Records management and large physical documents

My client has a lot of physical records (like contracts, and thick packs of documents)
that needs to be filed physically, but need a record there off in their Records Centre. What resolution can I give to them to keep a record in the Records Centre of the physical storage location of the file? (Also, if there is annexes related
to a record)

Hi DWSWeb,
According to your description, my understanding is that you want to route records in SharePoint 2013.
For this issue, I suggest you use Content Organizer rules to route your documents.
There are two articles about Content Organizer feature, please take a look at:
https://support.office.com/en-in/article/Create-Content-Organizer-rules-to-route-documents-1e4d37a3-635d-4764-b0fc-f7c5356c1900
http://sharepointpromag.com/sharepoint-administration/create-rules-route-documents-sharepoint
Best Regards,
Wendy
Forum Support
Please remember to mark the replies as answers if they help and unmark them if they provide no help. If you have feedback for TechNet Subscriber Support, contact
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Records management and Document builder in SRM with PS

Hi,
We are implementing SRM 5.0 with PS ( Public section), can any one share any experience and documentation about Records management and Document builder in SRM with PS.
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Hi Chris,
I am having the same issue as Patrizia while using BSP, SRM_DEMO_RECORD & SRM_DEMO_BSPEXT, to search/display, maybe update later the records,documents,and notes that are stored in RM. I have read all the documentation described in your messages as to how to customize web display BSP application using these 2 BSPs, srm_demo_record & srm_demo_bspext.
I tested SRM_DEMO_RECORD with <srm:element> tag embbeded in the layout page, but it lists only the records that associated to a given RMS_ID and SPS_ID, and I wasn't able to get it to display the associated document and notes for a selected RM record. The comments on the iview page in BSP suggest the custom code is needed for initial request from browser and callback event to return the notification for the activities occurred in RM. As you suggested to Patrizia, I wonder if you've some sample code that i could use to make these BSPs work before additional enhancements is needed later. As far as other prerequisit settings of http access and assigning search interface class to the correct service provider element type using GENSP_QUERY_EXT connection parameter are all properly set with my customer. So i'd feel really grateful if you could forward me the example codes for these BSPS.
Regards,
Amy Lee
SAP NetWeaver Consultant

Difference btw SAP Records managements and SAP DMS?

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thank you.

Hi Vivek,
perhaps some remarks to SAP Records Management. SAP Records Management (and SAP Case Management) is a powerful infrastructure for creating cross-component application since you can organize any SAP and Non-SAP information object as a record (tree) in a role based view.
One classical application is the HR personnel record. You collect documents (archived documents as well as DMS documents (with versioning)) together with personnel master data and other information. For each employee there is a record instance.
Another application is a machine record for a machine producer. It is a collection of SD objects and of engineering documents.
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So, also SAP DMS services can be wrapped as SAP Records Management service provider and hence be used in SAP Records Management applications.
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SAP Records Management is stressing the aspect of building cross component applications and their business flow. SAP already provides a lot of standard service providers but you can also build your own service providers and hence integrate your own objects.
For more information, see the documentation and get a first flavour by starting the transactions ORGANIZER and SRMREGEDIT.
By the way in contrast to SAP DMS, SAP Records Management is part of NetWeaver.
Best regards
Torsten

Records Managment Automatic Disposal of Documents

I have a customer request regarding automatic disposal of documents from Records Management after a predetermined amount of time has passed (i.e. legal retention dates have been met).Please advise if you have had to deal with this.
Cheers -
Jon

Hai,
Create a RECORD PLAN and mention the retention time and disposal period. Mention this record plan in the record plan positiion attribute of the particular document.
Regard,
Keerthika

Knowledge Managament and SAP HR Documents

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I have a requirement regarding Knowledge Management and the module SAP HR.
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I did some research, and I think we can use DMS as a content server, then, using KPRO we connect the DMS to KM.
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Cheers,
Andres.

Dear Biroj,
Thanks for your answer ....
It gave me a good direction for our requirement ....
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The points have been given.
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ArchiveLink Late storing with bar code in Records Management

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I am trying to do the same and would a appreciate a response to this question.

