[0452] vw view

[0453] vwb base view

[0454] w window

[0455] wrd word

[0456] Triggers

[0457] 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.

[0458] Class Table

[0459] Insert Trigger—Two rows should be added to the synonym table. The values for the synonym table are as follows:

[0460] Row 1

Synonym Name The class code
User Identification ‘SA’
Parent Synonym Name The class code of the parent
classification
Keyword Flag ‘Y’

[0461] Row 2

Synonym Name The classification title
User Identification ‘SA’
Parent Synonym Name The class code
Keyword Flag ‘N’

[0462] 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:

[0463] Row 1

Synonym Name The class code
User Identification ‘SA’
Class Identification The class identification

[0464] Row 2

Synonym Name The class title
User Identification ‘SA’
Class Identification The class identification

[0465] Update Trigger—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.

[0466] 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.

[0467] 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.

[0468] Delete Trigger—Delete the corresponding rows in the synonym table and the class synonym table where the following is true:

[0469] Synonym name equals class code and user identification equals ‘SA’ or

[0470] Synonym name equals classification title and user identification equal ‘SA’

[0471] Function Table

[0472] Delete Trigger—Create a cascading delete that will remove the function form all other tables.

[0473] Update Trigger—If the function type is changed for ‘REPORT’ 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.

[0474] Function Column Table

[0475] Insert Trigger—The function type column in the function table must be set to ‘REPORT’. If the function is not a report, then it should not have rows in the function column or sort table.

[0476] The relationship code can only have values of ‘EQUAL’, ‘LIKE’ or ‘BOTH’. Also the column type values can only be ‘CHAR’, ‘INT’, ‘DATE’, and ‘FLOAT’.

[0477] Update Trigger—The relationship code can only have values of ‘EQUAL’, ‘LIKE’or ‘BOTH’. Also the column type values can only be ‘CHAR’, ‘INT’, ‘DATE’, and ‘FLOAT’.

[0478] Function Sort Table

[0479] Insert Trigger—There can only be one row having a default sort flag value of ‘Y’ for yes for each function.

[0480] Update Trigger—There can only be one row having a default sort flag value of ‘Y’ for yes for each function.

[0481] Function Usage Table

[0482] Insert Trigger—The usage start date must be less than the usage end date.

[0483] Update Trigger—The usage start date must be less than the usage end date.

[0484] Location Table

[0485] Insert Trigger—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.

[0486] 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.

[0487] Object Table

[0488] Insert Trigger—The object purpose can not be null if the object type code is ‘V’ for view.

[0489] Insert Trigger—The object purpose can not be null if the object type code is ‘V’ for view.

[0490] Object Identification Table

[0491] Insert Trigger—Insure that the object type column value in the object table is set to ‘U’ for user table.

[0492] Update Trigger—Insure that the object type column value in the object table is set to ‘U’ for user table.

[0493] Organization Table

[0494] Insert Trigger—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.

[0495] Update Trigger—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.

[0496] 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.

[0497] User Table

[0498] Insert Trigger—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:

[0499] Retrieve the user ID of the individual inserting a new row into the user table.

[0500] 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.

[0501] Insert the classifications and access codes found in the previous step under the ID of the new user.

[0502] Ignore the processing describe above if the user doing the inserting is SA.

[0503] Delete Trigger—Create a cascading delete that will remove the user for all other tables.

[0504] User Class Table

[0505] Insert Table—There can only be one row having a default class flag value of ‘Y’ for yes for each user.

[0506] 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.

[0507] Update Table—There can only be one row having a default class flag value of ‘Y’ for yes for each user.

[0508] If the access code is being changed from R=read to W=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.

[0509] User Database Table

[0510] Insert Trigger—There can only be one row having a default database flag value of ‘Y’ for yes for each user.

[0511] Update Trigger—There can only be one row having a default database flag value of ‘Y’ for yes for each user.

[0512] User Defined Datatypes

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

[0514] udt_integer

[0515] integer System generated identification numbers.

[0516] udt_ndt

[0517] varchar(40) Names, descriptions and titles 40 chars or less.

[0518] udt_name

[0519] char(20) First, Last Names, other names 20 chars or less.

[0520] udt_label

[0521] char(25) Labels.

[0522] udt_text

[0523] varchar(255) Long descriptions, text, explanations, summaries etc.

[0524] udt_identifier

[0525] char(20) Any type of database object identifier.

[0526] udt_yesno

[0527] char(1)Any yes/no column.

[0528] udt_phone

[0529] char(13) Full length phone number—Do not store dashes.

[0530] udt_code_a

[0531] char(1) Codes and other data of various lengths.

