Abstract:
An interlingual mechanism to achieve uniformity when classifying anything by subject. Using generic terminology in an especially oriented hierarchical structure, it directs the user to a single classification. The system captures acronyms, vernacular and industry-specific, as well as foreign terms, into a thesaurus that can be modified and appended as classification needs change. The system “learns” as synonyms are added to “family groups”, capturing differences in individual perception. Searching for an entity is quickly successful by reversing the process. To ask the system for the location of any item, a descriptive term is entered that the individual believes best describes the object in question. If this entry results in a “hit”, all information pertaining to the item is then available to query. If the entry term does not find a match in the generic structure, the system will search the synonym data base for a match. By arranging “generic terms” in a classified format, the system provides a single location for each record series and enables linking all relevant administrative document management functions and legal retention requirements. Selective and timely purging of documents is thus made possible, greatly facilitating the management of information for both current and prospective use.

Description:
This application is a continuation of U.S. application Ser. No. 08/717,897, filed Sep. 23, 1996, now abandoned. 
    
    
     BACKGROUND OF THE INVENTION 
     The exponential growth of information within an enterprise which is stored in individual document form has created a need for a reliable mechanism to purge individual documents when no longer legally or otherwise required, as well as locate them in an efficient manner. 
     In an age when the growth of information contained within documents has been exponential, a missing element is the ability to determine the proper life cycle for a document, and thus, make it possible for the document to be purged on a scheduled basis. However, to safely accomplish this purging process, a document management system typically requires that a significant amount of detail be stored with the document. 
     Since all retention scheduling is based on the subject matter of a document, it is essential that the system identify the subject matter of all documents in a consistent manner. Additionally, the terms used to identify the subject matter must conform to the terms used in legislation to identify documents as well as the terminology in current use within the enterprise. 
     The present invention provides a reliable mechanism to accomplish this task. 
     In systems having this capability, the “type” of document must also be determined. Different types of documents within the same subject matter area may have different retention requirements. The system must be able to determine the type of document at the outset. This “type” information specifies whether a particular document is “official” or “informational” and whether it is also “vital” or “sensitive.” The type of document determines the level of protection afforded and has a direct impact on determining the life-cycle of the document. Additionally, document type impacts the decision as to the media selected to store it, whether electronic, paper or film. 
     Official documents are those documents identified in a retention schedule as having either administrative or legislative retention requirements. Properly, only official documents are subject to archiving. 
     Informational documents (largely copies) have their own destruction schedule based on need. They are not archived and their life cycle must not exceed official documents of the same subject. They are destroyed at the office level when their usefulness is over. Normally, informational documents have a substantially shorter life-cycle than official documents pertaining to the same subject. 
     Vital documents are those that are absolutely essential to the conduct of the enterprise and whose loss would be hugely expensive or would irrefutably damage continued operations. 
     Sensitive documents contain, for example: 
     1. Personnel information which provides confidential data. 
     2. Information that in the hands of a competitor could be used to embarrass or cast a bad image on the enterprise with its customers or the public. 
     3. Marketing, product development or corporate changes that could sabotage effectiveness. 
     SUMMARY OF THE INVENTION 
     A system is disclosed for providing a true interlingual mechanism to achieve uniformity when classifying documents by subject to assist in the management, complying with retention requirements and long term storage of documents of an organization. In this connection, as used herein, the term document includes, without limitation, the hard copy and digitally stored version of the output of a computer program such as a wordprocessor, microfilm or microfiche, correspondence of all types and office folders which themselves may contain documents. Although not a document by this definition, objects such as furniture and the like may also be classified by creating a label (in this case, the document) which contains all of the relevant classification information for the object. Using generic terminology in a hierarchical structure, use of the system directs a user of the system to a single classification for any document. The system captures acronyms, vernacular and industry specific terms, as well as foreign terms, into a thesaurus that can be modified and appended as classification needs change. The system learns as synonyms are added to the hierarchical structure capturing differences in individual perception. 
     Legislative terminology describes document retention requirements by subject. In this connection, two major issues exist: 
     1. Documents whose retention is covered by legislative requirements must be retained a prescribed period of time, after a certain event takes place, e.g., after an audit is completed, when the document is superseded, when its purpose has been completed (such as a contract) and for certain corporate documents). 
     2. Legal penalties exist, including fines, where purging of documents occurs before their legal requirements have been met. On the other hand, retaining documents longer than their legal requirement can have both a “sword and a shield” effect where litigation is concerned. 
     With billions of documents being filed every day, the volume of documents subject to legislative retention offer additional justification for a system that makes retrieval inexpensive and predictable. Current practices involving the classification of documents make it difficult to identify documents by subject. However, retention legislation identifies documents by subject. 
     Accordingly, all documents must be identified by subject and ultimately destroyed consistently with the enterprise&#39;s official retention schedule. 
     In most cases legislation is silent as to the specific media to be used to “house” a document, This means that legislative retention requirements apply to all media. For example, if the paper document is destroyed and it continues to exist on magnetic media, the retention schedule is not effective and is not being enforced. This invention provides a reliable structure to accomplish compliance with all legislative retention requirements. 
     In addition to classifying documents to ensure compliance with legislatively or other required retention schedules, as a bi-product, the invention includes the capability of searching for the location of a particular document. To use the system for the location of any particular document, a descriptive term is entered at a query prompt that the user believes best describes the subject matter of the document in question. If this entry results in a hit, all information pertaining to the document is then available to query. An example of a screen display in which such a query may be made is shown in FIG.  3 . For example, entry of a descriptive term produces a particular subject classification (i.e., a class code as described below). 
     For a typical user, there is just a small set of documents within his or her responsibility. Thus, once within this relatively small set of documents, if only those assigned a particular class code are deemed to be “hits,” the user is able to easily select the correct document from the set of hits. For users whose responsibility includes a large set of documents such that it would not be feasible to select a desired document from a list of documents assigned a particular class code hit list, a full range of attribute filters would be available to narrow the hits. Examples of such attribute filters include location (physical location such as file cabinet or work station), acronym (class codes, alpha and/or numeric references, i.e., form numbers, department IDs), organizational unit (cost center number, department number), subject description (i.e., class code), label description (e.g., three line description for a particular tangible asset as shown in FIG.  1 . If the entry term does not find a match in the hierarchical structure, the system will search a synonym database for a match. If the search of the synonym database also does not yield the desired document, it must be concluded that the desired document has not been classified. 
     By arranging terms from the general to the specific in a consistent classification format, the system is able to specify a physical location for a hard copy of a document by office, box, draw and folder, or of a document on magnetic or similar media by diskette location, hard disk drive location (i.e., computer) or network drive location (i.e., server) and file name. In this manner, for each document within a set of records, linking all relevant administrative document management functions and legal retention requirements for each document classified in the system is possible. 
     Selective and timely purging of documents is thus made possible, greatly facilitating the management of information for both current and prospective use. 
    
    
     BRIEF DESCRIPTION OF THE DRAWINGS 
     FIG. 1 is a screen display showing a query screen for performing a search. 
     FIG. 2 is a screen display showing a list of synonyms. 
     FIG. 3 is a screen display showing a query screen for performing a search. 
     FIG. 4 is a screen display showing the results of a query of the type shown in FIG.  3 . 
     FIG. 5 is a screen display showing a query screen for performing a search. 
     FIG. 6 is a screen display showing the results of a query of the type shown in FIG.  5 . 
     FIG. 7 is a screen display showing the results of a query of the type shown in FIG.  5 . 
     FIG. 8 is a block diagram showing a high level view of the functions performed by the invented system. 
     FIG. 9 is a block diagram showing the store documents function. 
     FIG. 10 is a block diagram showing the maintain inventory function. 
     FIG. 11 is a block diagram showing the maintain system function. 
     FIG. 12 shows the layout for the entity relationship diagram shown in FIGS. 12A-12F. 
     FIGS. 12A-12C show the first row of Figures forming the entity relationship diagram. 
     FIGS. 12D-12F show the second row of Figures forming the entity relationship diagram. 
     FIG. 13 shows the layout for the logical database model shown in FIGS. 13A-13L. 
     FIGS. 13A-13D show the first row of Figures forming the logical database model. 
     FIGS. 13E-13H show the second row of Figures forming the logical database model. 
     FIGS. 13I-13L show the third row of Figures forming the logical database model. 
     FIG. 14 shows the layout for the physical database model shown in FIGS. 14A-14L. 
     FIGS. 14A-14D show the first row of Figures forming the physical database model. 
     FIGS. 14E-14H show the second row of Figures forming the physical database model. 
     FIGS. 14I-14L show the third row of Figures forming the physical database model. 
    
    
     DETAILED DESCRIPTION OF THE INVENTION 
     This invention is a computer based system which provides a reliable structure to properly identify and track documents used by an enterprise throughout their life cycle to provide an efficient and easy to use mechanism to ensure that document retention requirements are complied with while enabling the orderly destruction of documents once their retention requirements have been satisfied. 
     In order to meet all the requirements of a document management system, it is necessary to develop a technique for classifying documents by subject. For this reason, the requirements of a document management system are more disciplined than any other component of an information resource management environment. One particular component is a detail tracking mechanism that must be in place to know where each document is and how many copies exist so that they all may be destroyed according to schedule. 
     Schedules must be rigorously followed. If the documents in question have to do with a litigation, the court in which the litigation is pending will test to determine if a true schedule exists and if records are destroyed in accordance with the schedule. If a true retention schedule does not exist, the company can be sanctioned for destroying records related to the case. The source of protection, and limiting exposure, lies within a disciplined document management program and enforcement of document retention policies covering all media. 
     Classification is performed when the document is created. There are a number of reasons for developing software that makes retrieval easier and control and tracking a bi-product of the processing which of necessity is already being performed. One factor which leads to performing document classification at document creation is placing the responsibility for classifying the document on the individual creating the document. The individual creating the document is in the best position to provide its proper classification. The time it takes to learn proper classifications for the subject areas involved for the normal user is relatively short, typically a matter of hours. This small investment in time substantially reduces the time required for searches to locate documents for retention schedule compliance and for retrieval. Learning to classify at the time a document is “saved” enables the use of the same procedure when a search needs to be performed. 
     Almost all search engines in use today rely on various mechanical techniques and sophisticated algorithms to find documents that have been saved by an author using “on-the-fly” techniques for classifying. This invention provides a mechanism for the author/creator of the document to classify the document properly, and, in such a form that anyone searching for the document would, following the same sequence, find the document with ease. This makes investing a small amount of time on the “save” side important because it makes the search time much more productive and far quicker than prior art approaches. 
     The selection of terms and what are referred to as classes used in a hierarchical structure to classify documents must be of the most generic form possible. Terms used in each class, i.e., Major, Primary, Secondary, Tertiary and Quaternary, requires that each word has a relative relationship and the same value level as any other word in that grouping. In order to simplify the subject description, where possible, the first two letters of the word used in each level of hierarchy is selected as its acronym. 
     In a very short period of time, the acronyms become easily translatable as the individual users have an opportunity to work with the system. This ease of learning is more easily understood since the range of subjects in use by a predominance of users is limited to a very small number, usually between 10 and 15 classes. Rarely does anyone using a typical work station require global searches, i.e., searches extending through multiple organizational units. Such searches would require special security clearance and a substantial knowledge of system navigation. 
     The invention also employs the intelligent use of synonyms, i.e., a synonym database, as pointers. Synonyms are used to direct the user to the “official” term for the appropriate classification. To populate the synonym database, a document inventory is taken to collect the local terms being used to describe documents. It should be noted that a detailed inventory of document descriptions currently existing (i.e., prior to implementation of the invention) is not needed. However, when a system implementing the invention is initially used, it is preferable that there be some inventory of terms (synonyms) in use be available to the new users of the system to improve acceptance of the system and productivity. This inventory or synonym database can be created manually, i.e., by manual entry as part of the Browse Synonym function shown in FIG.  9 . The synonym database contains all or a subset of terms in use by the organization to refer to a particular document instead of the “official” term used to classify that document. A screen display used for this purpose is shown in FIG.  2 . 
     Synonyms are assigned to each level of the hierarchy. This enables anyone to use a term that they perceive is related to the subject matter and be directed to a unique official classification. 
     There should be only one location in the hierarchy for any document. If it appears that there is more than one location, it generally means that the selected classification is not as precise as it should be, and it is likely that an additional classification should be added. 
     One of the most important strengths of using a synonym database to link the elements of the hierarchy is that it makes possible the use of local vernacular. Changes to the hierarchy are rare, leaving its structure stable. Almost all changes can be easily accomplished through changes in synonyms. 
     Because of the global scope of this invention, such as its use on the Internet, the use of foreign language terms in the synonym database makes it possible for the system to uniformly classify documents (as well as any other item) using any language throughout the world. With this range of flexibility, a unique classification tool exists for any multi-national information system. 
     One of the important aspects of this invention relates to its record retention components which create a records retention linkage. This includes tracking and providing a direct linkage to the terminology used in the U.S. Code of Federal Regulations and to similar legislative retention requirements of any other country. In addition to identifying the media, it also catalogs the type of record. 
     The document type determines the essential security requirements for these documents. 
     Use of the invention provides a system that ensures uniformity by all users when classifying documents by subject, i.e., a uniform subject classification system. This invention provides a hierarchically structured, subject oriented database, populated with terms in current use by the enterprise (i.e., chart of accounts and organizational chart) and by legislative references which pertain to the retention of documents. A typical set of class codes names with class code acronyms in a uniform subject classification is shown in Table II. 
     When a document is “saved,” as on a magnetic media, or simply classified manually as in hardcopy documents, the system provides classification tools that enable the process to “find” the single proper classification in the hierarchy. 
     The “search” process is the reverse, where the search word (subject description) is entered into the system and the classification tools lead the user to the proper classification and then to the document being sought. 
     Supplemental databases containing synonyms are available for each line of the classification scheme. These databases can be added to by the user and in this way translate acronyms, local vernacular, abbreviations and foreign terms that reveal the user&#39;s perception of the subject being sought. 
     Associated with all documents belonging to the same subject (referred to as a “File Series”) are a body of particular attributes set forth by legislative or informational requirements. 
     The invention provides a tracking mechanism to enable protecting, finding and retrieving a document, or group of documents (file series) when needed and to ultimately locate and destroy them when their life-cycle has been completed, as specified by an official retention schedule. 
     Using The Uniform Subject Classification System 
     I. Build A Classification Structure: 
     Select terms from legislative, business government and other industry sources. Adapt terms used in the Code of Federal Regulations, state statutes and terms that are industry specific. Organize selected terms into hierarchical order, i.e., primary class and sub-classes (i.e., secondary, tertiary, etc.). 
     II. Apply Synonyms To The Classification Structure 
     Assemble synonyms into a thesaurus and connect the synonyms with a particular file series (i.e., a line in the class hierarchy). 
     Build a database of local vernacular, acronyms, technical terms, etc. 
     Organize the database into the classification structure built in step I, appending to the synonym database, as appropriate. 
     Modify major classes, primary classes, secondary classes, etc. as required to fit the working environment. 
     III. Classify Documents 
     Determine major classes, e.g.,: Accounting, Administration, Finance, Marketing, Corporate, Legal, Engineering, etc. Major classes should be by functional class, not organizational names. 
     Using the first two characters in the class description, assign functional descriptions from the general to the specific, under the selected major class, then do the same thing for the selected primary class, secondary class, etc., until no further delineation is needed to classify all documents of interest. In most cases, no more than tertiary or quaternary classes are needed. For example, a document containing “Employee Expense Accounts” would be classified as follows: 
     AC Accounting (MAJOR) 
     PA Payables (PRIMARY) 
     EM Employee (SECONDARY) 
     which results in the Uniform Subject Classification Code: 
     ACPAEM ACCOUNTING, PAYABLES, EMPLOYEE 
     Depending on need, class levels can be adjusted to fit local conditions. 
     
       
         
               
               
               
               
             
           
               
                   
                   
               
             
             
               
                   
                 AD 
                 Administration 
                 Level 1 
               
               
                   
                 FA 
                 Facilities 
                 Level 2 
               
               
                   
                 BU 
                 Buildings 
                 Level 3 
               
               
                   
                 OF 
                 Offices 
                 Level 4 
               
               
                   
                 FU 
                 Furnishings 
                 Level 5 
               
               
                   
                 AR 
                 Art 
                 Level 6 
               
               
                   
                 DE 
                 Desk 
                 Level 6 
               
               
                   
                   
               
             
          
         
       
     
     With the above class levels, the following are examples of acronyms which could be employed: 
     ADFAOF Administration, Facilities, Offices 
     ADFAOFFU Administration, Facilities, Offices, Furnishings 
     ADFUDE Administration, Furnishings, Desk 
     ADFUAR Administration, Furnishings, Art 
     The particular acronym which would be employed in any given situation would depend on how many levels are needed to identify particular items of interest so that they can be efficiently retrieved. For example, in some situations just two or three levels are sufficient because the number of items which are classified at that level of detail is sufficiently small such that a user can see on a single screen display all potential hits from which the desired item may be selected. In other situations, more levels may be needed where there are numerous items that satisfy a particular class code. 
     In these examples, the document would be a label affixed to the artwork or the desk. Such labels may also be affixed to a document or folder or box containing documents and/or folders. Additional data appearing on the label, referred to as “label lines,” providing specific descriptions beyond the class itself. Label line descriptions are extensions of the class code and are searchable using well known automated search techniques. Labels are a part of the record when attached with the same retention value as the record which normally is then case when the label is associated with a particular folder. It should be noted that labels do not have a retention value when attached to an asset such as a desk. 
     IV: Finding Documents using the Uniform Subject Classification System 
     To illustrate this step, assume that it is desired to find job descriptions for an employee&#39;s new assignment as Budget Analyst, a newly created position. 
     To determine what may be available to aid in the creation of a new job description, enter the term “job description” in an inventory label search field to determine the location for all Job Descriptions. In this connection, the label search field is part of a query screen display, an example of which is shown in FIG.  1 . 
     A typical response to the query provides the acronym of “HRJD”, or “ H uman  R esources,  J ob  D escriptions” as shown in the screen display of FIG.  3 . 
     Next, assuming that any job description for an Analyst would help in creating the new job description, a search on the word “Analyst” within the “HRJD” segment of the hierarchy displays “HRJDSA” for job descriptions related to a range of Systems Analysts positions as shown in the screen display of FIG.  4  and “HRJDMA” for job description of a Marketing Analyst also shown in the screen display of FIG.  4 . 
     Next, search for job descriptions that are involved with the budgeting process to identify the terms used in describing the tasks and skills required: 
     Enter the word “budget” as shown in the screen display of FIG.  5 . 
     With full security clearance, the system would return: 
     “FIBU” or Finance, Budgets. 
     as shown in the screen display of FIG.  6 . 
     From the synonym table, the display would show the contents of the class table for the item located by the search as containing: 
     “HRD” or “Human Resources, Job Description” 
     as shown in the screen display of FIG.  4 . 
     From the synonym table, a display would show the “folder” contents as containing a job description for “Manager, Budget Planning ” as shown in the screen display of FIG.  7 . 
     By inspection, the searcher would select the analyst job descriptions as well as the one for “Manager” that might help in preparing the new description. 
     V. Associate The Class Acronym With Retention Data 
     Once steps I-III have been performed, it is possible to generate a report for each classification with the information shown in Table I. The information in the Med Typ, Rec Typ, Start After, Off Ret and RC Ret columns is initialized for each new document added to the system based on the class code. That is, for each class code, this information is stored in a class table and is predetermined based on business and government regulations. The information in the RCopy CC4 column is obtained from a location table and is preset with a location code based on the workstation from which the data for the record was entered. By changed the data in the class table or location table, all documents associated with that class code or location would be changed as well. However, all of this information can be changed for individual documents, and once changed for a particular document, changes at the class table or location table level are not reflected in the records for such documents. 
     
       
         
               
               
               
               
               
               
               
               
               
             
           
               
                 TABLE I 
               
               
                   
               
               
                   
                   
                 Class 
                   
                   
                   
                   
                   
                   
               
               
                   
                 Class 
                 Code 
                 Med 
                 Rec 
                 Start 
                 Off 
                 RC 
                 RCopy 
               
               
                 No. 
                 Acronym 
                 Name 
                 Typ 
                 Typ 
                 After 
                 Ret 
                 Ret 
                 CC# 
               
               
                   
               
             
             
               
                 124 
                 AD 
                 Admini- 
                 0 
                 O 
                 AR 
                 12 
                  0 
                   
               
               
                   
                   
                 stration 
               
               
                 125 
                 ADFU 
                 Furnish- 
                 0 
                 O 
                 CT 
                 12 
                 24 
                 993452 
               
               
                   
                   
                 ings 
               
               
                 126 
                 ADFUDE 
                 Desks 
                 0 
                 O 
                 SU 
                 12 
                 24 
                 993452 
               
               
                 127 
                 ADFUDEEX 
                 Executive 
                 0 
                 O 
                 SU 
                 12 
                 36 
                 993452 
               
               
                   
               
             
          
         
       
     
     In Table I, each row corresponds to a file series. 
     The column labeled “No.” contains a unique computer generated numbers used to represent each file series. 
     The column labeled “Class Acronym ” contains the classification acronyms. 
     The column labeled “Class Code Name” contains the official terms to describe documents. 
     The column labeled “Med Typ” represents media type, i.e., paper, magnetic, microfiche, etc. Each media type in the example is represented by a number, for example, 0 for paper, 1 for magnetic, 2 for microfilm, 3 for microfiche, 4 for CD-ROM. 
     The column labeled “Rec Typ” represents record type, i.e., Vital (V), Informational (I), Official (O), Sensitive (S). 
     The column labeled Start After contains the date starting the retention, e.g., annual review (AR), completed (CT), superseded (SU), current year (CY) and final audit (FA). The retention start date marks the beginning of the “clock” as related to “upon the completion of the audit” when the record is superseded, or beginning when the contract has been completed, or when a license has expired. As a result, the creation date has little relevance to the legislative requirement for retention. 
     The column labeled “Off Ret” represents office retention in months. 
     The column labeled “RC Ret” represents records center retention in months. 
     The column labeled “RCopy CC#” represents record responsibility copy cost center number. This is the cost center number as identified in the Chart-of-Accounts for the organization. This cost center is the only cost center which can send documents in this file series to a long term storage facility (for archival). All other holders of copies of such documents (i.e., informational copies) would have been instructed to destroy such copies at the office level according to a predefined schedule for destruction of such documents, which as previously noted, would predate scheduled destruction of the official copy of the document. An expanded example of a retention schedule appears in Table II. 
     
