Course Description

This course provides the core information you need to manage your organization’s physical records. It is designed for Records Managers who need a thorough understanding of the OpenText Physical Objects module features.

It begins with setting up the location and custodian site codes. Next, you will create the physical item types since the creation of physical items are based on them. As the physical objects are processed, you will be creating the facilities, areas, locaters and generating labels needed for the long term storage. Once the storage facilities have been established, you are now ready to transfer items to storage facilities. You will learn how to search for and request the records, and then process them. There are several reports which will give valuable information throughout the process. Last, you will use a few of the basic PO functions available from the Smart View Interface.

Highlights:

• Create location codes and custodian sites
• Configure physical item types
• Add physical items and assign items to boxes
• Configure the system options for physical objects
• Processing requests for physical objects and transferring to/from storage facilities
• Process the requests for physical objects
• Run the various physical objects reports

On completion of this course, participants should be able to:

• Set up the locations and custodian sites
• Configure physical item types and physical items
• Create and configure the storage facilities
• Use transfers to track shipping of records to and from storage facilities
• Search for and request physical records
• Process requests for physical items
• Configure physical object defaults and administration settings
• Create accessions
• Run PO reports
• Use the available functions from the Smart UI

Prerequisites

• 1-0184 Managing Documents in Content Server or equivalent experience
• 2-0120 OpenText Records Management
• A base knowledge of the Records Management discipline, in particular understanding File Classification structures and Retention schedules
• Knowledge of the ways your organization manages or will manage records