Path processing in Records Management

Hi, All.
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But i have problem implementing method EXECUTE_FUNCTION of this interface. Import parameters of method containes parameter IM_DP_SEL_OBJECTS (list of POID ID's for selected objects). But i can't translate POID ID's to object referenes.
Standard beginning
service_object = me->if_srm~get_srm_service( ).
does not work. Interface IF_SRM does not declared in my class and nothing with this interface passed from calling class.
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Best regards,
Konstantin

Dear Poster,
As no response has been provided to the thread in some time I must assume the issue is resolved, if the question is still valid please create a new thread rephrasing the query and providing as much data as possible to promote response from the community.
Best Regards,
SDN SRM Moderation Team

Solution Manager and Content Server / KW

Hey guys,
Im supposed to assess the advantages of using a content server instead of the database used by SolMan to store documents.
Found some articles about connecting the content server but got confussed about the whole knowledge warehouse thing that seems somehow to be integrated in SolMan.
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Can someone give me an overview about what's possible by using these two things togehter?
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Cheers Joerg

>
LuongDK wrote:
> Hi Experts,
>
> I want to install Solution Manager and SAP ECC on single server. Oracle database with different schema (e.x SAPSR3, SAPSR4)
> But can I use same mount folders?
>
> Kindly highlight your experience and knowledge on this point?
>
> Thank you so much
> Regards,
> LuongDK
Hello LuongDK,
Please refer to the FAQ section on http://service.sap.com/solutionmanager, Check the installations section:
Which system should I use to install SAP Solution Manager?
The system has to be dedicated to the SAP Solution Manager. No other components can be installed on top of SAP Solution Manager.
SAP Solution Manager does not necessarily require separate hardware. It can be installed as a separate instance on an existing hardware.
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Amit

Record Management: get logical document object from physical doc. object

Hello,
I'd like to get logical document from physical document (sdok object - stricture containing class and objid).
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Can anybody tell me BAPI's name for it?
I tried SDOK_PHIO_LOGICAL_OBJECT_GET, but this BAPI doesn't exist.
Best regards,
Josef Motl

Josef,
There are I don't believe there are any bapi's for this. You probably have to do this via ABAP OO. Create an object of the type CL_SRM_DOCUMENT. This is your logical (LOIO) object of your document. You have to enter the documentclass and the objectid of the document. This class has a method get_variant. This variant is your fysical (PHIO) object of the document. Use version and variant 0 so you will get the latest version object of your document.
If this isn't the answer, can you please explain where do you get the fysical object from if you haven't got the logical first?
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Tjalling-Jan

Conceptual questions with document management and Apex:

Hello Everyone,
I have reviewed or participated in thread discussions focusing primarily on subject matters concerning text editors, spellcheckers and document printing. The reason for this is due to our client requesting the creation of a basic centralized document management system that will enable users to create, edit and print technical documents in a database centric web-based environment. The caveat is that the client would like the same basic functionality that users get from MS Word. I know about FCKeditor or TinyMCE and their associated spellcheckers. What concerns me is that I have not found a possible plug-in to handle tracking changes, no one wants to re-read a large multiple page document again when all they would rather do is just view the changes. I know there are possible database schemas that might facilitate this type of functionality; I am just hoping it is more of a plug-in function.
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3. Would you store the document data using XML under condition 1, 2, both or not at all?
4. What types of data tables might exist, such as tables for document templates, work-in-process and final documents or something else?
I know there are a lot of other concepts/questions to consider and a large part of the design approach would be based on client requirements. My goal here is to gather different basic conceptual approaches, from forum members, in order to help facilitate a starting point for the project.
By the way I have seen on the Apex Latest Forum Poll, for quite sometime, where Document Management is an application that people would like to see developed. Can anyone from the Apex-team tell me if it is in the works and if so, when?
Thanks, in advance, for any suggestions.
Kyle

Hey Chet,
Thanks for the response; actually I had visited the sample package apps. site awhile back and did not realize more had been added. My problem is that I use Apex 2.1 and not 2.2, so unless there is a way to load the package apps. to the Oracle hosted site, I won't be able to review there design. It would be nice if Oracle tied these package apps. to their demonstration applications sample downloads function in Apex.
As for storing each line of the document in a single record, this was thought of as an initial approach. A concern by the team was how to program the logic to identify specific changed text in say a 5 sentence paragraph and how large the table would become if recording it line by line.
It is still a good approach to consider and we appreciate the input.
Thanks
Kyle

Records Management Sytem link to DMS Document

I'm trying to programatically create a document in DMS from Records Management System and create a link to the document. I can create the document using BAPI_DOCUMENT_CREATE2 but cannot figure out a way to link to the document.
Does anyone know if there is a BAPI or function module to do this?