       
         
               
             
               
               
               
               
               
               
               
               
               
               
             
           
               
                 TABLE II 
               
             
             
               
                   
               
               
                 REPRESENTATIVE CLASSIFIED RETENTION SCHEDULE 
               
               
                 WITH CITATIONS AND REFERENCES 
               
             
          
           
               
                 CLASS 
                   
                 MED 
                 REC 
                 START 
                 OFF 
                 RC 
                 TOT 
                 R COPY 
                   
               
               
                 ACRONYM 
                 CLASS CODE NAME 
                 TYP 
                 TYP 
                 AFTER 
                 RET 
                 RET 
                 RET 
                 CC# 
                 REFERENCE 
               
               
                   
               
               
                 AC 
                 ACCOUNTING 
                 1 
                 O 
                 FA 
                 12 
                 0 
                 12 
                 55000 
                 26 CFR 1.6001.1 
               
               
                 ACAJ 
                 ADJUSTMENTS 
                 1 
                 O 
                 CY 
                 12 
                 24 
                 36 
                 55260 
                 26 CFR 1.6001.1 
               
               
                 ACAJIT 
                 INVENTORY 
                 1 
                 O 
                 CY 
                 12 
                 36 
                 48 
                 55260 
                 ADMIN. DECISION 
               
               
                 ACAJITCN 
                 CONSOLIDATIONS 
                 1 
                 O 
                 CY 
                 12 
                 12 
                 24 
                 55260 
                 26 CFR 1.6001.1 
               
               
                 ACAJITMN 
                 MAINTENANCE 
                 1 
                 O 
                 CY 
                 36 
                 0 
                 36 
                 55260 
                 ADMIN. DECISION 
               
               
                 ACAJITWH 
                 WAREHOUSE 
                 1 
                 O 
                 CT 
                 84 
                 0 
                 84 
                 55260 
                 26 CFR 1.6001.1 
               
               
                 ACAJRB 
                 REIMBURSEMENTS 
                 1 
                 O 
                 CY 
                 12 
                 24 
                 36 
                 55800 
                 26 CFR 1.6001.1 
               
               
                 ACAS 
                 ASSETS 
                 1 
                 V 
                 CY 
                 24 
                 36 
                 60 
                 55300 
                 26 CFR 1.6001.1 
               
               
                 ACASAM 
                 AMORTIZATIONS 
                 1 
                 O 
                 FA 
                 24 
                 36 
                 60 
                 55330 
                 26 CFR 1.6001.1 
               
               
                 ACASAP 
                 APPROPRIATIONS 
                 1 
                 O 
                 CT 
                 12 
                 12 
                 24 
                 55330 
                 26 CFR 1.6001.1 
               
               
                 ACASCA 
                 CAPITAL ASSETS 
                 1 
                 V 
                 FA 
                 24 
                 216 
                 240 
                 55330 
                 26 CFR 1.6001.1 
               
               
                 ACASCACC 
                 COMPANY VEHICLES 
                 1 
                 O 
                 CT 
                 120 
                 0 
                 120 
                 55330 
                 26 CFR 1.6001.1 
               
               
                 ACASDE 
                 DEPRECIATING 
                 1 
                 O 
                 FA 
                 12 
                 24 
                 36 
                 55340 
                 26 CFR 1.312-15 
               
               
                 ACASIT 
                 INVENTORY 
                 3 
                 V 
                 FA 
                 24 
                 36 
                 60 
                 55440 
                 26 CFR 1.6001.1 
               
               
                 ACASITSP 
                 SPECIAL ACCOUNTS 
                 1 
                 O 
                 FA 
                 12 
                 12 
                 24 
                 55440 
                 26 CFR 1.6001.1 
               
               
                 ACASITSU 
                 SURPLUS 
                 1 
                 O 
                 CT 
                 12 
                 24 
                 36 
                 55440 
                 26 CFR 1.6001.1 
               
               
                 ACASITWH 
                 WAREHOUSE 
                 1 
                 O 
                 FA 
                 12 
                 72 
                 84 
                 55440 
                 26 CFR 1.6001.1 
               
               
                 ACASITWHDI 
                 DISBURSEMENTS 
                 1 
                 O 
                 FA 
                 12 
                 60 
                 72 
                 55440 
                 26 CFR 1.6001.1 
               
               
                 ACASPR 
                 APPRAISALS 
                 1 
                 O 
                 SU 
                 24 
                 216 
                 240 
                 55200 
                 26 CFR 1.6001.1 
               
               
                 ACASVE 
                 VEHICLES 
                 2 
                 O 
                 CT 
                 24 
                 36 
                 60 
                 55440 
                 26 CFR 1.6001.1 
               
               
                 ACAU 
                 AUDIT 
                 1 
                 O 
                 FA 
                 24 
                 36 
                 60 
                 56000 
                 26 CFR 1.6001.1 
               
               
                 ACAUEX 
                 EXTERNAL 
                 1 
                 O 
                 FA 
                 24 
                 36 
                 60 
                 56000 
                 26 CFR 1.6001.1 
               
               
                 ACAUIN 
                 INTERNAL 
                 1 
                 O 
                 FA 
                 24 
                 36 
                 60 
                 56100 
                 26 CFR 1.6001.1 
               
               
                 ACAZ 
                 AUTHORIZATIONS 
                 1 
                 O 
                 CT 
                 24 
                 48 
                 72 
                 55260 
                 ADMIN. DECISION 
               
               
                 ACAZAV 
                 TRAVEL 
                 2 
                 O 
                 CT 
                 24 
                 0 
                 24 
                 55290 
                 ADMIN. DECISION 
               
               
                 ACAZAVDO 
                 DOMESTIC 
                 2 
                 O 
                 CT 
                 12 
                 24 
                 36 
                 55290 
                 ADMIN. DECISION 
               
               
                 ACAZAVIN 
                 INTERNATIONAL 
                 2 
                 O 
                 CT 
                 12 
                 24 
                 36 
                 55290 
                 ADMIN. DECISION 
               
               
                 ACBA 
                 BANKING 
                 2 
                 O 
                 CY 
                 24 
                 12 
                 36 
                 55500 
                 ADMIN. DECISION 
               
               
                 ACBACH 
                 CHECKS 
                 1 
                 O 
                 FA 
                 12 
                 48 
                 60 
                 55500 
                 26 CFR 1.6001.1 
               
               
                 ACBACHCO 
                 CHECK COPIES 
                 1 
                 O 
                 CT 
                 36 
                 48 
                 84 
                 55500 
                 26 CFR 1.6001.1 
               
               
                 ACBACHPC 
                 PETTY CASH 
                 1 
                 O 
                 CT 
                 36 
                 48 
                 84 
                 55500 
                 26 CFR 1.6001.1 
               
               
                 ACBACHPY 
                 PAYROLL 
                 3 
                 O 
                 CY 
                 12 
                 48 
                 60 
                 55550 
                 29 CFR 516.2,.5,.6 
               
               
                 ACBACHRE 
                 REQUEST 
                 1 
                 O 
                 CT 
                 2 
                 0 
                 2 
                 55500 
                 ADMIN. DECISION 
               
               
                 ACBACO 
                 CASH OPERATIONS 
                 3 
                 O 
                 CT 
                 12 
                 60 
                 72 
                 55570 
                 26 CFR 1.6001.1 
               
               
                 ACBADP 
                 DEPOSIT SLIPS 
                 1 
                 O 
                 CY 
                 12 
                 60 
                 72 
                 55570 
                 26 CFR 1.6001.1 
               
               
                 ACBADR 
                 DRAFTS 
                 1 
                 O 
                 CT 
                 12 
                 0 
                 12 
                 55570 
                 26 CFR 1.6001.1 
               
               
                 ACBALC 
                 LETTERS OF CREDIT 
                 1 
                 V 
                 CT 
                 12 
                 60 
                 72 
                 55570 
                 26 CFR 1.6001.1 
               
               
                 ACBARE 
                 RECONCILIATIONS 
                 3 
                 O 
                 FA 
                 18 
                 24 
                 42 
                 55570 
                 26 CFR 1.6001.1 
               
               
                 ACBARM 
                 BANK REMITTANCE 
                 1 
                 O 
                 CT 
                 36 
                 0 
                 36 
                 55570 
                 26 CFR 1.6001.1 
               
               
                 ACBARS 
                 RESOLUTIONS 
                 1 
                 O 
                 CT 
                 12 
                 24 
                 36 
                 55500 
                 26 CFR 1.6001.1 
               
               
                 ACBAST 
                 STATEMENTS 
                 1 
                 O 
                 FA 
                 12 
                 84 
                 96 
                 55570 
                 26 CFR 1.6001.1 
               
               
                 ACBASTDO 
                 DOMESTIC 
                 1 
                 O 
                 FA 
                 12 
                 24 
                 36 
                 55570 
                 26 CFR 1.6001.1 
               
               
                 ACBASTFO 
                 FOREIGN 
                 1 
                 O 
                 FA 
                 12 
                 48 
                 60 
                 55570 
                 31 CFR 103.32 
               
               
                 ACBI 
                 BALANCE SHEETS/INCOME 
                 2 
                 O 
                 FA 
                 24 
                 456 
                 480 
                 77000 
                 26 CFR 1.6001.1 
               
               
                   
                 STATEMENT 
               
               
                 ACBIAN 
                 ANALYSIS 
                 1 
                 O 
                 FA 
                 24 
                 456 
                 480 
                 77000 
                 26 CFR 1.6001.1 
               
               
                 ACBIPL 
                 PROFIT &amp; LOSS 
                 1 
                 O 
                 FA 
                 24 
                 456 
                 480 
                 77000 
                 26 CFR 1.6001.1 
               
               
                 ACCA 
                 CAPITAL EXPENDITURES 
                 1 
                 V 
                 FA 
                 12 
                 24 
                 36 
                 55440 
                 26 CFR 1.6001.1 
               
               
                 ACCARE 
                 REQUESTS 
                 1 
                 O 
                 CT 
                 24 
                 446 
                 470 
                 55440 
                 ADMIN. DECISION 
               
               
                 ACCAWP 
                 WORKING PAPERS 
                 1 
                 O 
                 CT 
                 24 
                 446 
                 470 
                 55440 
                 ADMIN. DECISION 
               
               
                 ACCH 
                 CHART OF ACCOUNTS 
                 1 
                 O 
                 CY 
                 12 
                 987 
                 999 
                 55000 
                 ADMIN. DECISION 
               
               
                 ACCO 
                 COST ACCOUNTING 
                 1 
                 O 
                 CY 
                 12 
                 24 
                 36 
                 55700 
                 26 CFR 1.6001.1 
               
               
                 ACCR 
                 CREDIT 
                 1 
                 O 
                 FA 
                 48 
                 60 
                 108 
                 55800 
                 26 CFR 1.6001.1 
               
               
                 ACCRAD 
                 ADJUSTMENTS 
                 1 
                 O 
                 FA 
                 12 
                 48 
                 60 
                 55800 
                 31 CFR 103.33 
               
               
                 ACCRAL 
                 APPROVAL 
                 1 
                 O 
                 CY 
                 12 
                 48 
                 60 
                 55800 
                 ADMIN. DECISION 
               
               
                 ACCRAP 
                 APPLICATIONS 
                 1 
                 O 
                 FA 
                 24 
                 36 
                 60 
                 55800 
                 31 CFR 103.33 
               
               
                 ACCRCO 
                 COLLECTIONS 
                 1 
                 O 
                 CT 
                 24 
                 24 
                 48 
                 55800 
                 29 CFR 516.2 
               
               
                 ACCRCODO 
                 DOUBTFUL ACCOUNTS 
                 1 
                 O 
                 CT 
                 12 
                 108 
                 120 
                 55800 
                 26 CFR 1.6001.1 
               
               
                 ACCRDO 
                 DEPOSITS 
                 1 
                 O 
                 CY 
                 24 
                 0 
                 24 
                 55800 
                 ADMIN.DECISION 
               
               
                 ACCRMM 
                 MEMOS 
                 1 
                 O 
                 CY 
                 12 
                 36 
                 48 
                 55800 
                 26 CFR 1.6001.1 
               
               
                 ACCRRT 
                 REMITTANCES 
                 1 
                 O 
                 CY 
                 24 
                 48 
                 72 
                 55800 
                 26 CFR 1.6001.1 
               
               
                 ACIN 
                 INVOICES 
                 1 
                 O 
                 CY 
                 24 
                 48 
                 72 
                 55100 
                 ADMIN. DECISION 
               
               
                 ACINEX 
                 EXPORT 
                 1 
                 V 
                 CY 
                 24 
                 48 
                 72 
                 55100 
                 ADMIN. DECISION 
               
               
                 ACIV 
                 INVESTMENT CREDITS 
                 1 
                 V 
                 CY 
                 12 
                 24 
                 36 
                 77000 
                 26 CFR 1.46.1 &amp; 
               
               
                   
                   
                   
                   
                   
                   
                   
                   
                   
                 1.6001.1 
               
               
                 ACJV 
                 JOURNAL VOUCHERS 
                 1 
                 V 
                 FA 
                 24 
                 216 
                 240 
                 55440 
                 26 CFR 1.6001.1 
               
               
                 ACLE 
                 LEDGERS 
                 1 
                 V 
                 FA 
                 12 
                 987 
                 999 
                 55440 
                 26 CFR 1.6001.1 
               
               
                 ACLEAS 
                 CAPITAL ASSETS 
                 3 
                 V 
                 FA 
                 12 
                 48 
                 60 
                 55440 
                 26 CFR 1.6001.1; 
               
               
                   
                   
                   
                   
                   
                   
                   
                   
                   
                 1.312-15 
               
               
                 ACLEBA 
                 BANK 
                 3 
                 V 
                 FA 
                 24 
                 96 
                 120 
                 55440 
                 26 CFR 1.6001.1 
               
               
                 ACLEBO 
                 BOND 
                 3 
                 V 
                 FA 
                 24 
                 96 
                 120 
                 55440 
                 26 CFR 1.6001.1 
               
               
                 ACLECA 
                 CASH 
                 3 
                 O 
                 FA 
                 12 
                 48 
                 60 
                 55440 
                 26 CFR 1.6001.1 
               
               
                 ACLECC 
                 COST &amp; CONTROL 
                 3 
                 O 
                 CY 
                 12 
                 36 
                 48 
                 55440 
                 26 CFR 1.6001.1 
               
               
                 ACLECH 
                 CHECK REGISTER 
                 3 
                 O 
                 FA 
                 12 
                 60 
                 72 
                 55440 
                 26 CFR 1.6001.1 
               
               
                 ACLECM 
                 CREDIT MEMOS 
                 3 
                 O 
                 FA 
                 12 
                 24 
                 36 
                 55440 
                 26 CFR 1.6001.1 
               
               
                 ACLECU 
                 CREDIT UNION 
                 3 
                 V 
                 FA 
                 12 
                 60 
                 72 
                 55440 
                 26 CFR 1.6001.1 
               
               
                 ACLEDI 
                 DIVIDEND 
                 3 
                 V 
                 CT 
                 24 
                 96 
                 120 
                 55440 
                 26 CFR 1.56-2 
               
               
                 ACLEDR 
                 DRAFTS 
                 3 
                 O 
                 FA 
                 12 
                 48 
                 60 
                 55440 
                 26 CFR 1.6001.1 
               
               
                 ACLEEX 
                 EXPENSE 
                 3 
                 O 
                 CT 
                 12 
                 36 
                 48 
                 55440 
                 26 CFR 1.6001.1 
               
               
                 ACLEGL 
                 GENERAL LEDGER 
                 3 
                 V 
                 CY 
                 12 
                 987 
                 999 
                 55440 
                 26 CFR 1.6001.1 
               
               
                   
                   
                   
                   
                   
                   
                   
                   
                   
                 CCCP 3001 
               
               
                 ACLEIN 
                 INVOICES 
                 3 
                 V 
                 FA 
                 12 
                 48 
                 60 
                 55440 
                 26 CFR 1.6001.1 
               
               
                 ACLEIS 
                 INSURANCE 
                 3 
                 V 
                 CT 
                 12 
                 72 
                 84 
                 55440 
                 ADMIN. DECISION 
               
               
                 ACLEIV 
                 INVENTORY 
                 3 
                 V 
                 FA 
                 24 
                 216 
                 240 
                 55440 
                 26 CFR 1.6001.1 
               
               
                 ACLENO 
                 NOTE REGISTER 
                 3 
                 V 
                 CT 
                 24 
                 12 
                 36 
                 55440 
                 ADMIN. DECISION 
               
               
                 ACLEPA 
                 PAYABLE 
                 3 
                 O 
                 CY 
                 12 
                 987 
                 999 
                 55440 
                 26 CFR 1.6001.1 
               
               
                 ACLEPB 
                 PAYROLL 
                 3 
                 V 
                 CT 
                 12 
                 24 
                 36 
                 55550 
                 29 CFR 516.2,.5,.6 
               
               
                 ACLEPE 
                 PERSONNEL 
                 3 
                 O 
                 CT 
                 24 
                 96 
                 120 
                 55440 
                 29 CFR 1627.3 
               
               
                 ACLEPR 
                 PROPERTY ACCOUNTS 
                 3 
                 V 
                 FA 
                 24 
                 216 
                 240 
                 55440 
                 26 CFR 1.6001.1 
               
               
                 ACLEPU 
                 PURCHASING 
                 3 
                 O 
                 FA 
                 12 
                 24 
                 36 
                 55440 
                 26 CFR 1.6001.1 
               
               
                 ACLERE 
                 RECEIVABLE 
                 3 
                 V 
                 CT 
                 84 
                 0 
                 84 
                 55440 
                 ADMIN. DECISION 
               
               
                 ACLESA 
                 SALES 
                 3 
                 V 
                 CT 
                 12 
                 24 
                 36 
                 55440 
                 ADMIN. DECISION 
               
               
                 ACLESE 
                 SECURITIES 
                 3 
                 V 
                 FA 
                 24 
                 96 
                 120 
                 77000 
                 26 CFR 1.6001.1 
               
               
                 ACLEST 
                 CAPITAL STOCK 
                 3 
                 V 
                 FA 
                 24 
                 96 
                 120 
                 10000 
                 26 CFR 1.57-5 
               
               
                 ACLESU 
                 SUBSIDIARY 
                 3 
                 V 
                 CT 
                 12 
                 24 
                 36 
                 55440 
                 26 CFR 1.6001.1 
               
               
                 ACPA 
                 PAYABLES 
                 3 
                 O 
                 CY 
                 12 
                 24 
                 36 
                 55100 
                 26 CFR 1.6001.1 
               
               
                 ACPAEM 
                 EMPLOYEE EXPENSES 
                 3 
                 O 
                 FA 
                 12 
                 24 
                 36 
                 55100 
                 26 CFR 1.274-5 
               
               
                 ACPAEMCC 
                 CREDIT CARDS 
                 3 
                 O 
                 CY 
                 12 
                 48 
                 60 
                 55100 
                 26 CFR 1.274-5 
               
               
                 ACPAFR 
                 FREIGHT 
                 3 
                 O 
                 FA 
                 12 
                 24 
                 36 
                 55150 
                 26 CFR 1.6001.1 
               
               
                 ACPAIN 
                 INVOICES 
                 3 
                 O 
                 FA 
                 24 
                 48 
                 72 
                 55150 
                 26 CFR 1.6001.1 
               
               
                 ACPALE 
                 LEASING 
                 1 
                 O 
                 FA 
                 12 
                 24 
                 36 
                 55100 
                 26 CFR 1.6001.1 
               
               
                 ACPALEVE 
                 VEHICLES 
                 1 
                 O 
                 FA 
                 24 
                 36 
                 60 
                 55100 
                 26 CFR 1.6001.1 
               
               
                 ACPALEVEQU 
                 QUESTIONNAIRES 
                 1 
                 O 
                 FA 
                 24 
                 36 
                 60 
                 55100 
                 26 CFR 1.6001.1 
               
               
                 ACPANO 
                 NOTES, PAYABLE 
                 1 
                 O 
                 CT 
                 24 
                 12 
                 36 
                 55100 
                 26 CFR 1.6001.1 
               
               
                 ACPAPP 
                 PREPAID EXPENSES 
                 1 
                 O 
                 CT 
                 12 
                 0 
                 12 
                 55100 
                 ADMIN. DECISION 
               
               
                 ACPATC 
                 TELEPHONE BILLS 
                 1 
                 O 
                 CY 
                 12 
                 24 
                 36 
                 55100 
                 26 CFR 1.6001.1 
               
               
                 ACPAVE 
                 VENDORS 
                 1 
                 O 
                 CY 
                 12 
                 24 
                 36 
                 55100 
                 26 CFR 1.6001.1 
               
               
                 ACPAVO 
                 VOUCHERS 
                 1 
                 O 
                 CY 
                 12 
                 60 
                 72 
                 55100 
                 26 CFR 16001.1 
               
               
                 ACPB 
                 PAYROLL 
                 3 
                 O 
                 FA 
                 18 
                 18 
                 36 
                 55300 
                 29 CFR 516.2 
               
               
                 ACPBDE 
                 DEDUCTIONS 
                 3 
                 O 
                 CT 
                 12 
                 36 
                 48 
                 55300 
                 26 CFR 31.6001.1 
               
               
                 ACPBTI 
                 TIME SHEETS 
                 1 
                 O 
                 CT 
                 12 
                 60 
                 72 
                 55300 
                 29 CFR 516.2,.5,.6 
               
               
                 ACPBWX 
                 W-2&#39;S &amp;ALL GOVNMT PAYROLL RP 
                 1 
                 O 
                 FA 
                 12 
                 24 
                 36 
                 55300 
                 29 CFR 516.2 
               
               
                 ACRC 
                 RECONCILIATIONS 
                 3 
                 O 
                 FA 
                 12 
                 24 
                 36 
                 55800 
                 26 CFR 1.6001.1 
               
               
                 ACRE 
                 RECEIVABLES 
                 3 
                 V 
                 CT 
                 12 
                 24 
                 36 
                 55900 
                 26 CFR 1.6001.1 
               
               
                 ACREAJ 
                 ADJUSTMENTS 
                 3 
                 O 
                 CT 
                 12 
                 108 
                 120 
                 55900 
                 ADMIN. DECISION 
               