[0532] udt_code_b

[0533] char(2)

[0534] udt_code_c

[0535] char(6)

[0536] udt_code_d

[0537] char(8)

[0538] udt_code_e

[0539] char(10)

[0540] udt_code_f

[0541] char(12)

[0542] udt_code_g

[0543] char(15)

[0544] Physical Database Model

[0545] 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.

[0546] Physical Attributes

[0547] 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 Key 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 timestamp NULL
Class 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 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 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 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 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 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 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 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 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 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 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 timestamp NULL
Inventory 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 timestamp NULL
Inventory 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 timestamp NULL
Inventory 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 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 timestamp NULL
Location 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 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 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 timestamp NULL
Object Object Name obj_nme (PK) char(20) NOT NULL
Identification
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 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 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 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 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 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 timestamp NULL
Retention Retention rtnt_rfr (PK) varchar(40) NOT NULL
Reference 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 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 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 timestamp NULL
Synonym 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 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 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 timestamp NULL

[0548] System Requirements

[0549] 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.

[0550] Client Workstation

[0551] 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.

[0552] Hardware

[0553] Processor

[0554] 486/66 MHz processor, or faster.

[0555] Memory

[0556] 16 Meg. of memory or more.

[0557] Hard Disk

[0558] 500 Meg. of available disk space or more.

[0559] Access to a common network drive containing the application software.

[0560] Monitor

[0561] VGA color monitor.

[0562] Printer

[0563] Access to a LASER printer, 300 dpi resolution or higher.

[0564] Network Card

[0565] Must be compatible with available cabling, network software, and PC hardware.

[0566] Keyboard

[0567] Mouse

[0568] Software

[0569] Operating System

[0570] Microsoft DOS, release 6.22.

[0571] Microsoft Windows for Workgroups, release 3.11.

[0572] Network Software such as Novell or Windows for Workgroups.

[0573] Application Packages Microsoft Office containing Word, Excel, and PowerPoint.

[0574] Developer Workstation

[0575] 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.

[0576] Hardware

[0577] Processor

[0578] Pentium 100 MHz processor, or faster.

[0579] Memory

[0580] 24 Meg. of memory or more.

[0581] Hard Disk

[0582] 1 Gig. of available disk space or more.

[0583] Access to a common network drive containing the application software.

[0584] CD ROM

[0585] 4x speed, or faster.

[0586] Tape Drive

[0587] 250 Meg tape backup, or larger.

[0588] Monitor

[0589] 17″ VGA color monitor.

[0590] Printer

[0591] Access to a laser printer, 300 dpi resolution or higher.

[0592] Network Card

[0593] Must be compatible with available cabling, network

[0594] software, and PC hardware.

[0595] Modem

[0596] 28.8 FAX/Modem, or faster.

[0597] Keyboard

[0598] Mouse

[0599] Software

[0600] Operating System

[0601] Microsoft DOS, release 6.22.

[0602] Microsoft Windows for Workgroups, release 3.11.

[0603] Network Software such as Novell or Windows for Workgroups.

[0604] Application Packages

[0605] Microsoft Office containing Word, Excel, and PowerPoint.

[0606] Microsoft Project, release 4.0.

[0607] Development Tools PowerSoft PowerBuilder, release 4.0.4.

[0608] MetaSolv PowerFrame, release 4.0.

[0609] Norton Desktop for Windows, release 3.0.

[0610] Logic Works ERWin for PowerBuilder, release 2.5.

[0611] Embarcadero Technologies DBArtisan, release 2.02.

[0612] Embarcadero Technologies Rapid SQL, release 1.02.

[0613] Blue Sky Software RoboHelp, release 3.0.

[0614] PC Install for Windows 3.X.

[0615] Saros Mezzanine Developers Tool Kit.

[0616] Saros Document Manager.

[0617] Server

[0618] 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.

[0619] Hardware

[0620] Processor

[0621] Two Pentium 100 MHz processors, or faster.

[0622] Memory

[0623] 64 Meg. of memory or more.

[0624] Hard Disk

[0625] 1 Gig. of available disk space or more.

[0626] Access to a common network drive containing the application software.

[0627] CD ROM

[0628] 4x speed, or faster.

[0629] Tape Drive

[0630] 250 Meg tape backup, or larger.

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Classifications
Classification aux États-Unis715/229, 707/E17.008, 715/201, 715/273, 707/E17.058
Classification internationaleG06F17/30
Classification coopérativeY10S707/99953, G06F17/30011, G06F17/3061, G06F17/30722
Classification européenneG06F17/30T6, G06F17/30D, G06F17/30T