Content Manager 24.4 Content Manager

# System Options Compliance page

- Implement US DoD 5015.2 compliance - enforces user permissions and functionality specific to US DoD 5015.2 compliance.

  This security functionality applies to the US DoD Standards Chapters 1 to 3.

  Implement US DoD 5015.2 compliance enables the Record Archivist options which allow a user with no Modify Records permission to change a record's date details to allow the archival sentencing of records, for example, date closed or date of last Action.

  For other US DoD 5015.2 compliance options, see US DoD rules and behaviour.

  If you have set Content Manager to use large folders, you should not use this option. See the relevant section in Large folders.

  To enable Chapter 4 Classified Security in Content Manager, the Classified Security Licence module must be active and the feature on the Administration - System Options - Features page, Classified Security, must be selected.

- Implement UK National Archives compliance - enforces the following functionality requirements specific to UK National Archives:
  - The Record Archivist user permission does not include access to remove the date closed from closed records
  - The system defined [No Security Level] will be renamed to Unclassified
  - A user with user type Administrator can delete records that have been declared Final after receiving a warning
  - Content Manager copies Classification Retention Schedules to the records attached to that Classification, not only on creation, but also retrospectively, when the folder has:
    - the same Retention Schedule as the Classification
    - a current disposition of Active.

  If you have set Content Manager to use large folders, you should not use this option. See the relevant section in Large folders.

- Implement US FDA 21 CFR 11 compliance
  - Will display the field Description Or Reason in the record Properties - Renditions tab, which must be filled in when attaching or creating a new digital signature.

    NOTE: US FDA 21 CFR 11 impact when selected - when saving a record, Content Manager will create a new automatic rendering request to make a longevity rendition of the electronic document if all the following conditions are met:

    - The document has a digital signature rendition
    - The document has no longevity rendition

    The Content Manager Rendering module will:

    - create a longevity rendition of the document associated with the record
    - preface the longevity rendition with a cover page with details of the document and of the electronic signature
    - add a footer with record document metadata to each page of the document
      - for footers and headers to be readable, remove Internet Explorer's default header and footer by clicking File - Page Setup and removing the text from the Header and Footer fields
    - attach this longevity rendition to the record

    Saving in this context could be any of the following:

    - Creating a new record
    - Checking in a new version
    - Editing the record properties
    - Adding a new rendition
    - Signing the record
    - Editing the notes, etc.

    When viewing or printing an electronic document, Content Manager will display or print the longevity rendition rather than the main document when the document has a digital signature rendition. If there is no longevity rendition available, Content Manager will display a message that rendering is still in progress and you should try viewing or printing the document later.

  - Records Management Terminology - to switch the terminology used in Content Manager between terminology more common in Europe and Australia, and terminology more common in the USA, like in the examples in this table:

    Classic Term | US Term | Description
    --- | --- | ---
    Additional Fields | Custom Properties | Fields in Content Manager that users created in addition to the standard fields to meet their specific needs
    Archive Authority | Authority | An office or authority prescribing disposal treatment for records
    Archived (Keep Forever) | Archived Onsite | The record is in the organization, but in a local archive area rather than the active storage area
    Archived (Custody Transferred) | Permanent | The record should be kept forever and has been passed into the custody of a storage provider. This may be a public or private sector archive.
    Caveat | Supplemental Marking | A privacy control. A user must have the same caveat the record has to be able to view the record.
    Classification | Category | A node of a classification scheme (or file plan), specifically all except the lowest level nodes, which are known as folders, files or containers
    Date Registered | Date Filed | Date the record was entered into the system
    Finalise | Declare as Record | Once set as final, no revisions can be made to the record, this includes not being able to check out a document for modification.
    Part | Volume |
    Postal Code | Zip Code |
    Security Level | Security Classification | In Content Manager, security levels distinguish records by higher to lower levels. For example, all records that have security level of TOP SECRET are higher in restriction compared to those with a level of UNCLASSIFIED.

    Choose from:
    - TRIM Classic - default. For the Content Manager interface to keep using the original terminology.
      To match the terminology in the interface with the Help file, you should also use the language English (International) by setting the option in File - Options - Locale page.
    - US Common - to switch the Content Manager interface to use US terminology.
      To match the terminology in the interface with the Help file, you should also use the language English (United States) by setting the option in File - Options - Locale page.
    When switching from using one set of terminology to another, you may need to reset your toolbars for Content Manager to use the new terms. You will lose all menu and toolbar customisations you may have set up:
    1. Right-click the Content Manager toolbar and click Customise
    2. In the Customise dialogue box, select the Toolbars tab.
    3. Click Reset All and confirm.
       The Content Manager interface uses the new terminology set.

- URI prefix for generating VERS3 RDF identifier - When creating a VEO, this setting controls the prefix component of the rdf:about attribute in the rdf:Description element for a VERS information object. The value of the rdf:about attribute is "<URI prefix>/<Transfer Run ID>/<Agency Identifier>_<CM record details>".

- Ensure NEN1888 compliance - NEN1888 is a Dutch standard that prescribes a selection of honorifics that can be used with Dutch names.

  If this option is selected, then it will enforce the NEN honorifics style within Content Manager.

  - Import NEN honorifics button - to populate the lookup set with the NEN1888 honorifics.

    The import values are saved in the file C:\Micro Focus Content Manager\Standard Data\ControlData\NEN1888 honorifics.txt.
    The import file must be a text file with two tab delimited columns. The first column should contain the full honorific and the second column the abbreviation for it.

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Version 24.4 | Last updated October 2024
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Product: Content Manager 24.4

Topic Title: System Options Compliance page