               
                 ACREBI 
                 BILLING 
                 3 
                 V 
                 CT 
                 12 
                 108 
                 120 
                 55900 
                 29 CFR 516.2 
               
               
                 ACRT 
                 REMITTANCES 
                 3 
                 O 
                 CY 
                 24 
                 48 
                 72 
                 55910 
                 ADMIN. DECISION 
               
               
                 ACTA 
                 TAX 
                 1 
                 O 
                 FA 
                 12 
                 48 
                 60 
                 55920 
                 26 CFR 1.6001.1 
               
               
                 ACTACO 
                 CORPORATE 
                 1 
                 V 
                 CY 
                 12 
                 24 
                 36 
                 55920 
                 26 CFR 1.6001.1 
               
               
                 ACTAFE 
                 FEDERAL 
                 1 
                 V 
                 FA 
                 12 
                 24 
                 36 
                 55920 
                 26 CFR 1.6001.1 
               
               
                 ACTAFO 
                 FOREIGN 
                 1 
                 V 
                 FA 
                 24 
                 96 
                 120 
                 55930 
                 29 CFR 516.2 
               
               
                 ACTALO 
                 LOCAL 
                 1 
                 V 
                 FA 
                 12 
                 24 
                 36 
                 55920 
                 26 CFR 1.6001.1 
               
               
                 ACTAPB 
                 PAYROLL 
                 1 
                 V 
                 FA 
                 12 
                 24 
                 36 
                 55950 
                 26 CFR 1.6001.1 
               
               
                 ACTAPR 
                 PROPERTY 
                 1 
                 V 
                 FA 
                 12 
                 24 
                 36 
                 55940 
                 26 CFR 1.6001.1 
               
               
                 ACTASA 
                 SALES 
                 1 
                 V 
                 FA 
                 12 
                 24 
                 36 
                 55960 
                 26 CFR 1.6001.1 
               
               
                 ACTAST 
                 STATE 
                 1 
                 V 
                 FA 
                 12 
                 24 
                 36 
                 55920 
                 26 CFR 1.6001.1 
               
               
                 ACTAUN 
                 UNEMPLOYMENT 
                 1 
                 O 
                 FA 
                 12 
                 60 
                 72 
                 55945 
                 26 CFR 31.6001.1 
               
               
                 AD 
                 ADMINISTRATION 
                 1 
                 O 
                 AR 
                 12 
                 0 
                 12 
                 20000 
                 ADMIN. DECISION 
               
               
                 ADAG 
                 AGENDAS/SCHEDULES 
                 1 
                 O 
                 CT 
                 12 
                 36 
                 48 
                 21000 
                 ADMIN. DECISION 
               
               
                 ADAS 
                 ASSOCIATIONS/ORGANIZATIONS 
                 1 
                 O 
                 CT 
                 12 
                 0 
                 12 
                 21000 
                 ADMIN. DECISION 
               
               
                 ADBU 
                 BULLETINS/PUBLICATIONS 
                 1 
                 O 
                 CT 
                 12 
                 24 
                 36 
                 21100 
                 ADMIN. DECISION 
               
               
                 ADBUDM 
                 DEVELOPMENT MATERIAL 
                 1 
                 O 
                 CY 
                 12 
                 6 
                 18 
                 21100 
                 ADMIN. DECISION 
               
               
                 ADBUFR 
                 FREIGHT BROCHURES 
                 1 
                 O 
                 SU 
                 12 
                 24 
                 36 
                 21100 
                 ADMIN. DECISION 
               
               
                 ADBUPD 
                 PRODUCTION 
                 3 
                 O 
                 CT 
                 12 
                 48 
                 60 
                 21000 
                 ADMIN. DECISION 
               
               
                 ADCH 
                 CHRONOLOGICAL FILES 
                 1 
                 O 
                 CT 
                 36 
                 0 
                 36 
                 22000 
                 ADMIN. DECISION 
               
               
                 ADCO 
                 COMMITTEES/MEETINGS 
                 1 
                 O 
                 CT 
                 12 
                 48 
                 60 
                 21000 
                 ADMIN. DECISION 
               
               
                 ADCQ 
                 COMMUNICATIONS 
                 1 
                 O 
                 CY 
                 12 
                 0 
                 12 
                 25000 
                 ADMIN. DECISION 
               
               
                 ADCR 
                 CONSULTANT IFORMATION 
                 3 
                 O 
                 CT 
                 12 
                 0 
                 12 
                 21000 
                 ADMIN. DECISION 
               
               
                 ADCU 
                 CORRESPONDENCE 
                 1 
                 O 
                 CY 
                 12 
                 24 
                 36 
                 22000 
                 ADMIN. DECISION 
               
               
                 ADCUID 
                 INTERDEPARTMENT 
                 1 
                 O 
                 CT 
                 24 
                 0 
                 24 
                 22000 
                 ADMIN. DECISION 
               
               
                 ADCUIN 
                 INSURANCE 
                 1 
                 V 
                 CT 
                 120 
                 0 
                 120 
                 22000 
                 ADMIN. DECISION 
               
               
                 ADCUMK 
                 MARKETING 
                 1 
                 O 
                 CT 
                 24 
                 0 
                 24 
                 22000 
                 ADMIN. DECISION 
               
               
                 ADDP 
                 EDP-INFORMATION SYSTEMS 
                 3 
                 O 
                 CT 
                 12 
                 24 
                 36 
                 24000 
                 ADMIN. DECISION 
               
               
                 ADDPLY 
                 TAPE LIBRARY 
                 3 
                 O 
                 CY 
                 12 
                 24 
                 36 
                 24100 
                 ADMIN. DECISION 
               
               
                 ADES 
                 EMPLOYEE SUGGESTIONS 
                 1 
                 O 
                 CT 
                 24 
                 48 
                 72 
                 20000 
                 ADMIN. DECISION 
               
               
                 ADIN 
                 INSURANCE 
                 3 
                 O 
                 CT 
                 12 
                 24 
                 36 
                 26000 
                 ADMIN. DECISION 
               
               
                 ADINCL 
                 3 
                 O 
                 CY 
                 12 
                 72 
                 84 
                 26000 
                 ADMIN. DECISION 
               
               
                 ADINCV 
                 COMPANY VEHICLES 
                 3 
                 O 
                 CT 
                 12 
                 24 
                 36 
                 26100 
                 ADMIN. DECISION 
               
               
                 ADISPO 
                 PRINTOUT 
                 1 
                 O 
                 CT 
                 12 
                 0 
                 12 
                 26100 
                 ADMIN. DECISION 
               
               
                 ADLS 
                 LEASING 
                 3 
                 V 
                 CT 
                 12 
                 24 
                 36 
                 26400 
                 ADMIN. DECISION 
               
               
                 ADLSOF 
                 OFFICE EQUIPMENT 
                 3 
                 O 
                 CT 
                 24 
                 36 
                 60 
                 26400 
                 ADMIN. DECISION 
               
               
                 ADLY 
                 LIBRARY 
                 1 
                 O 
                 CT 
                 12 
                 12 
                 24 
                 22000 
                 ADMIN. DECISION 
               
               
                 ADOA 
                 OFFICE AUTOMATION 
                 3 
                 O 
                 CT 
                 12 
                 24 
                 36 
                 24000 
                 ADMIN. DECISION 
               
               
                 ADOF 
                 OFFICE EQUIPMENT 
                 3 
                 O 
                 CT 
                 12 
                 24 
                 36 
                 22100 
                 ADMIN. DECISION 
               
               
                 ADOR 
                 ORGANIZATION CHARTS 
                 1 
                 V 
                 SU 
                 12 
                 228 
                 240 
                 22000 
                 ADMIN. DECISION 
               
               
                 ADPC 
                 PROCEDURES 
                 3 
                 V 
                 SU 
                 24 
                 216 
                 240 
                 22700 
                 ADMIN. DECISION 
               
               
                 ADPL 
                 PLANNING 
                 1 
                 O 
                 SU 
                 12 
                 24 
                 36 
                 22700 
                 ADMIN. DECISION 
               
               
                 ADPO 
                 POLICIES 
                 1 
                 O 
                 SU 
                 12 
                 228 
                 240 
                 22700 
                 ADMIN. DECISION 
               
               
                 ADPR 
                 PROJECTS 
                 3 
                 O 
                 CT 
                 24 
                 36 
                 60 
                 22000 
                 ADMIN. DECISION 
               
               
                 ADPS 
                 PRESENTATION MATERIAL 
                 1 
                 O 
                 CT 
                 24 
                 36 
                 60 
                 22000 
                 ADMIN. DECISION 
               
               
                 ADPU 
                 PURCHASING 
                 3 
                 O 
                 CT 
                 24 
                 60 
                 84 
                 22800 
                 ADMIN. DECISION 
               
               
                 ADPUDS 
                 DISTRIBUTION 
                 3 
                 O 
                 CY 
                 12 
                 24 
                 36 
                 22800 
                 ADMIN. DECISION 
               
               
                 ADRE 
                 RECORDS MANAGEMENT 
                 1 
                 O 
                 CT 
                 12 
                 24 
                 36 
                 22900 
                 ADMIN. DECISION 
               
               
                 ADRERQ 
                 REQUESTS 
                 1 
                 O 
                 CY 
                 12 
                 12 
                 24 
                 22900 
                 ADMIN. DECISION 
               
               
                 ADRERS 
                 RETENTION SCHEDULE 
                 1 
                 O 
                 CT 
                 36 
                 963 
                 999 
                 22900 
                 ADMIN. DECISION 
               
               
                 ADRERV 
                 VITAL RECORDS 
                 1 
                 O 
                 CT 
                 0 
                 999 
                 999 
                 22900 
                 ADMIN. DECISION 
               
               
                 ADRG 
                 REPROGRAPHICS 
                 1 
                 O 
                 CT 
                 12 
                 24 
                 36 
                 22800 
                 ADMIN. DECISION 
               
               
                 ADSH 
                 SHIPPING 
                 3 
                 O 
                 FA 
                 12 
                 24 
                 36 
                 23000 
                 26 CFR 1.6001.1 
               
               
                 ADSHBL 
                 BILLS OF LADING 
                 1 
                 O 
                 CT 
                 84 
                 0 
                 84 
                 23000 
                 26 CFR 1.6001.1 
               
               
                 ADSU 
                 SUPPLIES 
                 3 
                 O 
                 CY 
                 12 
                 0 
                 12 
                 22800 
                 ADMIN. DECISION 
               
               
                 ADTR 
                 TRAVEL INFORMATION 
                 3 
                 O 
                 CY 
                 12 
                 24 
                 36 
                 20200 
                 ADMIN. DECISION 
               
               
                 CO 
                 CORPORATE 
                 1 
                 V 
                 CY 
                 12 
                 987 
                 999 
                 10000 
                 ADMIN. DECISION 
               
               
                 COAC 
                 ACQUISITIONS 
                 1 
                 V 
                 CT 
                 24 
                 216 
                 240 
                 12000 
                 26 CFR 1.6001.1 
               
               
                 COAU 
                 AUDITS 
                 1 
                 V 
                 FA 
                 12 
                 24 
                 36 
                 15000 
                 26 CFR 1.6001.1 
               
               
                 COBD 
                 BONDS 
                 1 
                 V 
                 CT 
                 24 
                 96 
                 120 
                 12000 
                 ADMIN. DECISION 
               
               
                 COBO 
                 BOARD OF DIRECTORS 
                 3 
                 V 
                 CY 
                 24 
                 975 
                 999 
                 10100 
                 CCCP 1500 
               
               
                 COBOCM 
                 COMMITTEES 
                 3 
                 O 
                 CT 
                 24 
                 975 
                 999 
                 10100 
                 CCCPCH 15 
               
               
                   
                   
                   
                   
                   
                   
                   
                   
                   
                 SEC1500+ 
               
               
                 COBOCO 
                 COMPENSATION 
                 3 
                 O 
                 AR 
                 24 
                 48 
                 72 
                 10100 
                 CCCPCH 15 SEC 
               
               
                   
                   
                   
                   
                   
                   
                   
                   
                   
                 1500+ 
               
               
                 COBOME 
                 MEETINGS/MINUTES 
                 1 
                 O 
                 CT 
                 24 
                 975 
                 999 
                 10100 
                 CCCPCH 15 SEC 
               
               
                   
                   
                   
                   
                   
                   
                   
                   
                   
                 1500+ 
               
               
                 COBY 
                 BY-LAWS 
                 1 
                 V 
                 SU 
                 24 
                 0 
                 24 
                 10100 
                 CCCPCH 15 SEC 
               
               
                   
                   
                   
                   
                   
                   
                   
                   
                   
                 1500+ 
               
               
                 COCH 
                 CHARTER 
                 1 
                 V 
                 SU 
                 24 
                 0 
                 24 
                 10100 
                 CCCPCH 15 SEC 
               
               
                   
                   
                   
                   
                   
                   
                   
                   
                   
                 1500+ 
               
               
                 COCT 
                 CONTRIBUTIONS 
                 3 
                 O 
                 CT 
                 12 
                 24 
                 36 
                 13000 
                 26 CFR 1.70A-13 
               
               
                 COCTMCH 
                 MEETINGS/MINUTES 
                 1 
                 O 
                 CT 
                 24 
                 975 
                 999 
                 13000 
                 CCCP CH 15 SEC 
               
               
                   
                   
                   
                   
                   
                   
                   
                   
                   
                 1500 
               
               
                 CODB 
                 DOING BUSINESS AS 
                 1 
                 O 
                 CT 
                 999 
                 999 
                 1998 
                 10000 
                 ADMIN. DECISION 
               
               
                 COER 
                 ELECTION RECORDS 
                 3 
                 O 
                 FA 
                 24 
                 216 
                 240 
                 10100 
                 CCCPCH 15 SEC 
               
               
                   
                   
                   
                   
                   
                   
                   
                   
                   
                 1500+ 
               
               
                 COHI 
                 HISTORY 
                 1 
                 O 
                 CY 
                 12 
                 24 
                 36 
                 10000 
                 ADMIN. DECISION 
               
               
                 COIN 
                 ARTICLES OF INCORPORATION 
                 1 
                 V 
                 CT 
                 120 
                 0 
                 120 
                 10000 
                 CCCPCH 15 SEC 
               
               
                   
                   
                   
                   
                   
                   
                   
                   
                   
                 1500+ 
               
               
                 COME 
                 MERGERS 
                 3 
                 V 
                 CT 
                 24 
                 216 
                 240 
                 12000 
                 CCCP 1109 
               
               
                 COSE 
                 SEALS 
                 1 
                 V 
                 CT 
                 120 
                 0 
                 120 
                 10000 
                 ADMIN. DECISION 
               
               
                 COSH 
                 SHAREHOLDERS 
                 3 
                 V 
                 SU 
                 24 
                 975 
                 999 
                 16000 
                 CCCPCH 15 SEC 
               
               
                   
                   
                   
                   
                   
                   
                   
                   
                   
                 1500+ 
               
               
                 COSHME 
                 MEETINGS 
                 1 
                 V 
                 CT 
                 24 
                 975 
                 999 
                 16000 
                 CCCP.Sec 15:1500+ 
               
               
                 COSHNO 
                 NOTES 
                 1 
                 V 
                 CT 
                 24 
                 96 
                 120 
                 16000 
                 ADMIN. DECISION 
               
               
                 COSHPR 
                 PROXIES 
                 1 
                 O 
                 CT 
                 24 
                 96 
                 120 
                 16000 
                 CCCP Sec 3 
               
               
                 COST 
                 STOCK 
                 1 
                 O 
                 CT 
                 24 
                 975 
                 999 
                 16100 
                 26 CFR 1.57-5 
               
               
                 COSTDI 
                 DIVIDENDS 
                 3 
                 O 
                 CT 
                 24 
                 96 
                 120 
                 16100 
                 26 CFR 1.6001.1 
               
               
                 COSTSB 
                 SUBSCRIBERS 
                 3 
                 O 
                 AR 
                 24 
                 12 
                 36 
                 16100 
                 ADMIN. DECISION 
               
               
                 COSTSU 
                 SUBSCRIPTIONS 
                 1 
                 O 
                 AR 
                 24 
                 96 
                 120 
                 16100 
                 ADMIN. DECISION 
               
               
                 EN 
                 ENGINEERING 
                 1 
                 O 
                 CT 
                 12 
                 24 
                 36 
                 90000 
                 ADMIN. DECISION 
               
               
                 ENBP 
                 BLUEPRINTS 
                 1 
                 O 
                 CT 
                 24 
                 96 
                 120 
                 91000 
                 ADMIN. DECISION 
               
               
                 ENDA 
                 DATA BOOKS 
                 1 
                 O 
                 CT 
                 24 
                 96 
                 120 
                 91000 
                 ADMIN. DECISION 
               
               
                 ENDE 
                 DESIGNS 
                 1 
                 O 
                 CY 
                 12 
                 987 
                 999 
                 91000 
                 ADMIN. DECISION 
               
               
                 ENDR 
                 DRAWINGS 
                 3 
                 O 
                 CT 
                 12 
                 987 
                 999 
                 91000 
                 ADMIN. DECISION 
               
               
                 ENFO 
                 FORMULAS, TECHNICAL 
                 3 
                 V 
                 CT 
                 24 
                 96 
                 120 
                 91100 
                 ADMIN. DECISION 
               
               
                 ENIE 
                 INDUSTRIAL ENGINEERING 
                 1 
                 O 
                 AR 
                 24 
                 0 
                 24 
                 91300 
                 ADMIN. DECISION 
               
               
                 ENIEME 
                 METHODS IMPROVEMENTS 
                 1 
                 O 
                 CT 
                 24 
                 0 
                 24 
                 91300 
                 ADMIN. DECISION 
               
               
                 ENMA 
                 MAPS 
                 1 
                 O 
                 CT 
                 24 
                 216 
                 240 
                 91000 
                 ADMIN. DECISION 
               
               
                 ENPR 
                 PROJECTS 
                 3 
                 O 
                 CT 
                 24 
                 216 
                 240 
                 95000 
                 ADMIN. DECISION 
               
               
                 ENSC 
                 SPECIFICATIONS 
                 3 
                 O 
                 CT 
                 12 
                 987 
                 999 
                 91100 
                 ADMIN. DECISION 
               
               
                 ENST 
                 STANDARDS 
                 1 
                 V 
                 CT 
                 12 
                 987 
                 999 
                 91300 
                 ADMIN. DECISION 
               
               
                 ENTS 
                 TESTING 
                 3 
                 O 
                 CT 
                 12 
                 0 
                 12 
                 96000 
                 ADMIN. DECISION 
               
               
                 FI 
                 FINANCE 
                 1 
                 O 
                 FA 
                 12 
                 24 
                 36 
                 70000 
                 26 CFR 1.6001.1 
               
               
                 FIAN 
                 ANALYSIS/STUDIES 
                 1 
                 O 
                 CY 
                 24 
                 12 
                 36 
                 71000 
                 ADMIN. DECISION 
               
               
                 FIBU 
                 BUDGETS 
                 1 
                 O 
                 CT 
                 12 
                 24 
                 36 
                 72000 
                 ADMIN. DECISION 
               
               
                 FIBUAZ 
                 AUTHORIZATIONS 
                 1 
                 O 
                 CT 
                 24 
                 12 
                 36 
                 72000 
                 ADMIN. DECISION 
               
               
                 FIBUES 
                 ESTIMATES 
                 1 
                 O 
                 CT 
                 12 
                 72 
                 84 
                 72000 
                 ADMIN. DECISION 
               
               
                 FIBUPE 
                 PERFORMANCE ANALYSIS 
                 1 
                 O 
                 CT 
                 12 
                 24 
                 36 
                 72000 
                 ADMIN. DECISION 
               
               
                 FIBUPL 
                 PLANNING 
                 1 
                 O 
                 SU 
                 12 
                 24 
                 36 
                 72000 
                 ADMIN. DECISION 
               
               
                 FIBURD 
                 RESEARCH &amp; DEVELOPMENT 
                 1 
                 O 
                 CT 
                 24 
                 12 
                 36 
                 72000 
                 ADMIN. DECISION 
               
               
                 FICA 
                 CAPITAL PLAN 
                 1 
                 V 
                 FA 
                 12 
                 24 
                 36 
                 72500 
                 26 CFR 1.6001.1 
               
               
                 FICAEX 
                 EXPENDITURES 
                 3 
                 O 
                 FA 
                 24 
                 12 
                 36 
                 72500 
                 26 CFR 1.60O1.1 
               
               
                 FIEC 
                 ECONOMIC ANALYSIS 
                 1 
                 O 
                 SU 
                 24 
                 96 
                 120 
                 72200 
                 ADMIN. DECISION 
               
               
                 FIFI 
                 FINANCIAL REPORTS 
                 1 
                 V 
                 CT 
                 12 
                 24 
                 36 
                 72200 
                 ADMIN. DECISION 
               
               
                 HR 
                 HUMAN RESOURCES 
                 1 
                 O 
                 AR 
                 12 
                 0 
                 12 
                 30000 
                 ADMIN. DECISION 
               
               
                 HRAF 
                 AFFIRMATIVE ACTION 
                 1 
                 O 
                 CY 
                 12 
                 24 
                 36 
                 31000 
                 41 CFR 60-741.5,.52. 
               