HI Michael,
This cookbook gives an example of how to link a BO to record automatically. You can probably use the same concept
http://www.sdn.sap.com/irj/scn/go/portal/prtroot/docs/library/uuid/40be7649-72f7-2c10-03b9-c85d56eff2e5?quicklink=index&overridelayout=true
BAPIs SRM_RECORD_ADDELEMENT & SRM_RECORD_ADDELEMENTS can be used to add one or more than one elements in a record.
Please note that if adding an object to arecord is one processing step in a bigger process which may need access to same record again & again then it is better to use record APIs(methods of IF_SRM_SP_RECORD) . BAPIs should be used for one off access to records since every BAPI opens record, makes changes & then closes record.
For a bigger process which requires access to same record again & again, opening & closing records so many times becomes costly for performance.
Thanks & Regards,
Pragya

Problem with custom development for documents in Record Management

In Record Management i have setup a record model. It contains Bor objects, documents, cases and so on.
Each kind of record managent object has it own requirements.
For the documents there is a requirement which demands that if the scandate is changed also the date till which the document must be helded in the system must be changed.
This cannot be done automatically via default SAP and i don't want to let the customers do it there selfs, to much risk they make errors, so this must be done via custom development.
The logic searches in a enhanced method for the right attributes from the importing list of available attributes of the particular document.
This is going well in the development system but when i transport it to the test system it fails. I have noticed that the content of a custom developed field ( for example ZSCANDATE) is loaded well but a default field like SRM_DOM_STORAGE_START not. The systems returns an error that the description of the attribute is missing. When i look in the DMWB ( DocuMent WorkBench ) i dont see errors, but afcorse there is one.
What can i have forgotten in my record management installation?
Offcorse the test system is a copy of a working development system, but you have also some things that are system dependent. and i think i have forgotten some of those..
If you have a idea let me know!
kind regards,
Anton Pierhagen.

Hi BalusC,
thanks for the quick answer. I tried it as you said and now I get a validation error in my h:messages tag on my jsf page after submitting the form. There are no errors in my JBoss console, just this one word on my jsf page. Do you have any idea what this could mean?
My two lists look like this:
private ArrayList<GroupBean> selectedItems = new ArrayList<GroupBean>();
private ArrayList<SelectItem> allGroups = new ArrayList<SelectItem>();The allGroups list gets filled like this:
for (GroupBean group: groups){
allGroups.add(new SelectItem(group, group.getName()));
}where groups is a simple collection of GroupBeans which I read from the database. This seems to be correct; at least my list of checkboxes shows the correct group names.
Now here is my selectManyCheckbox:
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</t:selectManyCheckbox>Any idea what goes wrong here?
Thanks for your help!
Wiebke

Archiving documents in SAP Records Management

Hello experts,
Does anybody know how to archive documents in SAP Records Management? By default, they are stored somewhere in SAP database. However, based on the SAP documentation, they can be stored also to archive by using ArchiveLink. Where is this configuration done and how? Or do we need some coding here?
I'm interested in two different solutions:
1) Document will be stored on an archive server right from the start. By doing this, I no longer need to move the document content myself.
2) Moving existing Records Management documents to archive. I know there is a program SRM_KPRO_CONTENT_RELOCATION for this purpose, but it doesn't seem to be working without some archiving/RM configuration before somewhere else.
We are using Records Management as part of Digital Personnel Files and the documents to be archived are completed Adobe forms.
Best Regards,
JV

Hi JV,
You need to define the repository in OAC0 transaction. As per my analysis now your document are stored in sap database.
If you are using separate serever then confuigure as follows in OAC0:
Document area : SAP Records Management
Storgae type : RFC Archive
define IP address and port. Then goto CSADMIN and activate the certificate for the same.
or if using SAP Database then make the changes in above areas.
Then these archived documents will get saved in content server instead of sap database.
Hope this will help.
Regards,
Ravindra

Can we handle physical data storage through SAP Record Management System

Dear Experts,
how can we use Record Management system for handling the process involved in physical storage
of records ( like files, documents, boxes, x-rays etc) their retrievals, destruction etc.
Same as that how to handle space management, allocate space to store physical storage, retrieve the available spaces etc.
Any hint or reference to implement these requirements through Record Management System will be very useful.

Closing ..

Archive and metadata in Records Management

Hi,
Can you advise if it's possible to archive Digital Personnel File contents which is stored in Records Management? We've got a requirement to archive Digital Personnel File contents (HCM Processes and Forms (Adobe) and other stored office documents) with metadata. Is it at all possible to define metadata in Records Management?
Best regards,
Jukka

Hi Jukka,
HCM Processes and Forms already use RM for persisting the data. I believe there are cases & documents created for these processes & forms in RM.
Please have a look at the archiving solution for cases & records for the same. They are available from the sdn link of RM. I have also posted news item on http://www.sdn.sap.com/irj/sdn/nw-ecm stating the upload of the archiving cookbooks.
The catch as I see for you is that you will need to know how the processes & forms are stored in RM by HCM & then use the correct archiving solution for those objects.
Thanks & Regards,
Pragya

Records management and large physical documents

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