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

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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
[email protected]
Wendy Li
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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:
<t:selectManyCheckbox id="sensor_access" value="#{sensorBacker.selectedItems}" layout="pageDirection" layoutWidth="3">
<f:selectItems value="#{sensorBacker.allGroups}"/>
</t:selectManyCheckbox>Any idea what goes wrong here?
Thanks for your help!
Wiebke

Scanning Documents into Records Management

Hie Gurus
I would like to implement SAP Records management involving the scanning of documents into the RMS. I have the following questions.
1. Can the scanned documents be attached to a record automatically (is it possible that during scanning an event to create a record would be triggered automatically and the person responsible for the scanning will just have to enter the detail)
2. Is there a recommended scanning software that works well with SAP Records management stystem that i can use to scan documents directly into SAP RMS or dpes SAP have a scanning software that works with RMS.

Hi Partson,
It's really possible. I don't know if any scan software can do it, but "Kofax Capio" can.
Look this link:
http://www.dicomfrance.fr/dicom/europe/web_eur.nsf/0/DB0F15F62B6CD052C12571240057A071?OpenDocument&c=FR&l=en
Hope this helps,
Iván.

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

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.
Thank you
Sreedhar Vetcha

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

Customizing Document of Record Management System

Dear Experts,
I have implemented Document Management System for my client. In my new project client is asking for the implemention of Record Managemnt System. I am new to this module. Can anyone help me in getting standard customizing document of Record Management System.
I cheked the basic info about the same in SAP help,but that does not give customization steps.
Thanks for your inputs
Regards
Damodar Pai

Hi,
Please check SAP Netweaver Folder Management (ex-Records Management) [original link is broken] for documents on RM. Please check http://wiki.sdn.sap.com/wiki/display/ESpackages/RecordsandDocument+Management for info on repositioning of RM.
Best Regards,
Pragya

Setup Records Management Centre

Good day, I truly hope someone will be able to help me? I am creating a records centre for a client for the first time in my life :-) on SharePoint 2013. The client has a Document Management system with sub sites for each department, e.g. HR
sub site, Legal sub site, Finance sub site. But the records management structure they use, looks different. For example, Management Communication, Policies, Meeting Docs, Finance FAQs, HR FAQs.
Within each department sub site is for example Meeting Minutes, Agendas and all those need to move to Meeting Document in the Records Centre.
Main Site
HR Sub site
Meeting Minutes (move to Meeting Docs)
FAQs (move to HR FAQs)
Leave Policy (move to Policies)
Finance Sub site
Meeting Minutes (move to Meeting Docs)
FAQs (move to Finances FAQs)
Cellphone Policy (move to Policies)
Records Centre
Meeting Docs
Policies
Finance FAQs
HR FAQs
Now the documents should move when 6 months old: the Meeting minutes of both sub sites should move to Meeting Docs in Records Centre and the two Policies should move to Policies in Records Centre, the FAQs in HR should move to HR FAQs and the FAQs
in Finance should move to Finance FAQs.
I see I can set up a retention on the Information Management policy in each library of the sub sites, but when it reach the 6 months period it should start a workflow - notifying the Document Owner to declare as record. But I can not see a workflow
in 2013 designer that declares a record. And how do I indicate in each library which documents should move to which Records Centre library? Especially the FAQs that each has a separate folder
Please help / if you can show me where I can find a tutorial on how to set it all up, I'll appreciate it very much. Thank you.

Hi,
In SharePoint Designer 2013, the actions "Send Document Set to Repository" and "Declare Record" are deprecated. We only can use them in SharePoint 2010 workflow platform. More information about changes in SharePoint Designer 2013, please
refer to the link:
http://msdn.microsoft.com/en-us/library/office/jj728659(v=office.15).aspx
So, if you want to send documents into Records Center, I suggest you use SharePoint 2010 workflow platform with the action "Send Document Set to Repository". If you want to notify the document owner, you can add an action "Send an Email".
About how to use "Send Document Set to Repository", you can refer to:
http://blogs.c5insight.com/Home/tabid/40/entryid/228/Submitting-a-Document-Set-to-a-SharePoint-2010-Repository-in-Workflow.aspx
In each library of each sub site, you need to create the workflow, and configure Information Management Policy to start the workflow.
In the Records Center, create one Record Library for each library(ex. Meeting Doc, Policies, etc), when a document is added into a Record Library, the document will be declared as record automatically. So, it is not necessary to declare documents as record
in workflow.
So, next, in the Records Center site, you need to do is creating a content organizer rule for the documents of each type library to route documents to certain record libraries.
About how to create content organizer rules, please refer to the link:
https://support.office.com/en-us/article/Create-Content-Organizer-rules-to-route-documents-74dfe36d-e3d6-40b7-9a5c-beea0c84deed?ui=en-US&rs=en-US&ad=US
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
[email protected]
Wendy Li
TechNet Community Support

IMPORT_FUNCTION in content model for Records management

Hello!
I customized my own content model for documents with my own attributes, it works fine, and everything is ok... but when i define property IMPORT_FUNCTION in DMWB for my content model, it has dump with error "DP_ERROR_GENERAL" when i'm trying to save the new created document... Even if i set function without code for attribute IMPORT_FUNCTION, it still has dump... why?
i need to get info about uploaded file, such as path and etc... i have found this information only in this function.
Thanks for any help...