               
                 HRBE 
                 BENEFITS 
                 3 
                 V 
                 CT 
                 12 
                 48 
                 60 
                 32000 
                 26 CFR 1.414 (F)-1 
               
               
                 HRBEBP 
                 BONUS PLAN 
                 3 
                 O 
                 CT 
                 12 
                 96 
                 108 
                 32000 
                 ADMIN. DECISION 
               
               
                 HRBEIN 
                 INSURANCE 
                 1 
                 O 
                 CT 
                 12 
                 24 
                 36 
                 32100 
                 ADMIN. DECISION 
               
               
                 HRBEINAU 
                 AUTHORIZATIONS 
                 1 
                 O 
                 CT 
                 12 
                 72 
                 84 
                 32100 
                 26 CFR 1.6001.1 
               
               
                 HRBEINCC 
                 COMPANY VEHICLES 
                 1 
                 O 
                 CT 
                 0 
                 0 
                 0 
                 32200 
                 26 CFR 1.6001.1 
               
               
                 HRBEINCL 
                 1 
                 O 
                 CT 
                 12 
                 146 
                 158 
                 32100 
                 26 CFR 1.6001.1 
               
               
                 HRBEINDE 
                 DENTAL 
                 1 
                 O 
                 CT 
                 12 
                 60 
                 72 
                 32100 
                 26 CFR 1.6001.1 
               
               
                 HRBEINDI 
                 DISABILITY 
                 1 
                 O 
                 CT 
                 12 
                 60 
                 72 
                 32100 
                 26 CFR 1.6001.1 
               
               
                 HRBEINLI 
                 LIFE 
                 1 
                 O 
                 CT 
                 12 
                 48 
                 60 
                 32110 
                 29 USC 626 
               
               
                 HRBEINME 
                 MEDICAL 
                 1 
                 O 
                 CT 
                 12 
                 72 
                 84 
                 32110 
                 26 CFR 1.6001.1 
               
               
                 HRBEINPL 
                 PLAN 
                 1 
                 O 
                 SU 
                 12 
                 48 
                 60 
                 32110 
                 29 USC 626 
               
               
                 HRBEINUN 
                 UNEMPLOYMENT 
                 1 
                 O 
                 CT 
                 12 
                 24 
                 36 
                 33000 
                 CA C.P.S.1232; 26 
               
               
                   
                   
                   
                   
                   
                   
                   
                   
                   
                 CFR 31.6001.1 
               
               
                 HRBEINWC 
                 CA WORKERS&#39; COMPENSATION A 
                 1 
                 O 
                 CT 
                 12 
                 108 
                 120 
                 33000 
                 WORKERS&#39; 
               
               
                   
                   
                   
                   
                   
                   
                   
                   
                   
                 COMPENSATION 
               
               
                 HRBEIV 
                 INVESTMENTS/SAVINGS 
                 1 
                 O 
                 CT 
                 12 
                 24 
                 36 
                 32000 
                 26 CFR 1.6001.1 
               
               
                 HRBELO 
                 EMPLOYEE LOANS 
                 1 
                 O 
                 CT 
                 24 
                 48 
                 72 
                 32000 
                 26 CFR 1.6001.1 
               
               
                 HRBEMI 
                 MANAGEMENT INCENTIVE PLAN 
                 1 
                 O 
                 CT 
                 12 
                 96 
                 108 
                 34000 
                 ADMIN. DECISION 
               
               
                 HRBEPE 
                 PENSION PLAN 
                 1 
                 V 
                 CY 
                 12 
                 48 
                 60 
                 34000 
                 29 USC 626; 26 CFR 
               
               
                   
                   
                   
                   
                   
                   
                   
                   
                   
                 1.6001.1 
               
               
                 HRBEPU 
                 EMPLOYEE PURCHASE 
                 3 
                 O 
                 CY 
                 12 
                 48 
                 60 
                 34000 
                 ADMIN. DECISION 
               
               
                 HRBERE 
                 RETIREMENT PLAN 
                 1 
                 V 
                 CY 
                 12 
                 84 
                 96 
                 34000 
                 29 CFR 2610.11; 26 
               
               
                   
                   
                   
                   
                   
                   
                   
                   
                   
                 CFR 1.6001.1 
               
               
                 HRBESB 
                 SAVINGS BOND 
                 3 
                 O 
                 CT 
                 24 
                 48 
                 72 
                 34000 
                 ADMIN. DECISION 
               
               
                 HRBEST 
                 STOCK OPTION PLAN 
                 1 
                 V 
                 SU 
                 24 
                 48 
                 72 
                 34000 
                 26 CFR 1.6001-1 
               
               
                 HRBEVA 
                 VACATIONS 
                 3 
                 O 
                 CY 
                 12 
                 24 
                 36 
                 34000 
                 ADMIN. DECISION 
               
               
                 HRED 
                 EDUCATION/TRAINING 
                 3 
                 O 
                 CY 
                 12 
                 24 
                 36 
                 35000 
                 ADMIN. DECISION 
               
               
                 HREE 
                 EEO 
                 1 
                 O 
                 CY 
                 12 
                 987 
                 999 
                 31000 
                 29 CFR 1607.4; 29 
               
               
                   
                   
                   
                   
                   
                   
                   
                   
                   
                 CFR 516.5 
               
               
                 HREM 
                 EMPLOYEES 
                 3 
                 O 
                 CT 
                 12 
                 24 
                 36 
                 35000 
                 29 CFR 1627.3 
               
               
                 HREMAC 
                 ACTIVE 
                 3 
                 O 
                 CT 
                 12 
                 987 
                 999 
                 35000 
                 29 CFR 1627.3 
               
               
                 HREMAP 
                 APPLICATIONS 
                 1 
                 O 
                 CY 
                 12 
                 24 
                 36 
                 35000 
                 29 CFR 1627.3 
               
               
                 HREMAPRE 
                 RESUMES 
                 1 
                 O 
                 CT 
                 60 
                 0 
                 60 
                 35000 
                 ADMIN. DECISION 
               
               
                 HREMET 
                 EMPLOYMENT 
                 3 
                 O 
                 CT 
                 12 
                 24 
                 36 
                 35000 
                 29 CFR 1627.3 &amp; 
               
               
                   
                   
                   
                   
                   
                   
                   
                   
                   
                 516.2 
               
               
                 HREMHI 
                 HISTORY 
                 3 
                 O 
                 CT 
                 12 
                 36 
                 48 
                 35000 
                 29 CFR 1627.3 
               
               
                 HREMMS 
                 MILITARYSERVICE 
                 3 
                 O 
                 CT 
                 24 
                 12 
                 36 
                 35000 
                 26 CFR 1.6001.1 
               
               
                 HREMPA 
                 PERFORMANCE APPRAISAL 
                 1 
                 O 
                 CY 
                 12 
                 12 
                 24 
                 35000 
                 ADMIN. DECISION 
               
               
                 HREMRE 
                 RETIRED 
                 3 
                 O 
                 CT 
                 12 
                 987 
                 999 
                 35100 
                 29 CFR 516.2 
               
               
                 HREMRL 
                 RELOCATIONS 
                 3 
                 O 
                 CT 
                 12 
                 146 
                 158 
                 35200 
                 29 CFR 1627.3 
               
               
                 HREMSF 
                 STAFF TRANSFERS 
                 3 
                 O 
                 CY 
                 12 
                 24 
                 36 
                 35200 
                 26 CFR 1.6001.1 
               
               
                 HREMTE 
                 TERMINATED 
                 3 
                 O 
                 CT 
                 12 
                 24 
                 36 
                 35000 
                 29 CFR 516.2 
               
               
                 HREMWS 
                 WAGE/SALARY 
                 3 
                 O 
                 CY 
                 12 
                 12 
                 24 
                 35000 
                 ADMIN. DECISION 
               
               
                 HREP 
                 EMPLOYEE RELATIONS 
                 1 
                 O 
                 CY 
                 0 
                 36 
                 36 
                 36000 
                 ADMIN. DECISION 
               
               
                 HREPCS 
                 CAREER SERVICING 
                 1 
                 O 
                 CT 
                 12 
                 36 
                 48 
                 36000 
                 ADMIN. DECISION 
               
               
                 HREPJE 
                 JOB EVALUATION 
                 1 
                 O 
                 CY 
                 12 
                 96 
                 108 
                 36000 
                 26 CFR 1.6001.1 
               
               
                 HREPSU 
                 SURVEYS 
                 1 
                 O 
                 CY 
                 12 
                 12 
                 24 
                 36000 
                 ADMIN. DECISION 
               
               
                 HRJD 
                 JOB DESCRIPTION 
                 1 
                 O 
                 CY 
                 12 
                 24 
                 36 
                 35300 
                 ADMIN. DECISION 
               
               
                 LE 
                 LEGAL 
                 1 
                 O 
                 CY 
                 12 
                 0 
                 12 
                 10500 
                 ADMIN. DECISION 
               
               
                 LEAF 
                 AFFIDAVITS 
                 1 
                 O 
                 CT 
                 24 
                 116 
                 140 
                 10500 
                 ADMIN. DECISION 
               
               
                 LECA 
                 CASE RECORDS 
                 3 
                 O 
                 CT 
                 24 
                 96 
                 120 
                 10500 
                 ADMIN. DECISION 
               
               
                 LECAAB 
                 ARBITRATION, STATE 
                 3 
                 O 
                 CY 
                 12 
                 24 
                 36 
                 10500 
                 ADMIN. DECISION 
               
               
                 LECM 
                 COMPLIANCE 
                 1 
                 O 
                 CT 
                 36 
                 0 
                 36 
                 10510 
                 ADMIN. DECISION 
               
               
                 LECMIG 
                 INVESTIGATIONS 
                 1 
                 O 
                 CT 
                 36 
                 0 
                 36 
                 10510 
                 ADMIN. DECISION 
               
               
                 LECMRE 
                 REGULATIONS 
                 1 
                 O 
                 CT 
                 60 
                 0 
                 60 
                 10510 
                 ADMIN. DECISION 
               
               
                 LECMRK 
                 RIGHT-TO-KNOW 
                 1 
                 O 
                 CT 
                 12 
                 0 
                 12 
                 10510 
                 ADMIN. DECISION 
               
               
                 LECO 
                 CONTRACTS/AGREEMENTS 
                 1 
                 V 
                 CT 
                 12 
                 48 
                 60 
                 10600 
                 ADMIN. DECISION 
               
               
                 LECOBS 
                 BILLS OF SALE 
                 1 
                 O 
                 CT 
                 12 
                 24 
                 36 
                 10600 
                 26 CFR 1.6001.1 
               
               
                 LECOLA 
                 LABOR 
                 1 
                 O 
                 CT 
                 12 
                 987 
                 999 
                 10600 
                 26 CFR 1.6001.1 
               
               
                 LECOPA 
                 PROMOTIONAL AGREEMENTS 
                 1 
                 O 
                 CY 
                 12 
                 12 
                 24 
                 10600 
                 26 CFR 1.6001.1 
               
               
                 LECOSA 
                 SALE OF PRODUCTS 
                 1 
                 O 
                 CT 
                 12 
                 36 
                 48 
                 10600 
                 26 CFR 1.6001.1 
               
               
                 LECU 
                 U.S. CUSTOMS 
                 1 
                 O 
                 CY 
                 12 
                 24 
                 36 
                 10600 
                 ADMIN. DECISION 
               
               
                 LEDE 
                 DEEDS/ABSTRACTS/TITLES 
                 1 
                 V 
                 CT 
                 240 
                 0 
                 240 
                 10600 
                 ADMIN. DECISION 
               
               
                 LEEA 
                 EASEMENTS/RIGHTS OF WAY 
                 1 
                 V 
                 CT 
                 240 
                 0 
                 240 
                 10600 
                 ADMIN. DECISION 
               
               
                 LEEX 
                 EXPORT REGULATIONS 
                 1 
                 O 
                 SU 
                 12 
                 12 
                 24 
                 10600 
                 ADMIN. DECISION 
               
               
                 LEFD 
                 FOOD AND DRUG ADMINISTRATION 
                 1 
                 O 
                 CY 
                 240 
                 0 
                 240 
                 10510 
                 ADMIN. DECISION 
               
               
                 LELE 
                 LEASES 
                 1 
                 V 
                 CT 
                 24 
                 216 
                 240 
                 10600 
                 26 CFR 1.6001.1 
               
               
                 LELI 
                 LITIGATION 
                 1 
                 O 
                 CT 
                 12 
                 12 
                 24 
                 10700 
                 ADMIN. DECISION 
               
               
                 LELIAP 
                 OPSAAC 
                 1 
                 O 
                 CT 
                 24 
                 12 
                 36 
                 10700 
                 ADMIN. DECISION 
               
               
                 LEMO 
                 MORTGAGES 
                 1 
                 V 
                 CT 
                 12 
                 24 
                 36 
                 10600 
                 ADMIN. DECISION 
               
               
                 LENO 
                 NOTARIES 
                 1 
                 O 
                 CT 
                 12 
                 0 
                 12 
                 10500 
                 ADMIN. DECISION 
               
               
                 LEOC 
                 OUTSIDE COUNSEL 
                 1 
                 O 
                 CY 
                 12 
                 24 
                 36 
                 10500 
                 ADMIN. DECISION 
               
               
                 LEPA 
                 PATENTS/TRADEMARKS 
                 1 
                 O 
                 CT 
                 12 
                 987 
                 999 
                 10510 
                 ADMIN. DECISION 
               
               
                 LEPE 
                 PERMITS 
                 1 
                 O 
                 CT 
                 24 
                 219 
                 243 
                 10600 
                 ADMIN. DECISION 
               
               
                 LEPL 
                 PRODUCT LIABILITY CLAIMS 
                 1 
                 O 
                 CT 
                 12 
                 60 
                 72 
                 10700 
                 ADMIN. DECISION 
               
               
                 LETS 
                 TRADE SECRETS 
                 1 
                 V 
                 CT 
                 240 
                 0 
                 240 
                 10510 
                 ADMIN. DECISION 
               
               
                 LEWA 
                 WARRANTIES 
                 1 
                 O 
                 CY 
                 12 
                 48 
                 60 
                 10510 
                 ADMIN. DECISION 
               
               
                 MF 
                 MANUFACTURING 
                 1 
                 O 
                 AR 
                 24 
                 0 
                 24 
                 40000 
                 ADMIN. DECISION 
               
               
                 MFAR 
                 DRAWINGS 
                 1 
                 O 
                 CT 
                 12 
                 60 
                 72 
                 41000 
                 ADMIN. DECISION 
               
               
                 MFJR 
                 JOB RECORDS 
                 1 
                 O 
                 CT 
                 24 
                 36 
                 60 
                 41000 
                 ADMIN. DECISION 
               
               
                 MFPC 
                 PRODUCTION CONTROL 
                 3 
                 O 
                 CT 
                 12 
                 24 
                 36 
                 41000 
                 ADMIN. DECISION 
               
               
                 MFPCPS 
                 PLANNING/SCHEDULING 
                 3 
                 O 
                 CT 
                 24 
                 0 
                 24 
                 41000 
                 ADMIN. DECISION 
               
               
                 MFPCWO 
                 WORK ORDERS 
                 3 
                 O 
                 CT 
                 24 
                 24 
                 48 
                 41000 
                 ADMIN. DECISION 
               
               
                 MFRM 
                 RAW MATERIALS 
                 3 
                 O 
                 CY 
                 12 
                 36 
                 48 
                 42000 
                 ADMIN. DECISION 
               
               
                 MFSH 
                 SHIPPING 
                 3 
                 O 
                 AR 
                 24 
                 12 
                 36 
                 43000 
                 26 CFR 1.6001.1 
               
               
                 MFSHCL 
                 1 
                 O 
                 CT 
                 12 
                 48 
                 60 
                 43000 
                 ADMIN. DECISION 
               
               
                 MFSHTA 
                 TARIFFS 
                 3 
                 O 
                 SU 
                 12 
                 36 
                 48 
                 10600 
                 ADMIN. DECISION 
               
               
                 MK 
                 MARKETING 
                 1 
                 O 
                 CY 
                 12 
                 24 
                 36 
                 80000 
                 ADMIN. DECISION 
               
               
                 MKAD 
                 ADVERTISING 
                 1 
                 O 
                 CY 
                 12 
                 24 
                 36 
                 81000 
                 ADMIN. DECISION 
               
               
                 MKBD 
                 BUSINESS DEVELOPMENT 
                 1 
                 O 
                 CY 
                 12 
                 24 
                 36 
                 81100 
                 ADMIN. DECISION 
               
               
                 MKBDPT 
                 PRODUCT TESTING 
                 1 
                 O 
                 CT 
                 24 
                 0 
                 24 
                 81100 
                 ADMIN. DECISION 
               
               
                 MKCO 
                 COMPETITION 
                 3 
                 O 
                 CY 
                 24 
                 0 
                 24 
                 81100 
                 ADMIN. DECISION 
               
               
                 MKCR 
                 CONSUMER RELATIONS 
                 1 
                 O 
                 CY 
                 12 
                 24 
                 36 
                 81200 
                 ADMIN. DECISION 
               
               
                 MKGR 
                 GRAPHICS 
                 3 
                 O 
                 AR 
                 12 
                 24 
                 36 
                 82000 
                 ADMIN. DECISION 
               
               
                 MKMR 
                 MARKET RESEARCH 
                 3 
                 O 
                 CY 
                 12 
                 24 
                 36 
                 83000 
                 ADMIN. DECISION 
               
               
                 MKMRDV 
                 DEVELOPMENT 
                 3 
                 O 
                 CY 
                 12 
                 6 
                 18 
                 83000 
                 ADMIN. DECISION 
               
               
                 MKMRSU 
                 SURVEYS 
                 3 
                 O 
                 CY 
                 12 
                 6 
                 18 
                 83000 
                 ADMIN. DECISION 
               
               
                 MKPD 
                 PRODUCT DEVELOPMENT 
                 1 
                 O 
                 CY 
                 12 
                 24 
                 36 
                 84000 
                 ADMIN. DECISION 
               
               
                 MKPR 
                 PUBLIC RELATIONS 
                 1 
                 O 
                 CY 
                 12 
                 24 
                 36 
                 85000 
                 ADMIN. DECISION 
               
               
                 MKSA 
                 SALES 
                 1 
                 O 
                 CY 
                 12 
                 24 
                 36 
                 81100 
                 ADMIN. DECISION 
               
               
                 MKSAEX 
                 EXPORT 
                 1 
                 O 
                 CT 
                 12 
                 24 
                 36 
                 81200 
                 15 CFR 30.11 
               
               
                 MKSAPR 
                 PRICING 
                 1 
                 O 
                 SU 
                 12 
                 36 
                 48 
                 80000 
                 ADMIN. DECISION 
               
               
                 OP 
                 OPERATIONS 
                 1 
                 O 
                 AR 
                 12 
                 0 
                 12 
                 45000 
                 ADMIN. DECISION 
               
               
                 PDC 
                 DISTRIBUTION CONTROL 
                 3 
                 O 
                 CY 
                 12 
                 24 
                 36 
                 45000 
                 ADMIN. DECISION 
               
               
                 OPDCFG 
                 FINISHED GOODS 
                 3 
                 O 
                 CY 
                 12 
                 24 
                 36 
                 45100 
                 ADMIN. DECISION 
               
               
                 OPDR 
                 DISASTER RECOVERY PLANNING 
                 1 
                 V 
                 SU 
                 24 
                 975 
                 999 
                 22900 
                 ADMIN. DECISION 
               
               
                 OPFA 
                 FACILITIES 
                 3 
                 O 
                 CT 
                 24 
                 48 
                 72 
                 45200 
                 ADMIN. DECISION 
               
               
                 OPFAPL 
                 PLANS 
                 3 
                 O 
                 CY 
                 12 
                 24 
                 36 
                 45300 
                 ADMIN. DECISION 
               
               
                 OPMA 
                 MAINTENANCE 
                 3 
                 O 
                 CY 
                 12 
                 987 
                 999 
                 45300 
                 ADMIN. DECISION 
               
               
                 OPOR 
                 ORDERS 
                 3 
                 O 
                 AR 
                 24 
                 0 
                 24 
                 45100 
                 ADMIN. DECISION 
               
               
                 OPQA 
                 QUALITY ASSURANCE 
                 3 
                 O 
                 CT 
                 60 
                 0 
                 60 
                 46000 
                 ADMIN. DECISION 
               
               
                 OPQARP 
                 REPORTS 
                 1 
                 O 
                 CT 
                 18 
                 6 
                 24 
                 46000 
                 ADMIN. DECISION 
               
               
                 OPSA 
                 SAFETY/ENVIRONMENTAL HEALTH 
                 3 
                 O 
                 CY 
                 12 
                 48 
                 60 
                 47000 
                 29 CFR 1910.20 
               
               
                 OPSAAC 
                 ACCIDENTS 
                 1 
                 O 
                 CY 
                 12 
                 348 
                 360 
                 47100 
                 29 CFR 1904.24 
               
               
                 OPSADS 
                 SAFETY RECORDS 
                 1 
                 O 
                 CT 
                 999 
                 0 
                 999 
                 47100 
                 ADMIN. DECISION 
               
               
                 DPSAHM 
                 HAZARDOUS MATERIAL PLAN 
                 3 
                 O 
                 SU 
                 120 
                 0 
                 120 
                 47100 
                 29 CFR 1910.120 
               
               
                 OPSAHW 
                 HAZARDOUS WASTE 
                 3 
                 O 
                 CY 
                 12 
                 24 
                 36 
                 47100 
                 29 CFR 1910.120 
               
               
                 OPSAIG 
                 INVESTIGATIONS 
                 3 
                 O 
                 CY 
                 12 
                 24 
                 36 
                 47110 
                 ADMIN. DECISION 
               
               
                 OPSATE 
                 TESTS 
                 3 
                 O 
                 CY 
                 12 
                 12 
                 24 
                 47200 
                 ADMIN. DECISION 
               
               
                 OPSE 
                 SECURITY 
                 3 
                 O 
                 CY 
                 12 
                 24 
                 36 
                 48000 
                 ADMIN. DECISION 
               
               
                 OPSEC 
                 COUNTERMEASURES 
                 3 
                 O 
                 CT 
                 24 
                 0 
                 24 
                 48000 
                 ADMIN. DECISION 
               
               
                 RE 
                 RESEARCH/DEVELOPMENT 
                 1 
                 O 
                 CY 
                 12 
                 24 
                 36 
                 93000 
                 ADMIN. DECISION 
               
               
                 REIN 
                 INGREDIENTS/FORMULAS 
                 3 
                 O 
                 SU 
                 24 
                 975 
                 999 
                 93100 
                 ADMIN. DECISION 
               
               
                 REPR 
                 PRODUCTS 
                 3 
                 O 
                 CT 
                 24 
                 96 
                 120 
                 93200 
                 ADMIN. DECISION 
               
               
                 REPT 
                 PROJECTS 
                 3 
                 O 
                 CT 
                 24 
                 96 
                 120 
                 93400 
                 ADMIN. DECISION 
               
               
                 RESP 
                 ENGINEERING/TECH SPECIFICATION 
                 3 
                 O 
                 CT 
                 24 
                 96 
                 120 
                 93500 
                 ADMIN. DECISION 
               
               
                 RETR 
                 TECHNICAL REFERENCES 
                 3 
                 O 
                 CT 
                 24 
                 96 
                 120 
                 93600 
                 ADMIN. DECISION 
               
               
                   
               
             
          
         
       
     
