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.
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.