484 IBM DB2 Document Manager with IBM Records Manager Solution Guide
All the received documents related to RFP and proposals need to be added to
the system. Sales, services, or marketing people will create a new
Correspondence class document with the Incoming state.
򐂰 Correspondence - Outgoing State
All the documents that are sent related to the RFP and proposals need to be
added to the system. Sales, services, or marketing people will create a new
Correspondence class document, with the Outgoing state.
Managers will create a new Correspondence class document, with the
Outgoing state, for the last response to the customer with the proposal.
A.5 Records Manager options
To configure Records Manager functions to the Document Manager solution, we
need to design a file plan, decide what documents should be records, and when
to declare them. We also need to establish the retention schedule.
File plan
We designed the file plan to address a number of solution requirements. Each
department in ZXY Technologies is required to create and manage their own
proposals. Each proposal contains a set of documents: versions of the proposal,
the request for proposal, and correspondence (including support documents)
that pertain to the proposal.
The file plan, as shown in Figure A-3, models the hierarchy of the organization
and the proposal containers within each department. The proposal containers
are created dynamically by the project manager as each new proposal is
identified. Under the proposal container are the three types of records relating to
the proposal documents.
Appendix A. Case study 485
Figure A-3 File plan for solution
Records declaration
For the case study, the proposal documents that have been approved and go to
the Issued state automatically become records. Any correspondence that enters
the Incoming or Outgoing state also automatically becomes records. Other
non-automatic record declarations are also configured in the Desktop for users to
use.
For all the reference documents, users can decide whether they should be made
to be records or not. Users can declare reference documents as records in their
Desktops, using selection declaration with a predefined list of file plan
destination.
Retention schedule
For the case study, we define a single retention schedule that applies to all of the
proposal-related documents. This rule retains the proposal in active status for
one year (at which point it is closed), and then the proposal is retained for seven
years in a completed status until the proposal is destroyed.
Sales Proposal 1
Sales Proposal 2
Sales Proposal n
Services Proposal 1
Services proposal 2
Services Proposal n
Marketing Proposal 1
Marketing Proposal 2
Marketing Proposal n
Unclassified Proposals
Services
Sales
ZXY Technologies
ProposalDepartmentROOT
Correspondence
Request
for
Proposal
Proposal
Document
Records
Response from Customer X
RFP from Customer X
Proposal to RFP
Version 2 of Proposal
Marketing
486 IBM DB2 Document Manager with IBM Records Manager Solution Guide

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