     VI. Purge Documents Selectively And Within Legal And Administratively Defined Requirements 
     Using predetermined life-cycles (retention schedules) for each file series, the system identifies documents subject to purging. 
     The system automatically identifies the “owner” of the document and the location of all copies, both Official and Informational. Such ownership is determined by virtue of the ownership of the file series of the document which in turn is determined by the functional responsibility of the cost center in the Chart-of-Accounts (organizationally). As noted above, the system captures the location and the cost center when the user “saves” a created (or modified) document based on information in the class table and location table. 
     By use of the system a report may be produced identifying the selected document&#39;s key attributes allowing the “owner” to review the document and authorize the purge process, or any other access to or modification of a file series and records in the file series. 
     The above described system may be implemented entirely in software as described below. 
     Design Details 
     The following is a description of an implementation of an Electronic Records System (ERS) according to the present invention as a computer program designed to assist in the management and long term storage of an organization&#39;s documents. 
     Overview 
     ERS is a client/server application to assist in the management of valuable corporate information. 
     ERS maintains a record retention schedule detailing how information ought to be stored, where, and for how long. 
     The application helps the user classify documents into groups of similar information. 
     ERS provides document security. It can prevent unauthorized reading of or writing to official corporate information. 
     ERS provides a means to search for documents pertaining to a specific subject, date range, author, etc. 
     The system acts as a pointer to direct users to where information is stored. 
     Definition of User Community 
     The ERS application has four categories of user. Each group of users and their responsibilities are described below. 
     Records Manager 
     The Records Manager is responsible for the overall performance of the system. The manager has the greatest amount of authority and access. The responsibilities of the Records Manager are the following: 
     Sets policy for record storage. This policy includes what media to use for long term storage. 
     Creates new classes and maintains the retention schedule. 
     Monitors the performance of the entire application. 
     Re-classifies documents that have been mis-classified. 
     Information Services 
     The Data Processing, Management Information Systems, or the Information Services organization plays a role in the management of documents. Their responsibilities are defined below: 
     Under the direction of the Records Manager, move documents from one media to another. For example, Information Services will be responsible for moving documents from disk to tape or microfiche. 
     Also Information Services will be responsible for moving documents from one location to another. Movement of records will apply to only those media they deal with (Tapes, microfiche, etc.). 
     Information Services will be responsible for maintaining the technical environment. This includes setting up databases, insuring that all users and servers are configured properly, etc. 
     Department Coordinator 
     The Department Coordinator is sometimes referred to as a ‘Super User’. They have more authority and system access than a normal user, but less than the Records Manager. The responsibilities of the Department Coordinator are the following: 
     Provide training and technical support to users within the department. 
     Monitors the performance of the system regarding departmental records. 
     Creates and sets up new users. 
     Enforces record retention policy for official records created by the department. 
     Manages the logistics of moving records to and from a storage facility. 
     User 
     The majority of individuals accessing the system will be categorized as users. Their responsibilities are listed below: 
     Properly classifies records they create. 
     Enforces record retention policy for informational records created by them. 
     Policies 
     There are a number of office policies and procedure that need to be followed in order for ERS to be a successful application. Some of these policies are documented below. 
     Users and Class Assignments 
     Any user can assign any class to a document. They will not be prevented by the ERS application from assigning classes outside their area of the organization. However, audit reports will be made available to the Departmental Coordinators and Records Manager to help insure that classes are being used properly. 
     No Class Attribute Overrides 
     Each class has attributes. There attributes are retention period, record type (official, informational), sensitivity, and vital flag, etc. Users can not override these values with their own when storing a document. If they need different attribute values than what is associated with a given class, then they should contact the Record Manager. The Record Manager may then create a sub class having the attribute values desired by the user. 
     Classification Owner 
     There will be one cost center that owns each classification. A classification will no be the responsibility of two or more cost centers. The cost center the owns a classification is responsible for all the documents that have been assigned to that classification. The cost center must insure that the inventory of documents is correct and properly maintained. 
     Location and Class Assignment 
     If a document is assigned a classification at the major level, then it can not be located in any archive facility. For example, if a document is classified as ‘AC’ for accounting, then it can not be stored at a off site storage facility. If the same document was classified as ‘ACAP’ for accounting, accounts payable, then it could be stored at a warehouse. 
     One Production Database Per User 
     A user can have access to several ERS databases. One for production work and one database for training, for example. However, no user will have write access to two production databases. There will be no support for across production database searches. 
     System Functions 
     All the capabilities of the system can be described as functions. Functions fall into five types. They are reports, updates, inquires, interfaces, utilities. These functions are described below by the group of user who will access them. 
     User Functions 
     All individuals who have access to the system will be able to operate the functions defined as follows: 
     Application Package File Open Function 
     From a word processing, spreadsheet, or presentation software package, a user will be able to pull down the package&#39;s File menu and activate the Open menu item. This will access ERS, automatically. The features of this function are described below. 
     Search and Retrieve Feature 
     The user will have the ability to retrieve and open a document by searching for its classification, synonym, or other attributes such as author, title, and/or date. If multiple documents are found that satisfy the users search criteria, a list of these documents will be displayed for the user to pick from. The documents being searched may be found on the users hard drive, shared network drive, or archive facility (Mezzanine). 
     Application Package File Save Function 
     From a word processing, spreadsheet, or presentation software package, a user will be able to pull down the package&#39;s File menu and activate the Save or Save As menu items. This will access ERS, automatically. The features of this function are described below. 
     Document Storage Feature 
     The users will have the ability to store at document on their hard drives, shared network drives, or archive facility (Mezzanine). Regardless of where the user stores the document, they will have the ability to manage their documents with ERS classifications and synonyms. 
     Classification Assignment Feature 
     Users will be able to assign any classification directly to the document. Or, users can select a corporate synonym (official term or keyword) to be applied to the document. Behind the scenes, ERS will assign the classification associated with the corporate synonym to the document. Also, the user may wish to assign one of their own synonyms to the document. ERS will automatically translate from the user&#39;s synonym to the appropriate corporate synonym and assign the classification to the document. 
     Synonym Maintenance Feature 
     Users will have the ability to add, change, or delete their own synonyms. They may create synonyms different than the corporate synonyms. However, user created synonyms must be related to corporate synonyms. User synonyms will be children of a corporate synonym. 
     Attribute Maintenance Feature 
     When saving a document, a user will have the ability to store other attributes about the document. These attributes are title, subject, author, date created, etc. 
     Stand Alone ERS User Functions 
     Not all the functions the user needs can be accessed via an application package such as Microsoft Word. There will need to be a stand alone ERS application (.EXE) the user can run. The functions contained within this facility are described below. 
     Update Functions 
     
       
         
               
               
             
           
               
                   
               
             
             
               
                 Inventory Maintenance 
                 The ability to correct mis-assigned 
               
               
                   
                 classifications given to items in inventory. 
               
               
                   
                 This function assists the user in properly 
               
               
                   
                 assigning classifications to documents. 
               
               
                 Inventory Entry 
                 The ability to add an item to inventory and 
               
               
                   
                 to assign it a classification. This function is 
               
               
                   
                 needed to store items that are not word 
               
               
                   
                 processing documents, spread sheets, or 
               
               
                   
                 presentations. Such items might be Write, 
               
               
                   
                 text, or bit mapped files. 
               
               
                 Inventory Request 
                 The ability to request via the system that an 
               
               
                   
                 inventory item be (1) moved to an off site 
               
               
                   
                 storage facility, (2) retrieved from an off site 
               
               
                   
                 storage facility, (3) changed from one media 
               
               
                   
                 type to another. 
               
               
                 Synonym Maintenance 
                 The ability to add, change, or delete user 
               
               
                   
                 synonyms. 
               
               
                 User Profile Maintenance 
                 This update function would allow a users to 
               
               
                   
                 change information the system stored about 
               
               
                   
                 them. Such information as phone number, 
               
               
                   
                 mail stop, spread sheet directory name, and 
               
               
                   
                 location would be fields a user could 
               
               
                   
                 change. The function would not allow them 
               
               
                   
                 to change their user group or create a new 
               
               
                   
                 user. 
               
               
                   
               
             
          
         
       
     
     Inquiry Functions 
     
       
         
               
               
               
             
           
               
                   
                   
               
             
             
               
                   
                 Inventory Retrieval 
                 The ability to search and view a document in 
               
               
                   
                   
                 inventory. This function is needed to 
               
               
                   
                   
                 retrieve items that are not word processing 
               
               
                   
                   
                 documents, spread sheets, or presentations. 
               
               
                   
                   
                 Such items might be Write, text, or bit 
               
               
                   
                   
                 mapped files. 
               
               
                   
                   
               
             
          
         
       
     
     Reporting Functions 
     
       
         
               
               
             
           
               
                   
               
             
             
               
                 Inventory Detail Reports 
                 The ability to display what items are in 
               
               
                   
                 inventory by retirement date, or by class, or 
               
               
                   
                 by age. The purpose of these reports is to 
               
               
                   
                 help the user (1) re-assign classification 
               
               
                   
                 codes (if needed), (2) retire inventory items. 
               
               
                 Synonym Reports 
                 Listings of the user&#39;s synonyms by 
               
               
                   
                 classification or corporate synonym. The 
               
               
                   
                 purpose of these reports is to help the users 
               
               
                   
                 determine which of their synonyms they no 
               
               
                   
                 longer need. 
               
               
                   
               
             
          
         
       
     
     Department Coordinator Functions 
     The Department Coordinator would have access to the same functions as the normal user. However, in their stand alone ERS application they would access to these additional functions. 
     Update Functions 
     
       
         
               
               
             
           
               
                   
               
             
             
               
                 User Maintenance 
                 The ability to add, change, or delete information 
               
               
                   
                 about a user, the group they belong to, and the 
               
               
                   
                 classes they can assign to a document. 
               
               
                 Inventory 
                 The ability to change an inventory item&#39;s 
               
               
                 Maintenance 
                 classification, location, or media. This update 
               
               
                   
                 function helps the Department Coordinator correct 
               
               
                   
                 mis-assigned classifications and move inventory 
               
               
                   
                 items from one location to another. 
               
               
                   
                 When changing an inventory items media, this will 
               
               
                   
                 create a media request. A media request is a note to 
               
               
                   
                 Information Services that items found on hard disk 
               
               
                   
                 need to be moved to CD 
               
               
                   
               
             
          
         
       
     
     Reporting Functions 
     
       
         
               
               
             
           
               
                   
               
             
             
               
                 Inventory Detail 
                 The ability to display what items are in inventory by 
               
               
                 Reports 
                 department and cost center, or by retirement date, or 
               
               
                   
                 by class, or by media type and age. The purpose of 
               
               
                   
                 these reports is to help the Department Coordinator 
               
               
                   
                 (1) retire inventory items, (2) move inventory items 
               
               
                   
                 from one location to another. 
               
               
                 Inventory Count 
                 The ability to count the quantity of inventory items 
               
               
                 Reports 
                 by age, or by department and cost center, or by 
               
               
                   
                 retirement date, or by classification. The purpose 
               
               
                   
                 these reports is to help the Department Coordinator 
               
               
                   
                 (1) understand how many items are inventory and 
               
               
                   
                 their age, (2) determine if classifications are being 
               
               
                   
                 properly used, and (3) manage the retirement 
               
               
                   
                 process. 
               
               
                 Center Retention 
                 The purpose this report is to display those items in 
               
               
                 Required 
                 inventory that are approaching the end of their 
               
               
                   
                 office retention period and starting their center 
               
               
                   
                 retention period. These inventory items may 
               
               
                   
                 require a media change and/or location change. 
               
               
                   
                 This report would be used to issue inventory 
               
               
                   
                 requests for media change. This report would help 
               
               
                   
                 the Department Coordinator manage the logistics of 
               
               
                   
                 moving records to and from a storage facility. 
               
               
                 Classification Audit 
                 The purpose of these reports are to display where 
               
               
                 Reports 
                 classifications may be mis used. The reports should 
               
               
                   
                 list (1) the documents assigned classifications that 
               
               
                   
                 are not approved by the Departmental Coordinator 
               
               
                   
                 for application by the user, and (2) the documents 
               
               
                   
                 only assigned a major classification. 
               
               
                 Inventory Requests 
                 The purpose of this report is to display the 
               
               
                 Report 
                 documents that need to be (1) placed in a off site 
               
               
                   
                 storage facility, (2) retrieved from an off site 
               
               
                   
                 storage facility, and/or (3) under go a media change. 
               
               
                   
                 This report would help the Departmental 
               
               
                   
                 Coordinator manage the logistics of moving records 
               
               
                   
                 to and from a storage facility. 
               
               
                 Static Table Listings 
                 The ability to list the contents of various static 
               
               
                   
                 tables such as record type, sensitivity codes, 
               
               
                   
                 retention start codes, synonyms, classes, users, user 
               
               
                   
                 groups, organization structure, media types, and 
               
               
                   
                 locations. 
               
               
                   
               
             
          
         
       
     
     Information Services Functions 
     The Information Services organization needs some of the same functions of the Department Coordinator, but not all. Information Services needs to be able to maintain inventory locations and media. They will also need the same inventory reports and media life reports available to the Department Coordinator. In addition, the following functions would be available to only Information Services users. 
     Update Functions 
     There are several update functions that only Information Services personnel would use. These functions are described below. 
     
       
         
               
               
             
           
               
                   
               
             
             
               
                 Database Definition 
                 The purpose of this function is to describe the 
               
               
                   
                 various ERS databases that may be at an 
               
               
                   
                 organizations and their addresses. 
               
               
                 Function 
                 The purpose of this update is to record what 
               
               
                 Maintenance 
                 functions are in the system, which tables or 
               
               
                   
                 database objects they access, which user groups can 
               
               
                   
                 run them. This update would also maintain how a 
               
               
                   
                 report is sorted and what columns can be used in its 
               
               
                   
                 selection criteria. 
               
               
                   
               
             
          
         
       
     
     Batch Functions 
     The following functions are intended to run once a day in the evening hours. The overall purpose of these functions is to keep the various ERS servers in sync with one another and healthy. 
     
       
         
               
               
             
           
               
                   
               
             
             
               
                 Function Usage 
                 ERS will record who is running what, when, and for 
               
               
                 Maintenance 
                 how long. This usage activity can create a large 
               
               
                   
                 volume of data in a short period of time. For this 
               
               
                   
                 reason, there will be a batch job available to remove 
               
               
                   
                 usage activity prior to a certain date. In this 
               
               
                   
                 fashion, the Records Manager can select to keep 
               
               
                   
                 usage information for only one quarter, for 
               
               
                   
                 example. 
               
               
                 Security Grants 
                 The purpose of this batch job would be to re-do all 
               
               
                   
                 the security grants on all the database objects 
               
               
                   
                 (tables, view, etc.) to match what is defined in the 
               
               
                   
                 function and user group tables. This batch job 
               
               
                   
                 would be run during implementation of a new 
               
               
                   
                 release of ERS. 
               
               
                   
               
             
          
         
       
     
     Records Manager Functions 
     The Records Manager would have access to all the functions available to the normal user and the Department Coordinator. However, the Records Manager would have access to the following additional functions in their stand alone ERS application. 
     Update Functions 
     
       
         
               
               
             
           
               
                   
               
             
             
               
                 Class Maintenance 
                 Add, change, or delete information about 
               
               
                   
                 classifications, abstracts, and retention schedules. 
               
               
                 Synonym 
                 Add, change, and delete synonyms used corporate 
               
               
                 Maintenance 
                 wide. These synonyms are also referred to as 
               
               
                   
                 keywords and official terms. 
               
               
                 Static Table 
                 Add, change or delete rows from any of the 
               
               
                 Maintenance 
                 application&#39;s static tables. Static tables would 
               
               
                   
                 include record type. sensitivity codes, retention start 
               
               
                   
                 codes, synonyms, classes, users, user groups, 
               
               
                   
                 companies, departments, and cost centers, media 
               
               
                   
                 types, buildings, aisles, and locations, etc. 
               
               
                   
               
             
          
         
       
     
     Reporting Functions 
     
       
         
               
               
             
           
               
                   
               
             
             
               
                 Class Availability 
                 Display a list of classifications available and 
               
               
                 Report 
                 applied by company, departments, cost centers, and 
               
               
                   
                 user. The purpose of this report is to determine if 
               
               
                   
                 departments are potentially mis-using 
               
               
                   
                 classifications. 
               
               
                 Function Usage 
                 List the system function number, title, and the 
               
               
                 Reports 
                 quantity of times it was accessed by department, 
               
               
                   
                 cost center, and user. The purpose of this report is 
               
               
                   
                 to support a activity analysis or charge back. 
               
               
                 Data Dictionary 
                 Database columns definitions by column name and 
               
               
                 Reports 
                 table name. The purpose of these reports is to 
               
               
                   
                 educate the record manager and developers as to 
               
               
                   
                 what is stored in the database and where. 
               
               
                   
               
             
          
         
       
     
     Catalog of Functions 
     The purpose of the catalog of functions is to display a summarized list of all the update and reporting capabilities of the system by type, subject, name, and description. 
     
       
         
               
               
               
               
             
           
               
                   
               
               
                 Type 
                 Subject 
                 Name 
                 Description 
               
               
                   
               
             
             
               
                 Reports 
                 Class 
                 ERS110 
                 Class Authority Report. 
               
               
                   
                   
                 ERS120 
                 Class Usage Report. 
               
               
                   
                   
                 ERS130 
                 Classification Audit Report. 
               
               
                   
                 Dictionary 
                 ERS150 
                 Data Dictionary Report. 
               
               
                   
                 Function 
                 ERS210 
                 Function Usage Report. 
               
               
                   
                   
                 ERS220 
                 Function/Object Relationship. 
               
               
                   
                   
                 ERS230 
                 Function/Column Relationship. 
               
               
                   
                   
                 ERS240 
                 Function/Sort Relationship. 
               
               
                   
                 Inventory 
                 ERS250 
                 Center Retention Required. 
               
               
                   
                   
                 ERS255 
                 Inventory Detail Report. 
               
               
                   
                   
                 ERS260 
                 Inventory Count Report. 
               
               
                   
                   
                 ERS265 
                 Inventory Request Report. 
               
               
                   
                   
                 ERS270 
                 Inventory Retirement Required. 
               
               
                   
                   
                 ERS275 
                 Inventory Retrieval. 
               
               
                   
                 Synonym 
                 ERS310 
                 Synonym Report. 
               
               
                   
                 User 
                 ERS340 
                 Group Function Access Report. 
               
               
                   
                   
                 ERS350 
                 User Class Access Report. 
               
               
                   
                 Tables 
                 ERS410 
                 Location Report. 
               
               
                   
                   
                 ERS415 
                 Location Type Report. 
               
               
                   
                   
                 ERS420 
                 Media Type Report. 
               
               
                   
                   
                 ERS425 
                 Organization Report. 
               
               
                   
                   
                 ERS430 
                 Organization Type Report. 
               
               
                   
                   
                 ERS435 
                 Record Type Report. 
               
               
                   
                   
                 ERS440 
                 Retention Reference Report. 
               
               
                   
                   
                 ERS445 
                 Retention Start Report. 
               
               
                   
                   
                 ERS450 
                 Sensitivity Report. 
               
               
                 Batch 
                 Function 
                 ERS510 
                 Function Usage Maintenance. 
               
               
                   
                 Inventory 
                 ERS520 
                 Inventory Statistics Maintenance. 
               
               
                   
                 Security 
                 ERS510 
                 Grant Creation. 
               
               
                 Update 
                   
                 ERS610 
                 Class Maintenance. 
               
               
                 Class 
                 Function 
                 ERS650 
                 Function Maintenance. 
               
               
                 Update 
                   
                 ERS710 
                 Inventory Entry. 
               
               
                 Inven- 
                   
                 ERS720 
                 Inventory Maintenance. 
               
               
                 tory 
                   
                 ERS730 
                 Inventory Re-Classification. 
               
               
                   
                   
                 ERS730 
                 Inventory Request. 
               
               
                   
                 Synonym 
                 ERS750 
                 Keyword Maintenance. 
               
               
                   
                   
                 ERS760 
                 Synonym Maintenance. 
               
               
                   
                 User 
                 ERS810 
                 User Maintenance. 
               
               
                   
                   
                 ERS820 
                 User Profile Maintenance. 
               
               
                   
                 Tables 
                 ERS905 
                 Database Definition. 
               
               
                   
                   
                 ERS910 
                 Location Maintenance. 
               
               
                   
                   
                 ERS915 
                 Location Type Maintenance. 
               
               
                   
                   
                 ERS920 
                 Media Type Maintenance. 
               
               
                   
                   
                 ERS925 
                 Organization Maintenance. 
               
               
                   
                   
                 ERS930 
                 Organization Type Maintenance. 
               
               
                   
                   
                 ERS935 
                 Record Type Maintenance. 
               
               
                   
                   
                 ERS940 
                 Retention Reference Maintenance. 
               
               
                   
                   
                 ERS945 
                 Retention Start Maintenance. 
               
               
                   
                   
                 ERS950 
                 Sensitivity Maintenance. 
               
               
                 Utilities 
                 Inventory 
                 ERS010 
                 Application Package, File Open. 
               
               
                   
                   
                 ERS020 
                 Application Package, File Close. 
               
               
                   
                   
                 ERS030 
                 Application Package, File Save. 
               
               
                   
               
             
          
         
       
     
     Generic Description of All Function and Features 
     The purpose of this section of the document is to describe, in a generic fashion, what the system will be able to do. This section defines the functions and features of the application. 
     Any system is made up of functions. Functions are software that produce menus, reports, updates, interfaces, and utility activities. Features are the capabilities of each function. For example, reporting functions have the capability to output their information to the screen, the printer, or to an extract file for easy entry into a spread sheet. These output routing capabilities are all features of a reporting function. 
     Menu Functions 
     The purpose of menus is to provide access to all other functions of the system. Pull down menus are placed at the top of each window. The features of all menus are described below: 
     Function Access All menus will provide access to the various functions of the system. An example of the pull down menus and their options would be the following: 
     
       
         
               
               
             
           
               
                   
                   
               
             
             
               
                   
                 File 
               
               
                   
                 New 
               
               
                   
                 Open 
               
               
                   
                 Delete 
               
               
                   
                 Close 
               
               
                   
                 Print 
               
               
                   
                 Printer Setup 
               
               
                   
                 Exit 
               
               
                   
                 Edit 
               
               
                   
                 Undo 
               
               
                   
                 Cut 
               
               
                   
                 Copy 
               
               
                   
                 Paste 
               
               
                   
                 Clear 
               
               
                   
                 Find 
               
               
                   
                 Go To 
               
               
                   
                 Search 
               
               
                   
                 Sort 
               
               
                   
                 Filter 
               
               
                   
                 View 
               
               
                   
                 First Page 
               
               
                   
                 Prior Page 
               
               
                   
                 Next Page 
               
               
                   
                 Last Page 
               
               
                   
                 Toolbars 
               
               
                   
                 Date and Time 
               
               
                   
                 Maintenance 
               
               
                   
                 Update 1 
               
               
                   
                 Update 2 
               
               
                   
                 Etc. 
               