Hi Luk,
The linkage of module may be very critical. But if you have a requirement for attaching the documents like photo,certificates or other documents related to employee to records management then you can create a radio button to recodrs management screen with help of abap'r and directly attach these documents to respective records management screen.
for linkage it may not feasible or much critical.
Hope this will help.
Regards,
Ravindra

Credit management automatic credit control use of credit group

Hello gurus
1)In the credit management we have credit groups( which enables us to combine different sales
document types for the purposes of credit management).
In the simple credit check also we will assign the doc types to check the credit. Then please tell me why we need credit groups in automatic credit control? Here also we can assign the doc types to check the credit ?then what exactly is the use of credit group ?
2)where will we specify the total credit amount allowed of the credit control area?
3)In the automatic credit control (ova8) against to static check box option we have open orders and open delivers checkboxes. is this two boxes only specific to static or it also belongs to dyanic?
Is it necessary to check this boxes?
4)is any one have used any of the routines in automatic credit control( document controlling tab we have no credit check field here we specify the routine? If any business need please share with me
Thank you in advance for all the replies

Hi
For your 1st query , In credit mgmt we assign credit grps to sales document type. So as you said we will assign credit grps at simple credit check and coming to the Automatic credit check we assign credit grp for the sales document type also .But the difference is credit grp can be at order level or Delivery Level or PGI level in OVA8 in Automatic credit check .
Coming to your 2nd Query , we will specify the total credit limit in FD32.
For your 3rd query , In OVA8 apart from the static check we check the boxes open orders and open deliveries also because once you activate Automatic credit check and once you maintain credit limit for any customer then system will check the open orders and open deliveries also of that customer
Coming to your last query the routine feild can be used when some requirements have to be fulfilled then only automatic credit check should work for customers. or else the sales order ->delivery->PGI will happen normally
Regards
Srinath

Digital signature in SAP Records Management (SAP Netweaver Folders Manager)

Hi experts,
I have a record with various documents and I want to implement digital signature in documents (Transaction: ORGANIZER). I read in IPS640 SAP Manual that there are a button (key symbol) to do this but I don't have this button. Can you explain me how to implement this?
A lot of thanks in advance.
Regards,

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

Oracle Universal Records Management adapter with FAST ESP

This is my first post on the forums and I have limited Oracle exposure. So if I’m posting in the incorrect spot or there are some other guidelines I need to observer, please let me know.
I’m trying to figure out the possibility of leveraging the Oracle Universal Records Management adapter for SharePoint in Records Management with FAST ESP (a best of class enterprise search platform). From the technical documents I’ve read on the adapter, it looks like it heavily relies on SharePoint search as the “feed’ for content. Does this mean that the SharePoint Search is required for the SharePoint adapter? As in environments that deploy FAST ESP also need to maintain SharePoint search for the adapter. Or can the adapter leverage FAST ESP?
Any insight would be appreciated.
TIA

anyhow i have tried ur tips as much i unterstand them (some of the command in cmd prompt and rest in sql plus)
it notifies an error of missing a datafile that i have corrected and finally the login page appeared in the em. also connection from sql plus is successful.
now while connecting to oracle through ORACLE DEVELOPER TOOL for .NET, i got this error:
"An error occured while opening the connection, connection must be open for this operation"
if i tried to connect through SYS as NORMAL it gave me the error to connect as SYSDBA or SYSOPER that is a valid error, but wat for the connection open error.
thanx.

ArchiveLink Late storing with bar code in Records Management

I want first to archive a document with the scenario Late storing with bar code over archive link (function module ARCHIV_BARCODE_GLOBAL) and right away adding the barcode document to a record in records management.
For both i need a business object (expample DOCUMENT or RECORD). When i want to add a archived document to a record i do need a DOCUMENT_ID to create a POID. But i do get the poid only after the document is scanned and finally archived. At the time where I insert the barcode with the function module archive_barcode_global, I don't get back a document_id. This is the first problem. The second problem is, that I can't use the business objects from Records Management (document or record) for the barcode scenario since there the business object ID is expected and the business object id for the business objects document or record is the document id.
The only way seems to create two business objects. one for the storing with barcode and one for the connection to records management. and i seem only to be able to create a record and inserting the archived document after the document is really scanned and archived.
My question now is, does anybody knows a way where i can use the archive link scenario late storing with barcode and being able to add the future archived document right away to a record? I want to do both in one step and only want to use one business object. Is this possible?
Thank you very much.
Martin

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

Error while trying to archive from Records Management

Hello,
I'm currently trying to figure out what would be the best way to archive Digital Personnel File documents. Currently it looks like the best way would be using method described in document [Archiving in SAP Records Management|https://cw.sdn.sap.com/cw/docs/DOC-22228]: using program SRM_KPRO_CONTENT_RELOCATION and archiving object SRMGSP.
When I'm trying to run this program in test mode I get the following error:
Problems while searching for the specified documents
Message no. SRM_GENERIC_SP_ARC021
There should be documents of the element type I'm trying to use there and I have configured the Content Category to be used with this (using content repository with archive link).
Any ideas what might be causing the error? Thanks!
- Jarmo

Dear Jarmo,
Please check if you have such documents by first searching for them in ORGANIZER for the given element type based on the last changed date. If you are able to retrieve results that way then this program should also work.
Best Regards,
Pragya

Records Managment Automatic Disposal of Documents

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