Location and user administration
Locations in Content Manager maintain the historical integrity of your organisation's record.
You can track certain administrative functions, record movements between Locations and record Workflow.
All Locations are one of the types:
See Location types.
- Organisation
- Person
- Position
- Committee
- Project Team
- Group
- Venue
- Workgroup
- Unknown
NOTE: Organisation is called Section in the following functions in Content Manager:
- Print merge
- Document queues
- Import/Export
These Locations serve as the internal and external Locations of records and as defaults for new records:
| Internal | External |
|---|---|
| Assignee Location | Contact |
| Owner Location | Organisation |
| Home Location |
Content Manager structures all these Locations according to a hierarchy.
This gives you the ability to generate reports based on any layer that exists within your organisation.
It is up to you to determine which Locations are appropriate for your records. It is standard practice to create a hierarchy of Locations that reflect your organisational structure.
For example, a number of branches may belong to a smaller number of divisions, which in turn may be governed by one department.
It is advisable to construct your Location hierarchy from the bottom up.
Contacts and external organisations operate in the same manner as other Locations - Persons, Positions etc. - but are external rather than internal Locations.
Content Manager uses Locations to identify the various ownership, use and residence details for records.
Records may have their Location details updated to:
- Indicate a new Assignee Location - that a user has borrowed the record or document
- New ownership - who is responsible for the record or document
- New home - where the record or document resides when not in use
NOTE: Take care when using Locations for other purposes, as the behaviour may not match your intent.
- Assignee - in the case of paper based records and documents, shows where the physical record is currently located.
For electronic records and documents, shows who is responsible for the item.
- Home - indicates where the record or document normally resides when not in use.
May be a physical location, e.g. paper repository, PA - used to represent a status of Put Away in the repository - file store - used to represent a status of secondary storage location - etc.
For electronic records, indicates who is responsible for it.
NOTE: Behavioural rule for contained records and documents - records that are contained and enclosed in their containers will be At Home in their container - that is, the Home Location of the contained and enclosed record will indicate that it is in a container and display the container number.
- Owner - indicates the owner of the intellectual property or asset, and therefore of the record or document within the organisation.
For example, My records and documents, My section's records and documents, My Division's records and documents, etc.
NOTE: Content Manager reinforces the ownership concepts with a behavioural rule that significantly minimises security administration while ensuring the ownership with the organisation is maintained.
If users are not within the owner hierarchy of the record or document, they cannot change its Access Controls, i.e. nobody outside the owner organisational hierarchy can make the record or document their own.
This ensures that the access to the record or document is maintained and that the integrity of the information within is controlled by the users who are responsible for it.
- Client Location records - records with titles created using Client Locations.
Related information