               
                   
                 Reports 
               
               
                   
                 Report 1 
               
               
                   
                 Report 2 
               
               
                   
                 Etc. 
               
               
                   
                 Window 
               
               
                   
                 Tile 
               
               
                   
                 Layered 
               
               
                   
                 Cascade 
               
               
                   
                 Arrange Icons 
               
               
                   
                 Window 1 
               
               
                   
                 Window 2 
               
               
                   
                 Etc. 
               
               
                   
                 Help 
               
               
                   
                 Contents 
               
               
                   
                 Search for Help on 
               
               
                   
                 How to Use Help 
               
               
                   
                 About ERS 
               
               
                   
                   
               
             
          
         
       
     
     
       
         
               
               
             
           
               
                   
               
             
             
               
                 Micro Help 
                 As a user points to a menu option and holds the left mouse 
               
               
                   
                 button down, they will see a one line description of that 
               
               
                   
                 menu option at the bottom of the window. 
               
               
                 Button Bar 
                 A bar of push buttons will be located just below the menu 
               
               
                   
                 at the top of the window. The push buttons will contain 
               
               
                   
                 icons symbolizing frequently used functions or menu 
               
               
                   
                 options. Thereby a user can access a function one of two 
               
               
                   
                 ways. The first method is by pulling down the appropriate 
               
               
                   
                 menu and clicking on the option desired. The second 
               
               
                   
                 means of accessing a function would be to click on the icon 
               
               
                   
                 for the function found on the button bar. 
               
               
                 Disabled 
                 The pull down menus will show all functions planned for 
               
               
                 Functions 
                 the application at all times. However, some of the 
               
               
                   
                 functions will appear in gray letters. These will be the 
               
               
                   
                 functions that are not completed and are not available for 
               
               
                   
                 use. As the system development effort continues, more and 
               
               
                   
                 more of these functions will be enabled and will appear in 
               
               
                   
                 black letters. In this fashion, a user can see all the 
               
               
                   
                 functions of the system, and what is available for use today. 
               
               
                 User Access 
                 The functions an individual user can access will depend 
               
               
                   
                 upon the level of security. Certain users will have all of 
               
               
                   
                 their menu options enabled, others will not. The functions 
               
               
                   
                 each user can access will be assigned by the Records 
               
               
                   
                 Manager. 
               
               
                   
               
             
          
         
       
     
     Reporting Functions 
     Reports are functions used to output information. Reporting functions can produce output in tabular listings, graphs, or spread sheets formats. This output can be sent to the screen, a printer, or a file directory. The features of reporting functions are the following: 
     
       
         
               
               
             
           
               
                   
               
             
             
               
                 Custom Sub 
                 The user will have the option to create their own report sub 
               
               
                 Heading 
                 heading that will appear at the top of each page. The sub 
               
               
                   
                 heading can be used to document the items selected or their 
               
               
                   
                 purpose for running the report. 
               
               
                 Selection 
                 The user will have the ability to limit the size of the report. 
               
               
                 Criteria 
                 They will be able to select one or more columns on the 
               
               
                   
                 report and state what values they would like to have 
               
               
                   
                 retrieved for those columns. For example, if department 
               
               
                   
                 number is a column on a report, then a user will be able to 
               
               
                   
                 state which departments should appear on the report. 
               
               
                   
                 For inventory related reports, users will have the ability to 
               
               
                   
                 do string search on the title and description of items. 
               
               
                 Variable 
                 Each report can have more than one method of sorting. 
               
               
                 Sorting 
                 The user will have the ability to select, from a pre-set list, 
               
               
                   
                 how the information should be sorted. 
               
               
                 Routing of 
                 Each report can be routed to one of three different places. 
               
               
                 Output 
                 The report can be viewed on the screen, sent to a printer, or 
               
               
                   
                 placed in comma delimited file. The comma delimited file 
               
               
                   
                 can be read by Lotus or Excel spread sheet software. 
               
               
                 Report 
                 On the last page of each report will be displayed the sort 
               
               
                 Footing 
                 sequence and selection criteria used to create the report. In 
               
               
                   
                 this fashion, the reader of the report will know that the 
               
               
                   
                 report may not contain all the information in the system. 
               
               
                 Print After 
                 Every report routed to the screen will have the ability to be 
               
               
                 View 
                 printed. This feature will allow the users to view the first 
               
               
                   
                 several pages of a report, and then print it, if they desire. 
               
               
                 Micro Help 
                 Every object of the window used to specify report sub- 
               
               
                   
                 headings, selection criteria, sorting, and routing will have a 
               
               
                   
                 help message associated with it. The help message will 
               
               
                   
                 offer a one line description of the object. 
               
               
                 Usage 
                 Just prior to exiting a reporting function, the system will 
               
               
                 Tracking 
                 post to the database the name of the reporting function run, 
               
               
                   
                 rows retrieved, the user&#39;s ID, date, and time. In this 
               
               
                   
                 fashion, tracking of reporting function usage and charge 
               
               
                   
                 back activities can be supported. 
               
               
                   
               
             
          
         
       
     
     Update Functions 
     Update functions provide the ability to add, change, or delete records in the database. The features of update functions are the following: 
     
       
         
               
               
             
           
               
                   
               
             
             
               
                 Add, 
                 A single update function will allow the user to add new 
               
               
                 Change, 
                 records, change existing ones, or delete records from a 
               
               
                 Delete 
                 table. The user will not have to select three different 
               
               
                   
                 update functions from a menu to maintain one table. 
               
               
                 Point and 
                 The user will not have to know key field values such as 
               
               
                 Shoot 
                 department numbers, building numbers, or document 
               
               
                   
                 numbers. In each update function, they will be shown a list 
               
               
                   
                 of records that can be updated. Then, they can point to an 
               
               
                   
                 existing record to change it, or delete it. By displaying a 
               
               
                   
                 list of existing records in a table first, the user can scroll 
               
               
                   
                 through them and decide which one they would like to 
               
               
                   
                 update. 
               
               
                 Drop Down 
                 The user will not have to memorize codes to operate update 
               
               
                 Lists 
                 functions. If a code field value is asked for on a data entry 
               
               
                   
                 window, it will be displayed in a drop down list box along 
               
               
                   
                 with its description. For example, if a user must input an 
               
               
                   
                 cost center number, then they will be given a drop down list 
               
               
                   
                 box containing cost center number and names to choose 
               
               
                   
                 from. 
               
               
                 Drag and 
                 Where ever possible, ERS will allow the user to drag an 
               
               
                 Drop 
                 object on to a command button to signal that they wish to 
               
               
                   
                 perform the command. 
               
               
                 Jumping 
                 If several windows are used to collect all the data being 
               
               
                   
                 entered into a table or group of tables, then the user will 
               
               
                   
                 have the ability to jump from one window to another. For 
               
               
                   
                 example, an update function could consist of three 
               
               
                   
                 windows. The first could be a list of documents to update. 
               
               
                   
                 The second window could be all the descriptive 
               
               
                   
                 information about the document. The third window could 
               
               
                   
                 be used to input key words or phases about the document. 
               
               
                   
                 The user would not be forced into going from the first, to 
               
               
                   
                 the second, and then to the third window. They would be 
               
               
                   
                 given push buttons to jump from the first window to the 
               
               
                   
                 third, and from the third to the second window. In this 
               
               
                   
                 fashion, the user would not be forced into traversing 
               
               
                   
                 through several windows in a pre-set pattern to enter the 
               
               
                   
                 data. 
               
               
                 Validation 
                 Each field will be validated at the time the user moves the 
               
               
                   
                 cursor from one field to another on a data entry window. 
               
               
                   
                 This will prevent the user from entering several fields of 
               
               
                   
                 erroneous information before realizing that any of it is 
               
               
                   
                 wrong. 
               
               
                 Referential 
                 All update functions will use referential integrity rules. 
               
               
                 Integrity 
                 These rules will prevent deletion of code values being used 
               
               
                   
                 else where in the system. For example, a user will not be 
               
               
                   
                 able to delete a department number from the department 
               
               
                   
                 table if it is being used to describe a document in the 
               
               
                   
                 inventory table. 
               
               
                 Confirmation 
                 At the bottom of each data entry window, in an update 
               
               
                   
                 function, would be several push buttons. These buttons 
               
               
                   
                 would be used to signal the computer to write the 
               
               
                   
                 transaction out to the database, or cancel the transaction. 
               
               
                   
                 Each time one of these buttons is pressed, the user will see 
               
               
                   
                 a message a the bottom of the window confirming the 
               
               
                   
                 computer&#39;s actions. 
               
               
                 Micro Help 
                 Each object and field in a data entry window will have a 
               
               
                   
                 help text associated with it. This one line of help message 
               
               
                   
                 will appear at the bottom of the screen when the object or 
               
               
                   
                 field is clicked on. 
               
               
                 Usage 
                 Just prior to exiting an update function, the system will post 
               
               
                 Tracking 
                 to the database the name of the update function run, the 
               
               
                   
                 quantity of records processed, the user&#39;s ID, date, and time. 
               
               
                   
                 In this fashion, tracking of update function usage and 
               
               
                   
                 charge back activities can be supported. 
               
               
                   
               
             
          
         
       
     
     Process Model 
     The purpose of a business process model is to show the relationship between people, systems, data, office policy and procedures, and documents. 
     Node Tree Diagrams 
     A component of a business process model is a node tree diagram. FIG. 8 shows the major activities associated with an application. FIGS. 9 through 11 show the node tree diagrams for ERS. 
     Database Design 
     The application will store its information in a set of relational tables. The total size of the database is expected to be approximately 500 Megs of disk space for a 300,000 inventory items. There will be roughly 1,200 total users, about 300 will be activity at any point in time. 
     Entity Definitions 
     The nature of each table in the database is described in the following entity definitions. 
     
       
         
               
               
             
           
               
                   
               
               
                 Entity Name 
                 Entity Definition 
               
               
                   
               
             
             
               
                 Access 
                 The purpose of this entity is to store the 
               
               
                   
                 access codes and descriptions. Access 
               
               
                   
                 codes are select, update, insert, and deleted. 
               
               
                 Class 
                 The purpose of this entity is to store the all 
               
               
                   
                 the information about a classification. This 
               
               
                   
                 information contains classification code, 
               
               
                   
                 title, retention periods, record type, 
               
               
                   
                 sensitivity, etc. 
               
               
                 Data Dictionary 
                 The purpose of this entity is to store entity, 
               
               
                   
                 attribute, and physical column information. 
               
               
                   
                 This entity is used to support data 
               
               
                   
                 dictionary reporting. 
               
               
                 Function 
                 The purpose of this entity is to store a valid 
               
               
                   
                 list of system functions. System functions 
               
               
                   
                 are window objects such as reports, 
               
               
                   
                 updates, inquiries, interfaces, etc. 
               
               
                 Function Column 
                 The purpose of this entity is to store a valid 
               
               
                   
                 list of columns than can be used to limit 
               
               
                   
                 retrieval of a reporting function. 
               
               
                 Function Column Last Used 
                 The purpose of the last used function 
               
               
                   
                 column entity is to record the selection 
               
               
                   
                 criteria chosen by a specific user when a 
               
               
                   
                 report was run. This entity supports storing 
               
               
                   
                 the last query parameters applied by a user 
               
               
                   
                 for a given report. 
               
               
                 Function Data Window 
               
               
                 Function Sort 
                 The purpose of this entity is to store a valid 
               
               
                   
                 list of storing options that can be applied to 
               
               
                   
                 a reporting function. 
               
               
                 Function Sort Last Used 
                 The purpose of the last used function sort 
               
               
                   
                 entity is to record what sort sequence a user 
               
               
                   
                 requested the last time they ran a specific 
               
               
                   
                 report. This entity support recalling the 
               
               
                   
                 last query for a report and user. 
               
               
                 Function Subject 
                 The purpose of this entity is to define what 
               
               
                   
                 area of interest, for the user, the function 
               
               
                   
                 relates to. 
               
               
                 Function Type 
                 The purpose of this entity is to store a valid 
               
               
                   
                 list of function types. Function types are 
               
               
                   
                 used to group functions together. Function 
               
               
                   
                 types are reports, updates, interfaces, etc. 
               
               
                 Function Usage 
                 The purpose of this entity is to track who 
               
               
                   
                 has accessed a function of the system and 
               
               
                   
                 when. This entity could be used as a basis 
               
               
                   
                 for activity analysis and usage charge back 
               
               
                   
                 costing. 
               
               
                 Inventory 
                 The purpose of this entity is to store 
               
               
                   
                 information about an item in inventory. 
               
               
                   
                 The information includes title, date stored, 
               
               
                   
                 media, classification, etc. 
               
               
                 Inventory Abstract 
               
               
                 Inventory Request 
                 The purpose of this entity is to store 
               
               
                   
                 requests to move inventory from one form 
               
               
                   
                 of media to another. For example, request 
               
               
                   
                 to move documents from disk to tape. 
               
               
                   
                 Once the media has been moved, the 
               
               
                   
                 request is deleted. No past history of 
               
               
                   
                 media requests are stored. 
               
               
                 Inventory Statistics 
                 The purpose of this entity is to store the 
               
               
                   
                 quantity of items in inventory for each 
               
               
                   
                 class, record type, level one location, and 
               
               
                   
                 month. These statistics can be used to 
               
               
                   
                 determine if classifications are being 
               
               
                   
                 properly applied. 
               
               
                 Location 
                 The purpose of this entity is to store a valid 
               
               
                   
                 list of locations. Locations can be storage 
               
               
                   
                 areas, buildings, property, shelves, drawers, 
               
               
                   
                 etc. 
               
               
                 Location Type 
                 The purpose of this entity is to store valid 
               
               
                   
                 location types. Location types are 
               
               
                   
                 building, floor, aisle, storage area, shelf, 
               
               
                   
                 property number, drawer, etc. The location 
               
               
                   
                 type also denotes what level of the 
               
               
                   
                 hierarchy the location can be found. 
               
               
                 Media Type 
                 The purpose of this entity is to stare a valid 
               
               
                   
                 list of media types and descriptions. Media 
               
               
                   
                 are hardcopy, disk, tape, CD, microfiche, 
               
               
                   
                 etc. 
               
               
                 Object Identification 
                 The purpose of this entity is to store the last 
               
               
                   
                 identification number assigned to a table. 
               
               
                   
                 For example, the last class identification 
               
               
                   
                 assigned to the class table. 
               
               
                 Organization 
                 The purpose of this entity is store a valid 
               
               
                   
                 list of companies, departments, and cost 
               
               
                   
                 centers. 
               
               
                 Organization Type 
                 The purpose of this entity is to store a valid 
               
               
                   
                 list of organization types. For example, 
               
               
                   
                 company, department, cost center are all 
               
               
                   
                 organization type. This entity also defines 
               
               
                   
                 what level of the organization hierarchy the 
               
               
                   
                 organization will be found on. 
               
               
                 Record Type 
                 The purpose of this entity is to store the 
               
               
                   
                 valid record types and their descriptions. 
               
               
                   
                 Valid record types would be official and 
               
               
                   
                 informational. 
               
               
                 Request Type 
                 the purpose of this entity is to store a valid 
               
               
                   
                 list of inventory request type codes and 
               
               
                   
                 descriptions. Inventory request types are to 
               
               
                   
                 change media or to move to or from offsite 
               
               
                   
                 storage. 
               
               
                 Retention Reference 
                 The purpose of the retention reference 
               
               
                   
                 entity is to store the text of the law or 
               
               
                   
                 regulation that governs a set of classes and 
               
               
                   
                 their retention periods. 
               
               
                 Retention Start 
                 The purpose of this entity is to store a valid 
               
               
                   
                 list of retention type codes and 
               
               
                   
                 descriptions. Retention types define when 
               
               
                   
                 a record&#39;s retention period begins. 
               
               
                 Sensitivity 
                 The purpose of this entity is to store a valid 
               
               
                   
                 list of sensitivity codes and descriptions. 
               
               
                   
                 Sensitivities are confidential, secrete, etc. 
               
               
                 Synonym 
                 The purpose of this entity is to store 
               
               
                   
                 alternative names for a classification. A 
               
               
                   
                 synonym may be a classification code, a 
               
               
                   
                 portion of the classification name, or a 
               
               
                   
                 commonly used alternative to the 
               
               
                   
                 classification name. 
               
               
                 User 
                 The purpose of this entity is to store a list 
               
               
                   
                 of valid users for the system. 
               
               
                 User Class 
                 The purpose of this entity is to store every 
               
               
                   
                 classification the user has access to and 
               
               
                   
                 may assigned to documents. The classes 
               
               
                   
                 are initially set up by the Departmental 
               
               
                   
                 Coordinator. 
               
               
                   
               
             
          
         
       
     
     Entity Relationship Diagram 
     FIG. 12 is the entity relationship diagram. Its purpose is to provide a high level view of the database and its structure. The diagram shows each table in the system and how it relates to other tables. The solid lines between entities denotes identifying relationships. The dotted lines denotes non-identifying relationships. 
     Attribute Definitions 
     Following are the attribute definitions. Attributes are the columns that can be found in each entity or table within the database. The definitions are sorted by entity name and attribute name. 
     
       
         
               
               
               
             
           
               
                   
               
               
                 Entity Name 
                 Attribute Name 
                 Attribute Definition 
               
               
                   
               
             
             
               
                 Access 
                 Access Code 
                 User assigned identification code. 
               
               
                   
                   
                 The access code defines what a 
               
               
                   
                   
                 user can do to a database object. 
               
               
                   
                   
                 Access codes are S = Select, 
               
               
                   
                   
                 U = Update, I = Insert, 
               
               
                   
                   
                 D = Delete. If a user 
               
               
                   
                   
                 has an access code of I or D 
               
               
                   
                   
                 then they can automatically do U 
               
               
                   
                   
                 or S. If a user has an access code 
               
               
                   
                   
                 of U then they can also do S. 
               
               
                   
                 Access Description 
                 Long name, description, or title for 
               
               
                   
                   
                 code. The access description 
               
               
                   
                   
                 stores the meaning of the access 
               
               
                   
                   
                 code. For example, insert, update, 
               
               
                   
                   
                 delete, and select are all 
               
               
                   
                   
                 descriptions of access codes. 
               
               
                   
                 Last Changed Date 
               
               
                   
                 Last Changed By 
               
               
                   
                 Timestamp 
               
               
                 Class 
                 Class Identification 
                 System assigned identification 
               
               
                   
                   
                 number. The class identification is 
               
               
                   
                   
                 the unique identifier for the 
               
               
                   
                   
                 classification. This integer is a 
               
               
                   
                   
                 system assigned value, not user 
               
               
                   
                   
                 assigned. 
               
               
                   
                 Abstract 
                 Description of classification. The 
               
               
                   
                   
                 abstract is the legal definition of 
               
               
                   
                   
                 the classification. 
               
               
                   
                 Class Code 
                 User assigned identification code. 
               
               
                   
                   
                 The class code is a 10 character 
               
               
                   
                   
                 user assigned classification code. 
               
               
                   
                   
                 The first two characters of the 
               
               
                   
                   
                 class code are the major class. The 
               
               
                   
                   
                 third and fourth characters are the 
               
               
                   
                   
                 primary class. The fifth and sixth 
               
               
                   
                   
                 characters are the secondary class. 
               
               
                   
                   
                 Characters 7-8 represent the next 
               
               
                   
                   
                 relationship level. Characters 9-10 
               
               
                   
                   
                 represent the last relationship 
               
               
                   
                   
                 level. 
               
               
                   
                 Classification Title 
                 Long name or title for class. The 
               
               
                   
                   
                 classification title is the name of 
               
               
                   
                   
                 the class code. 
               
               
                   
                 Classification 
                 Class title and all parent class 
               
               
                   
                 Title Extended 
                 titles. The extended classification 
               
               
                   
                   
                 title contains the titles of all the 
               
               
                   
                   
                 parent classifications plus this 
               
               
                   
                   
                 classification&#39;s title. For example, 
               
               
                   
                   
                 if this classification code is ACAP, 
               
               
                   
                   
                 then the extended classification 
               
               
                   
                   
                 title is ‘Accounting, Payables’. 
               
               
                   
                 Center Retention 
                 Quantity of months in offsite 
               
               
                   
                 Months 
                 storage. The center retention 
               
               
                   
                   
                 months is the quantity of months 
               
               
                   
                   
                 an inventory item is held in a 
               
               
                   
                   
                 records center or off site storage 
               
               
                   
                   
                 facility. The office retention plus 
               
               
                   
                   
                 the center retention months equals 
               
               
                   
                   
                 the total retention period for a 
               
               
                   
                   
                 classification. 
               
               
                   
                 Organization 
                 System assigned identification 
               
               
                   
                 Identification 
                 number. The organization 
               
               
                   
                   
                 identification is the unique 
               
               
                   
                   
                 identification for a company, 
               
               
                   
                   
                 department, or cost center. The 
               
               
                   
                   
                 integer value is system assigned, 
               
               
                   
                   
                 not user assigned. Organizations 
               
               
                   
                   
                 own users and classifications. 
               
               
                   
                 Created By 
                 User ID of person who created the 
               
               
                   
                   
                 class. The created by column 
               
               
                   
                   
                 contains the user identification of 
               
               
                   
                   
                 the Records Manager who created 
               
               
                   
                   
                 the classification. 
               
               
                   
                 Media Type Code 
                 User assigned identification code 
               
               
                   
                   
                 for media type. The media type 
               
               
                   
                   
                 code defines what form the 
               
               
                   
                   
                 inventory item is stored in. For 
               
               
                   
                   
                 example, DISK = hard disk, 
               
               
                   
                   
                 FLOPPY = floppy disk, CD = CD 
               
               
                   
                   
                 ROM, TAPE = magnetic table, 
               
               
                   
                   
                 FICH = microfich, 
               
               
                   
                   
                 PAPER = hardcopy. 
               
               
                   
                 Office Retention 
                 Quantity of months stored on site. 
               
               
                   
                 Months 
                 The office retention months is the 
               
               
                   
                   
                 quantity of months an inventory 
               
               
                   
                   
                 item is held in an office storage 
               
               
                   
                   
                 area before it is moved to a long 
               
               
                   
                   
                 term, off site storage facility. The 
               
               
                   
                   
                 office retention plus the center 
               
               
                   
                   
                 retention months equals the total 
               
               
                   
                   
                 retention period for a 
               
               
                   
                   
                 classification. 
               
               
                   
                 Parent Class 
                 Owning parent classification. The 
               
               
                   
                 Identification 
                 parent class identification is the 
               
               
                   
                   
                 identification number to the class 
               
               
                   
                   
                 that owns this one. 
               
               
                   
                 Record Type Code 
                 User assigned identification code. 
               
               
                   
                   
                 The record type code defines 
               
               
                   
                   
                 importance to a classification. For 
               
               
                   
                   
                 example, I = informational and 
               
               
                   
                   
                 O = official record types. 
               
               
                   
                   
                 Inventory items assigned a classifi- 
               
               
                   
                   
                 cation having an official record 
               
               
                   
                   
                 type can only be deleted by a 
               
               
                   
                   
                 Department Coordinator. 
               
               
                   
                 Retention Reference 
                 User assigned identification 
               
               
                   
                   
                 number. The retention reference 
               
               
                   
                   
                 column is used to store the 
               
               
                   
                   
                 identification number for the 
               
               
                   
                   
                 reference document or law 
               
               
                   
                   
                 governing a set of classes and their 
               
               
                   
                   
                 retention periods. For example, 
               
               
                   
                   
                 ‘26 CFR 1.6001.1’ is a document 
               
               
                   
                   
                 defining how checks ought to 
               
               
                   
                   
                 stored. 
               
               
                   
                 Retention Start Code 
                 User assigned identification code. 
               
               
                   
                   
                 The retention start code defines 
               
               
                   
                   
                 when the retention period of the 
               
               
                   
                   
                 document starts. The quantity of 
               
               
                   
                   
                 months an inventory item is held 
               
               
                   
                   
                 may start when the document first 
               
               
                   
                   
                 created, or it may start when the 
               
               
                   
                   
                 document is moved to an off site 
               
               
                   
                   
                 storage facility. 
               
               
                   
                 Sensitivity Code 
                 User assigned identification code. 
               
               
                   
                   
                 The sensitivity code defines the 
               
               
                   
                   
                 security associated with a 
               
               
                   
                   
                 classification. For example, 
               
               
                   
                   
                 TS = top secrete and 
               
               
                   
                   
                 CO = confidential are sensitivity 
               
               
                   
                   
                 codes. 
               
               
                   
                 Vital Flag 
                 Vital record (Y = yes, N = no). 
               
               
                   
                   
                 The vital flag is a yes/no column 
               
               
                   
                   
                 denoting if the classification 
               
               
                   
                   
                 involves vital documents. Vital 
               
               
                   
                   
                 documents are those records 
               
               
                   
                   
                 whose loss would have a financial 
               
               
                   
                   
                 impact on the organization. 
               
               
                   
                 Last Changed Date 
               
               
                   
                 Last Changed By 
               
               
                   
                 Timestamp 
               
               
                 Data 
                 Entity Name 
                 Entity or long table name. The 
               
               
                 Dictionary 
                   
                 name of the entity in the logical 
               
               
                   
                   
                 data model. In most cases, the 
               
               
                   
                   
                 entity name is similar to the long 
               
               
                   
                   
                 name for the table in the database. 
               
               
                   
                 Attribute Name 
                 Attribute or long column name. 
               
               
                   
                   
                 The attribute name from the 
               
               
                   
                   
                 logical data model. In most cases, 
               
               
                   
                   
                 this is the long name for the 
               
               
                   
                   
                 column. 
               
               
                   
                 Attribute Definition 
                 Attribute description or meaning. 
               
               
                   
                   
                 The attribute definition contains 
               
               
                   
                   
                 the description, meaning, or 
               
               
                   
                   
                 purpose of the attribute. 
               
               
                   
                 Column Name 
                 SQL column name. The column 
               
               
                   
                   
                 name is the physical name for the 
               
               
                   
                   
                 attribute in the SQL database. 
               
               
                   
                 Datatype 
                 SQL column datatype. The 
               
               
                   
                   
                 datatype is the physical format of 
               
               
                   
                   
                 the column in the SQL database. 
               
               
                   
                 Entity Definition 
                 Entity description or meaning. 
               
               
                   
                   
                 The entity definition contains the 
               
               
                   
                   
                 description, meaning, or purpose 
               
               
                   
                   
                 of the entity. 
               
               
                   
                 Null Option 
                 SQL null option. The null option 
               
               
                   
                   
                 is a flag denoting if a column must 
               
               
                   
                   
                 always contain data or not. If the 
               
               
                   
                   
                 null option equals ‘Yes’ then the 
               
               
                   
                   
                 column does not have to contain 
               
               
                   
                   
                 data all the time. If the null option 
               
               
                   
                   
                 is set to ‘No’ then the column must 
               
               
                   
                   
                 always have data in it. 
               
               
                   
                 User Defined 
               
               
                   
                 Datatype Name 
               
               
                   
                 Last Changed Date 
               
               
                   
                 Last Changed By 
               
               
                   
                 Timestamp 
               
               
                 Function 
                 Function Number 
                 User assigned identification 
               
               
                   
                   
                 number. The function number is 
               
               
                   
                   
                 the unique identification of a 
               
               
                   
                   
                 function of the system. Function 
               
               
                   
                   
                 numbers are assigned by 
               
               
                   
                   
                 programmers. For example, 
               
               
                   
                   
                 ERS110 could be a function 
               
               
                   
                   
                 number assigned to a performance 
               
               
                   
                   
                 report. Function numbers 000 to 
               
               
                   
                   
                 099 are utility functions, 100 to 
               
               
                   
                   
                 199 are performance or 
               
               
                   
                   
                 management reports, 200 to 299 
               
               
                   
                   
                 are operational reports, 300 to 399 
               
               
                   
                   
                 are audit reports, 400 to 499 are 
               
               
                   
                   
                 static table listings, 500 to 599 are 
               
               
                   
                   
                 user functions, 600 to 699 are 
               
               
                   
                   
                 interface functions, 700 to 799 are 
               
               
                   
                   
                 dynamic table update functions, 
               
               
                   
                   
                 800 to 899 are static table update 
               
               
                   
                   
                 functions, and 900 to 999 are 
               
               
                   
                   
                 administration functions. 
               
               
                   
                 Function Purpose 
                 Description or purpose of function. 
               
               
                   
                   
                 The function purpose is a text 
               
               
                   
                   
                 column defining how the report or 
               
               
                   
                   
                 update screen ought to be applied 
               
               
                   
                   
                 by the user. 
               
               
                   
                 Function Subject Code 
                 User assigned identification code. 
               
               
                   
                   
                 The function subject code defines 
               
               
                   
                   
                 what area of interest, for the user, 
               
               
                   
                   
                 the function relates to. For 
               
               
                   
                   
                 example, MANAGEMENT = 
               
               
                   
                   
                 management performance reports. 
               
               
                   
                   
                 The function subject code uniquely 
               
               
                   
                   
                 identifies subjects. Function 
               
               
                   
                   
                 subjects, types, and titles are used 
               
               
                   
                   
                 to build menus. 
               
               
                   
                 Function Title 
                 Title or name of function. The 
               
               
                   
                   
                 function title is the name of the 
               
               
                   
                   
                 function as it appears at the top of 
               
               
                   
                   
                 the window or in the menu. For 
               
               
                   
                   
                 example ‘User Maintenance’ is a 
               
               
                   
                   
                 function title. 
               
               
                   
                 Function Type Code 
                 User assigned identification code. 
               
               
                   
                   
                 The function type code is a way of 
               
               
                   
                   
                 grouping like functions together. 
               
               
                   
                   
                 For example R = report, U = 
               
               
                   
                   
                 update, M = menu, T = utility, 
               
               
                   
                   
                 I = interface are 
               
               
                   
                   
                 all function type codes. Function 
               
               
                   
                   
                 types, subject, and titles can be 
               
               
                   
                   
                 used to build menus. 
               
               
                   
                 Last Changed Date 
               
               
                   
                 Last Changed By 
               
               
                   
                 Timestamp 
               
               
                 Function 
                 Function Number 
                 User assigned identification 
               
               
                 Column 
                   
                 number. The function number is 
               
               
                   
                   
                 the unique identification of a 
               
               
                   
                   
                 function of the system. Function 
               
               
                   
                   
                 numbers are assigned by 
               
               
                   
                   
                 programmers. For example, 
               
               
                   
                   
                 ERS110 could be a function 
               
               
                   
                   
                 number assigned to a performance 
               
               
                   
                   
                 report. Function numbers 000 to 
               
               
                   
                   
                 099 are utility functions, 100 to 
               
               
                   
                   
                 199 are performance or 
               
               
                   
                   
                 management reports, 200 to 299 
               
               
                   
                   
                 are operational reports, 300 to 399 
               
               
                   
                   
                 are audit reports, 400 to 499 are 
               
               
                   
                   
                 static table listings, 500 to 599 are 
               
               
                   
                   
                 user functions, 600 to 699 are 
               
               
                   
                   
                 interface functions, 700 to 799 are 
               
               
                   
                   
                 dynamic table update functions, 
               
               
                   
                   
                 800 to 899 are static table update 
               
               
                   
                   
                 functions, and 900 to 999 are 
               
               
                   
                   
                 administration functions. 
               
               
                   
                 Table Name 
                 SQL table name. The table name 
               
               
                   
                   
                 is the SQL table or view name that 
               
               
                   
                   
                 will be used as part of a WHERE 
               
               
                   
                   
                 phrase to limit report retrieval. 
               
               
                   
                 Column Name 
                 SQL column name. The column 
               
               
                   
                   
                 name is the SQL table or view 
               
               
                   
                   
                 column name that will be used as 
               
               
                   
                   
                 part of a WHERE phrase to limit 
               
               
                   
                   
                 report retrieval. For example, 
               
               
                   
                   
                 DPT_NBR is the department 
               
               
                   
                   
                 number column name. 
               
               
                   
                 Column Null Flag 
                 Column contains NULL&#39;s, Y = 
               
               
                   
                   
                 yes, N = no. The column null flag 
               
               
                   
                   
                 is used to state if the WHERE 
               
               
                   
                   
                 phrase should be constructed to 
               
               
                   
                   
                 search for null values for the 
               
               
                   
                   
                 column. For example, if the 
               
               
                   
                   
                 column name is DPT_NBR and 
               
               
                   
                   
                 the column null flag is set to Y = 
               
               
                   
                   
                 yes, then the WHERE phrase 
               
               
                   
                   
                 should be WHERE DPT_NBR = 
               
               
                   
                   
                 NULL. 
               
               
                   
                 Column Title 
                 Long name or title of column. The 
               
               
                   
                   
                 column title is what the users sees 
               
               
                   
                   
                 when selecting from a list of 
               
               
                   
                   
                 columns to use to limit report 
               
               
                   
                   
                 retrieval. For example, when the 
               
               
                   
                   
                 user wishes to pick the DPT_NBR 
               
               
                   
                   
                 column, they would see 
               
               
                   
                   
                 ‘Department Number’. 
               
               
                   
                 Column Type 
                 SQL datatype (DATE, INT, 
               
               
                   
                   
                 CHAR, FLOAT, YESNO). The 
               
               
                   
                   
                 column type is a code defining the 
               
               
                   
                   
                 columns datatype. For example, 
               
               
                   
                   
                 DATE, INT, CHAR, FLOAT are 
               
               
                   
                   
                 all column types. The column type 
               
               
                   
                   
                 dictates which dialogue box 
               
               
                   
                   
                 appears displaying values for the 
               
               
                   
                   
                 column. 
               
               
                   
                 Relationship Code 
                 Column/value relation (EQUAL, 
               
               
                   
                   
                 LIKE, BOTH). The relationship 
               
               
                   
                   
                 code defines if the relationship in 
               
               
                   
                   
                 the WHERE phase could be an 
               
               
                   
                   
                 equality, a string search, or both. 
               
               
                   
                   
                 For example, if the relationship 
               
               
                   
                   
                 code is EQUAL then the 
               
               
                   
                   
                 relationship between the column 
               
               
                   
                   
                 name and its values in the 
               
               
                   
                   
                 WHERE phrase is IN for character 
               
               
                   
                   
                 type columns, BETWEEN for nun- 
               
               
                   
                   
                 null numeric columns, and = for 
               
               
                   
                   
                 null numeric columns. If the 
               
               
                   
                   
                 relationship code is LIKE then the 
               
               
                   
                   
                 relationship between the column 
               
               
                   
                   
                 name and its values is LIKE. If 
               
               
                   
                   
                 the relationship code is BOTH, 
               
               
                   
                   
                 then the user can choose either an 
               
               
                   
                   
                 equality or string search 
               
               
                   
                   
                 relationship. 
               
               
                   
                 Required Flag 
                 Column value required (Y = yes, 
               
               
                   
                   
                 N = no). The required flag denotes 
               
               
                   
                   
                 if the user must use this column to 
               
               
                   
                   
                 limit retrieval. This column helps 
               
               
                   
                   
                 prevent the user from constructing 
               
               
                   
                   
                 a report request that extracts every 
               
               
                   
                   
                 row from the database by forcing 
               
               
                   
                   
                 them to have a WHERE phrase on 
               
               
                   
                   
                 at least one column name. 
               
               
                   
                 Sequence Number 
                 Sort sequence number. The 
               
               
                   
                   
                 sequence number is a character 
               
               
                   
                   
                 column used to sort the column 
               
               
                   
                   
                 titles for display on the screen. 
               
               
                   
                   
                 The sequence number allows the 
               
               
                   
                   
                 system to display a list of column 
               
               
                   
                   
                 names in some other sort order 
               
               
                   
                   
                 besides alphabetically by column 
               
               
                   
                   
                 title. 
               
               
                   
                 Last Changed Date 
               
               
                   
                 Last Changed By 
               
               
                   
                 Timestamp 
               
               
                 Function 
                 Function Number 
                 User assigned identification 
               
               
                 Column Last 
                   
                 number. The function number is 
               
               
                 Used 
                   
                 the unique identification of a 
               
               
                   
                   
                 function of the system. Function 
               
               
                   
                   
                 numbers are assigned by 
               
               
                   
                   
                 programmers. For example, 
               
               
                   
                   
                 ERS110 could be a function 
               
               
                   
                   
                 number assigned to a performance 
               
               
                   
                   
                 report. Function numbers 000 to 
               
               
                   
                   
                 099 are utility functions, 100 to 
               
               
                   
                   
                 199 are performance or 
               
               
                   
                   
                 management reports, 200 to 299 
               
               
                   
                   
                 are operational reports, 300 to 399 
               
               
                   
                   
                 are audit reports, 400 to 499 are 
               
               
                   
                   
                 static table listings, 500 to 599 are 
               
               
                   
                   
                 user functions, 600 to 699 are 
               
               
                   
                   
                 interface functions, 700 to 799 are 
               
               
                   
                   
                 dynamic table update functions, 
               
               
                   
                   
                 800 to 899 are static table update 
               
               
                   
                   
                 functions, and 900 to 999 are 
               
               
                   
                   
                 administration functions. 
               
               
                   
                 Column Name 
                 SQL column name. The column 
               
               
                   
                   
                 name is the SQL table or view 
               
               
                   
                   
                 column name that will be used as 
               
               
                   
                   
                 part of a WHERE phrase to limit 
               
               
                   
                   
                 report retrieval. For example, 
               
               
                   
                   
                 DPT_NBR is the department 
               
               
                   
                   
                 number column name. 
               
               
                   
                 User Identification 
                 Logon user identification. The 
               
               
                   
                   
                 user identification is the SQL 
               
               
                   
                   
                 database name for the user. 
               
               
                   
                   
                 Normally, it is the user&#39;s first name 
               
               
                   
                   
                 initial and full last name. 
               
               
                   
                 Table Name 
                 SQL table name. The table name 
               
               
                   
                   
                 is the SQL table or view name that 
               
               
                   
                   
                 will be used as part of a WHERE 
               
               
                   
                   
                 phrase to limit report retrieval. 
               
               
                   
                 Column Value 
                 Column values last used. This text 
               
               
                   
                   
                 column stores the ‘right hand side’ 
               
               
                   
                   
                 of a SQL WHERE phrase. It 
               
               
                   
                   
                 contains the list of values desired 
               
               
                   
                   
                 for column when a specific report 
               
               
                   
                   
                 was last run by a given user. For 
               
               
                   
                   
                 example, if a user had requested a 
               
               
                   
                   
                 set of departments to appear on a 
               
               
                   
                   
                 report the last time it was run, then 
               
               
                   
                   
                 this column would contain that list 
               
               
                   
                   
                 of departments. 
               
               
                   
                 Operator Code 
                 Code to indicate exact value or list 
               
               
                   
                   
                 of values. Determines whether the 
               
               
                   
                   
                 user can enter a value or select 
               
               
                   
                   
                 from a list of values. 
               
               
                   
                 Last Changed Date 
               
               
                   
                 Last Changed By 
               
               
                   
                 Timestamp 
               
               
                 Function 
                 Table Name 
                 SQL table name. The table name 
               
               
                 Data 
                   
                 is the SQL table or view name that 
               
               
                 Window 
                   
                 will be used as part of a WHERE 
               
               
                   
                   
                 phrase to limit report retrieval. 
               
               
                   
                 Column Name 
                 SQL column name. The column 
               
               
                   
                   
                 name is the SQL table or view 
               
               
                   
                   
                 column name that will be used as 
               
               
                   
                   
                 part of a WHERE phrase to limit 
               
               
                   
                   
                 report retrieval. For example, 
               
               
                   
                   
                 DPT_NBR is the department 
               
               
                   
                   
                 number column name. 
               
               
                   
                 Data Window Name 
                 Data Window Used for selection of 
               
               
                   
                   
                 column for SQL table. 
               
               
                   
                 Last Changed Date 
               
               
                   
                 Last Changed By 
               
               
                   
                 Timestamp 
               
               
                 Function 
                 Function Number 
                 User assigned identification 
               
               
                 Sort 
                   
                 number. The function number is 
               
               
                   
                   
                 the unique identification of a 
               
               
                   
                   
                 function of the system. Function 
               
               
                   
                   
                 numbers are assigned by 
               
               
                   
                   
                 programmers. For example, 
               
               
                   
                   
                 ERS110 could be a function 
               
               
                   
                   
                 number assigned to a performance 
               
               
                   
                   
                 report. Function numbers 000 to 
               
               
                   
                   
                 099 are utility functions, 100 to 
               
               
                   
                   
                 199 are performance or 
               
               
                   
                   
                 management reports, 200 to 299 
               
               
                   
                   
                 are operational reports, 300 to 399 
               
               
                   
                   
                 are audit reports, 400 to 499 are 
               
               
                   
                   
                 static table listings, 500 to 599 are 
               
               
                   
                   
                 user functions, 600 to 699 are 
               
               
                   
                   
                 interface functions, 700 to 799 are 
               
               
                   
                   
                 dynamic table update functions, 
               
               
                   
                   
                 800 to 899 are static table update 
               
               
                   
                   
                 functions, and 900 to 999 are 
               
               
                   
                   
                 administration functions. 
               
               
                   
                 Order By 
                 SQL ORDER BY and/or GROUP 
               
               
                   
                   
                 BY. The order by column contains 
               
               
                   
                   
                 the SQL GROUP BY and/or 
               
               
                   
                   
                 ORDER BY phrase for the report 
               
               
                   
                   
                 request. 
               
               
                   
                 Data Window Name 
                 Power Builder Data Window 
               
               
                   
                   
                 name. The Data Window name is 
               
               
                   
                   
                 the name of the Power Builder 
               
               
                   
                   
                 Data Window name that should be 
               
               
                   
                   
                 displayed when a particular sort is 
               
               
                   
                   
                 requested by the user. Different 
               
               
                   
                   
                 Data Windows are used for 
               
               
                   
                   
                 different sorts because there may 
               
               
                   
                   
                 be different subtotaling on the 
               
               
                   
                   
                 same report depending upon how it 
               
               
                   
                   
                 is sorted. 
               
               
                   
                 Default Sort Flag 
                 Default sort (Y = yes, N = no). 
               
               
                   
                   
                 The default sort flag is a yes/no 
               
               
                   
                   
                 column denoting what sort will be 
               
               
                   
                   
                 applied to the report if the user 
               
               
                   
                   
                 does not select one. 
               
               
                   
                 Order By Title 
                 Title or long name of the sort. The 
               
               
                   
                   
                 order by title is what the user sees 
               
               
                   
                   
                 when selecting from a list of sort 
               
               
                   
                   
                 sequences to apply to a report. For 
               
               
                   
                   
                 example, the order by column 
               
               
                   
                   
                 value may be ORDER BY 
               
               
                   
                   
                 CO_NBR, DPT_NBR, 
               
               
                   
                   
                 CST_CTR_NBR. The order by 
               
               
                   
                   
                 title would be ‘By Company, 
               
               
                   
                   
                 Department, and Cost Center 
               
               
                   
                   
                 Numbers’. 
               
               
                   
                 Sequence Number 
                 Sort sequence number. The 
               
               
                   
                   
                 sequence number column is used 
               
               
                   
                   
                 to sort the order by titles in some 
               
               
                   
                   
                 other sequence other than 
               
               
                   
                   
                 alphabetically by order by title. 
               
               
                   
                 Last Changed Date 
               
               
                   
                 Last Changed By 
               
               
                   
                 Requires Stored 
                 Required stored procedure name. 
               
               
                   
                 Procedure 
                 The purpose of this column is to 
               
               
                   
                   
                 record the name of any stored 
               
               
                   
                   
                 procedure required to generate a 
               
               
                   
                   
                 report output. Some reports, 
               
               
                   
                   
                 because of their complexity, can 
               
               
                   
                   
                 not be created without the use of 
               
               
                   
                   
                 an SQL stored procedure. If a 
               
               
                   
                   
                 stored procedure is needed, its 
               
               
                   
                   
                 name would be found in this 
               
               
                   
                   
                 column. 
               
               
                   
                 Timestamp 
               
               
                 Function 
                 Function Number 
                 User assigned identification 
               
               
                 Sort Last 
                   
                 number. The function number is 
               
               
                 Used 
                   
                 the unique identification of a 
               
               
                   
                   
                 function of the system. Function 
               
               
                   
                   
                 numbers are assigned by 
               
               
                   
                   
                 programmers. For example, 
               
               
                   
                   
                 ERS110 could be a function 
               
               
                   
                   
                 number assigned to a performance 
               
               
                   
                   
                 report. Function numbers 000 to 
               
               
                   
                   
                 099 are utility functions, 100 to 
               
               
                   
                   
                 199 are performance or 
               
               
                   
                   
                 management reports, 200 to 299 
               
               
                   
                   
                 are operational reports, 300 to 399 
               
               
                   
                   
                 are audit reports, 400 to 499 are 
               
               
                   
                   
                 static table listings, 500 to 599 are 
               
               
                   
                   
                 user functions, 600 to 699 are 
               
               
                   
                   
                 interface functions, 700 to 799 are 
               
               
                   
                   
                 dynamic table update functions, 
               
               
                   
                   
                 800 to 899 are static table update 
               
               
                   
                   
                 functions, and 900 to 999 are 
               
               
                   
                   
                 administration functions. 
               
               
                   
                 Order By 
                 SQL ORDER BY and/or GROUP 
               
               
                   
                   
                 BY. The order by column contains 
               
               
                   
                   
                 the SQL GROUP BY and/or 
               
               
                   
                   
                 ORDER BY phrase for the report 
               
               
                   
                   
                 request. 
               
               
                   
                 User Identification 
                 Logon user identification. The 
               
               
                   
                   
                 user identification is the SQL 
               
               
                   
                   
                 database name for the user. 
               
               
                   
                   
                 Normally, it is the user&#39;s first name 
               
               
                   
                   
                 initial and full last name. 
               
               
                   
                 Last Changed Date 
               
               
                   
                 Last Changed By 
               
               
                   
                 Timestamp 
               
               
                 Function 
                 Function Subject Code 
                 User assigned identification code. 
               
               
                 Subject 
                   
                 The function subject code defines 
               
               
                   
                   
                 what area of interest, for the user, 
               
               
                   
                   
                 the function relates to. For 
               
               
                   
                   
                 example, MANAGEMENT = 
               
               
                   
                   
                 management performance reports. 
               
               
                   
                   
                 The function subject code uniquely 
               
               
                   
                   
                 identifies subjects. Function 
               
               
                   
                   
                 subjects, types, and titles are used 
               
               
                   
                   
                 to build menus. 
               
               
                   
                 Function Subject 
                 Long name, description or title for 
               
               
                   
                 Description 
                 code. The function subject 
               
               
                   
                   
                 description is the long name for 
               
               
                   
                   
                 the subject. For example 
               
               
                   
                   
                 management performance reports, 
               
               
                   
                   
                 operational reports, utility, user 
               
               
                   
                   
                 functions are all subject 
               
               
                   
                   
                 descriptions. 
               
               
                   
                 Last Changed Date 
               
               
                   
                 Last Changed By 
               
               
                   
                 Timestamp 
               
               
                 Function 
                 Function Type Code 
                 User assigned identification code. 
               
               
                 Type 
                   
                 The function type code is a way of 
               
               
                   
                   
                 grouping like functions together. 
               
               
                   
                   
                 For example R = report, U = 
               
               
                   
                   
                 update, M = menu, T = utility, 
               
               
                   
                   
                 I = interface are all function 
               
               
                   
                   
                 type codes. Function types, 
               
               
                   
                   
                 subject, and titles can be 
               
               
                   
                   
                 used to build menus. 
               
               
                   
                 Function Type 
                 Long name, description, or title for 
               
               
                   
                 Description 
                 code. The function type 
               
               
                   
                   
                 description is the meaning of the 
               
               
                   
                   
                 function type code. For example, 
               
               
                   
                   
                 report, update, menu, utility, and 
               
               
                   
                   
                 interface are all function type 
               
               
                   
                   
                 descriptions. 
               
               
                   
                 Last Changed Date 
               
               
                   
                 Last Changed By 
               
               
                   
                 Timestamp 
               
               
                 Function 
                 Usage Start Date 
                 Date/time function started being 
               
               
                 Usage 
                   
                 used. The usage start date is the 
               
               
                   
                   
                 date and time the update or report 
               
               
                   
                   
                 was activated. 
               
               
                   
                 Function Number 
                 User assigned identification 
               
               
                   
                   
                 number. The function number is 
               
               
                   
                   
                 the unique identification of a 
               
               
                   
                   
                 function of the system. Function 
               
               
                   
                   
                 numbers are assigned by 
               
               
                   
                   
                 programmers. For example, 
               
               
                   
                   
                 ERS110 could be a function 
               
               
                   
                   
                 number assigned to a performance 
               
               
                   
                   
                 report. Function numbers 000 to 
               
               
                   
                   
                 099 are utility functions, 100 to 
               
               
                   
                   
                 199 are performance or 
               
               
                   
                   
                 management reports, 200 to 299 
               
               
                   
                   
                 are operational reports, 300 to 399 
               
               
                   
                   
                 are audit reports, 400 to 499 are 
               
               
                   
                   
                 static table listings, 500 to 599 are 
               
               
                   
                   
                 user functions, 600 to 699 are 
               
               
                   
                   
                 interface functions, 700 to 799 are 
               
               
                   
                   
                 dynamic table update functions, 
               
               
                   
                   
                 800 to 899 are static table update 
               
               
                   
                   
                 functions, and 900 to 999 are 
               
               
                   
                   
                 administration functions. 
               
               
                   
                 User Identification 
                 Logon user identification. The 
               
               
                   
                   
                 user identification is the SQL 
               
               
                   
                   
                 database name for the user. 
               
               
                   
                   
                 Normally, it is the user&#39;s first name 
               
               
                   
                   
                 initial and full last name. 
               
               
                   
                 Rows Processed 
                 Quantity of rows retrieved or 
               
               
                   
                   
                 updated. The quantity of rows 
               
               
                   
                   
                 retrieved for a reporting function 
               
               
                   
                   
                 or the quantity of rows inserted, 
               
               
                   
                   
                 updated, or deleted for an update 
               
               
                   
                   
                 function. 
               
               
                   
                 Usage End Date 
                 Date/time function stopped being 
               
               
                   
                   
                 used. The usage end date is the 
               
               
                   
                   
                 date and time the function 
               
               
                   
                   
                 completed processing the rows. 
               
               
                   
                   
                 The difference between the usage 
               
               
                   
                   
                 start and end dates is the seconds 
               
               
                   
                   
                 required to retrieve the report rows 
               
               
                   
                   
                 or post the changes to the database 
               
               
                   
                   
                 for an update function. 
               
               
                   
                 Last Changed Date 
               
               
                   
                 Last Changed By 
               
               
                   
                 Timestamp 
               
               
                 Inventory 
                 Inventory 
                 System assigned identification 
               
               
                   
                 Identification 
                 number. The inventory 
               
               
                   
                   
                 identification is the unique 
               
               
                   
                   
                 identifier for a document. It is a 
               
               
                   
                   
                 system assigned integer, not user 
               
               
                   
                   
                 assigned. 
               
               
                   
                 Organization 
                 System assigned identification 
               
               
                   
                 Identification 
                 number. The organization 
               
               
                   
                   
                 identification is the unique 
               
               
                   
                   
                 identification for a company, 
               
               
                   
                   
                 department, or cost center. The 
               
               
                   
                   
                 integer value is system assigned, 
               
               
                   
                   
                 not user assigned. Organizations 
               
               
                   
                   
                 own users and classifications. 
               
               
                   
                 Author 
                 Document written-by user 
               
               
                   
                   
                 identification. Identification for 
               
               
                   
                   
                 writer of the document. It can be 
               
               
                   
                   
                 any value. 
               
               
                   
                 Class Identification 
                 System assigned identification 
               
               
                   
                   
                 number. The class identification is 
               
               
                   
                   
                 the unique identifier for the 
               
               
                   
                   
                 classification. This integer is a 
               
               
                   
                   
                 system assigned value, not user 
               
               
                   
                   
                 assigned. 
               
               
                   
                 Created By 
                 Logon user identification. The 
               
               
                   
                   
                 user identification is the SQL 
               
               
                   
                   
                 database name for the user. 
               
               
                   
                   
                 Normally, it is the user&#39;s first name 
               
               
                   
                   
                 initial and full last name. 
               
               
                   
                 Original File Name 
                 PC file name and extension. The 
               
               
                   
                   
                 name of the computer file from 
               
               
                   
                   
                 which the inventory item 
               
               
                   
                   
                 originated. 
               
               
                   
                 Inventory Label Line 1 
                 First line of label. The inventory 
               
               
                   
                   
                 label consists of three columns that 
               
               
                   
                   
                 appear on the label for the 
               
               
                   
                   
                 document, file folder, or box. The 
               
               
                   
                   
                 first label line typically contains a 
               
               
                   
                   
                 name. For example, vendor name, 
               
               
                   
                   
                 customer name, person name, etc. 
               
               
                   
                   
                 for the document. 
               
               
                   
                 Inventory Label Line 2 
                 Second line of label. The 
               
               
                   
                   
                 inventory label consists of three 
               
               
                   
                   
                 columns that appear on the label 
               
               
                   
                   
                 for the document, file folder, or 
               
               
                   
                   
                 box. The second label line 
               
               
                   
                   
                 typically contains a geography. 
               
               
                   
                 Inventory Label Line 3 
                 Third line of label. The inventory 
               
               
                   
                   
                 label consists of three columns that 
               
               
                   
                   
                 appear on the label for the 
               
               
                   
                   
                 document, file folder, or box. The 
               
               
                   
                   
                 third label line typically contains 
               
               
                   
                   
                 numbers or dates. For example, 
               
               
                   
                   
                 part numbers, purchase order 
               
               
                   
                   
                 numbers, contract numbers, 
               
               
                   
                   
                 employee numbers, etc. 
               
               
                   
                 Location Identification 
                 System assigned identification 
               
               
                   
                   
                 number. The location 
               
               
                   
                   
                 identification is the unique 
               
               
                   
                   
                 identifier for a shelf or drawer 
               
               
                   
                   
                 within an aisle or file cabinet in a 
               
               
                   
                   
                 storage area. It is a system 
               
               
                   
                   
                 assigned integer, not user assigned. 
               
               
                   
                 Media Type Code 
                 User assigned identification code 
               
               
                   
                   
                 for media type. The media type 
               
               
                   
                   
                 code defines what form the 
               
               
                   
                   
                 inventory item is stored in. For 
               
               
                   
                   
                 example, DISK = hard disk, 
               
               
                   
                   
                 FLOPPY = floppy disk, CD = CD 
               
               
                   
                   
                 ROM, TAPE = magnetic table, 
               
               
                   
                   
                 FICH = microfich, 
               
               
                   
                   
                 PAPER = hardcopy. 
               
               
                   
                 Record Type Code 
                 User assigned identification code. 
               
               
                   
                   
                 The record type code defines 
               
               
                   
                   
                 importance to a classification. For 
               
               
                   
                   
                 example, I = informational and 
               
               
                   
                   
                 O = official record types. 
               
               
                   
                   
                 Inventory items assigned a 
               
               
                   
                   
                 classification having an official 
               
               
                   
                   
                 record type can only be deleted by 
               
               
                   
                   
                 a Department Coordinator. 
               
               
                   
                 Storage Date 
                 Date entered into the Electronic 
               
               
                   
                   
                 Records System. The storage date 
               
               
                   
                   
                 is the date and time the inventory 
               
               
                   
                   
                 item was placed into the system. 
               
               
                   
                 Series Code 
                 Code to flag special documents. A 
               
               
                   
                   
                 10 character code applied by the 
               
               
                   
                   
                 user to help flag documents that 
               
               
                   
                   
                 are special to them. 
               
               
                   
                 System Entry Date 
                 Date Inventory was entered into 
               
               
                   
                   
                 the system. It can never be 
               
               
                   
                   
                 changed. 
               
               
                   
                 Last Changed Date 
               
               
                   
                 Last Changed By 
               
               
                   
                 Timestamp 
               
               
                 Inventory 
                 Inventory 
                 System assigned identification 
               
               
                 Abstract 
                 Identification 
                 number. The inventory 
               
               
                   
                   
                 identification is the unique 
               
               
                   
                   
                 identifier for a document. It is a 
               
               
                   
                   
                 system assigned integer, not user 
               
               
                   
                   
                 assigned. 
               
               
                   
                 Abstract 
                 Long description of inventory 
               
               
                   
                   
                 item. The abstract column 
               
               
                   
                   
                 contains a long textual description 
               
               
                   
                   
                 of the inventory item. 
               
               
                   
                 Center Retention 
                 Quantity of months in offsite 
               
               
                   
                 Months 
                 storage. The center retention 
               
               
                   
                   
                 months is the quantity of months 
               
               
                   
                   
                 an inventory item is held in a 
               
               
                   
                   
                 records center or off site storage 
               
               
                   
                   
                 facility. The office retention plus 
               
               
                   
                   
                 the center retention months equals 
               
               
                   
                   
                 the total retention period for a 
               
               
                   
                   
                 classification. 
               
               
                   
                 Office Retention 
                 Quantity of months stored on site. 
               
               
                   
                 Months 
                 The office retention months is the 
               
               
                   
                   
                 quantity of months an inventory 
               
               
                   
                   
                 item is held in an office storage 
               
               
                   
                   
                 area before it is moved to a long 
               
               
                   
                   
                 term, off site storage facility. The 
               
               
                   
                   
                 office retention plus the center 
               
               
                   
                   
                 retention months equals the total 
               
               
                   
                   
                 retention period for a 
               
               
                   
                   
                 classification. 
               
               
                   
                 Last Changed Date 
               
               
                   
                 Last Changed By 
               
               
                   
                 Timestamp 
               
               
                 Inventory 
                 Inventory 
                 System assigned identification 
               
               
                 Request 
                 Identification 
                 number. The inventory 
               
               
                   
                   
                 identification is the unique 
               
               
                   
                   
                 identifier for a document. It is a 
               
               
                   
                   
                 system assigned integer, not user 
               
               
                   
                   
                 assigned. 
               
               
                   
                 User Identification 
                 Logon user identification. The 
               
               
                   
                   
                 user identification is the SQL 
               
               
                   
                   
                 database name for the user. 
               
               
                   
                   
                 Normally, it is the user&#39;s first name 
               
               
                   
                   
                 initial and full last name. 
               
               
                   
                 Request Type Code 
                 User assigned identification code. 
               
               
                   
                   
                 The request type code is a user 
               
               
                   
                   
                 created code to define what needs 
               
               
                   
                   
                 to be done to an inventory item. 
               
               
                   
                   
                 Request type codes are M = 
               
               
                   
                   
                 Change Media, R = Retrieve from 
               
               
                   
                   
                 storage facility, S = sent to storage 
               
               
                   
                   
                 facility, T = Retire inventory item. 
               
               
                   
                 Location Identification 
                 System assigned identification 
               
               
                   
                   
                 number. The location 
               
               
                   
                   
                 identification is the unique 
               
               
                   
                   
                 identifier for a shelf or drawer 
               
               
                   
                   
                 within an aisle or file cabinet in a 
               
               
                   
                   
                 storage area. It is a system 
               
               
                   
                   
                 assigned integer, not user assigned. 
               
               
                   
                 Media Type Requested 
                 User assigned identification code 
               
               
                   
                   
                 for media type. The media type 
               
               
                   
                   
                 code defines what form the 
               
               
                   
                   
                 inventory item is stored in. For 
               
               
                   
                   
                 example, DISK = hard disk, 
               
               
                   
                   
                 FLOPPY = floppy disk, CD = CD 
               
               
                   
                   
                 ROM, TAPE = magnetic table, 
               
               
                   
                   
                 FICH = microfich, 
               
               
                   
                   
                 PAPER = hardcopy. 
               
               
                   
                 Request Date 
                 Date inventory request was 
               
               
                   
                   
                 created. The request date is the 
               
               
                   
                   
                 date and time a user has requested 
               
               
                   
                   
                 and inventory item be moved from 
               
               
                   
                   
                 one media to another. 
               
               
                   
                 Last Changed Date 
               
               
                   
                 Last Changed By 
               
               
                   
                 Timestamp 
               
               
                 Inventory 
                 Class Identification 
                 System assigned identification 
               
               
                 Statistics 
                   
                 number. The class identification is 
               
               
                   
                   
                 the unique identifier for the 
               
               
                   
                   
                 classification. This integer is a 
               
               
                   
                   
                 system assigned value, not user 
               
               
                   
                   
                 assigned. 
               
               
                   
                 Location Identification 
                 System assigned identification 
               
               
                   
                   
                 number. The location 
               
               
                   
                   
                 identification is the unique 
               
               
                   
                   
                 identifier for a shelf or drawer 
               
               
                   
                   
                 within an aisle or file cabinet in a 
               
               
                   
                   
                 storage area. It is a system 
               
               
                   
                   
                 assigned integer, not user assigned. 
               
               
                   
                 Record Type Code 
                 User assigned identification code. 
               
               
                   
                   
                 The record type code defines 
               
               
                   
                   
                 importance to a classification. For 
               
               
                   
                   
                 example, I = informational and 
               
               
                   
                   
                 O = official record types. 
               
               
                   
                   
                 Inventory items assigned a 
               
               
                   
                   
                 classification having an official 
               
               
                   
                   
                 record type can only be deleted by 
               
               
                   
                   
                 a Department Coordinator. 
               
               
                   
                 Collection Date 
                 Date statistics were collected. The 
               
               
                   
                   
                 date the count of inventory items 
               
               
                   
                   
                 was collected. The quantity of 
               
               
                   
                   
                 inventory items by class and 
               
               
                   
                   
                 record type will be collected once 
               
               
                   
                   
                 a month or once a quarter. 
               
               
                   
                 Inventory Quantity 
                 Quantity of inventory items found. 
               
               
                   
                   
                 The inventory quantity contains 
               
               
                   
                   
                 the number of inventory items 
               
               
                   
                   
                 found for a class and record type at 
               
               
                   
                   
                 a given point in time. 
               
               
                   
                 Last Changed Date 
               
               
                   
                 Last Changed By 
               
               
                   
                 Timestamp 
               
               
                 Location 
                 Location Identification 
                 System assigned identification 
               
               
                   
                   
                 number. The location 
               
               
                   
                   
                 identification is the unique 
               
               
                   
                   
                 identifier for a shelf or drawer 
               
               
                   
                   
                 within an aisle or file cabinet in a 
               
               
                   
                   
                 storage area. It is a system 
               
               
                   
                   
                 assigned integer, not user assigned. 
               
               
                   
                 Location Description 
                 Long name, description, or title. 
               
               
                   
                   
                 The location description is the 
               
               
                   
                   
                 meaning of a location number. For 
               
               
                   
                   
                 example, ‘Third drawer down’ or 
               
               
                   
                   
                 ‘Fourth shelf up’ are location 
               
               
                   
                   
                 descriptions. 
               
               
                   
                 Location Number 
                 User assigned identification 
               
               
                   
                   
                 number. The location number is 
               
               
                   
                   
                 the user assigned identifier for a 
               
               
                   
                   
                 file cabinet drawer or shelf. 
               
               
                   
                 Location Type Code 
                 User assigned identification code 
               
               
                   
                   
                 for location type. The location 
               
               
                   
                   
                 type code is a user assigned code 
               
               
                   
                   
                 for the type of document storage 
               
               
                   
                   
                 facility. For example, 
               
               
                   
                   
                 BL = Building, FA = File area, 
               
               
                   
                   
                 PR = Property, SH = Shelf, 
               
               
                   
                   
                 AI = Aisle. 
               
               
                   
                 Parent Location 
                 Parent or owner of location. The 
               
               
                   
                 Identification 
                 parent location identification is the 
               
               
                   
                   
                 unique identifier for building or 
               
               
                   
                   
                 file area that owns the location. 
               
               
                   
                 Last Changed Date 
               
               
                   
                 Last Changed By 
               
               
                   
                 Timestamp 
               
               
                 Location 
                 Location Type Code 
                 User assigned identification code 
               
               
                 Type 
                   
                 for location type. The location 
               
               
                   
                   
                 type code is a user assigned code 
               
               
                   
                   
                 for the type of document storage 
               
               
                   
                   
                 facility. For example, 
               
               
                   
                   
                 BL = Building, FA = File area, 
               
               
                   
                   
                 PR = Property, SH = Shelf, 
               
               
                   
                   
                 AI = Aisle. 
               
               
                   
                 Archive Facility Flag 
                 Archive facility (offsite storage) 
               
               
                   
                   
                 Y/N flag. The archive facility flag 
               
               
                   
                   
                 is a yes/no column used to define 
               
               
                   
                   
                 if the location is found in an 
               
               
                   
                   
                 archive facility. An archive 
               
               
                   
                   
                 facility would be an offsite 
               
               
                   
                   
                 warehouse, for example. 
               
               
                   
                 Location Type 
                 Long name or title of location 
               
               
                   
                 Description 
                 type. The location description is 
               
               
                   
                   
                 the meaning of the location type 
               
               
                   
                   
                 code. 
               
               
                   
                 Level Number 
                 Location hierarchy level number. 
               
               
                   
                   
                 The level number defines what 
               
               
                   
                   
                 level of the location hierarchy this 
               
               
                   
                   
                 location can be found. Level one 
               
               
                   
                   
                 is the top level of the hierarchy and 
               
               
                   
                   
                 level number five is the bottom. 
               
               
                   
                 Last Changed Date 
               
               
                   
                 Last Changed By 
               
               
                   
                 Timestamp 
               
               
                 Media Type 
                 Media Type Code 
                 User assigned identification code 
               
               
                   
                   
                 for media type. The media type 
               
               
                   
                   
                 code defines what form the 
               
               
                   
                   
                 inventory item is stored in. For 
               
               
                   
                   
                 example, DISK = hard disk, 
               
               
                   
                   
                 FLOPPY = floppy disk, CD = CD 
               
               
                   
                   
                 ROM, TAPE = magnetic table, 
               
               
                   
                   
                 FICH = microfich, 
               
               
                   
                   
                 PAPER = hardcopy. 
               
               
                   
                 Media Type 
                 Long name description, or title. 
               
               
                   
                 Description 
                 The media type description adds 
               
               
                   
                   
                 meaning to the media type code. 
               
               
                   
                   
                 For example, ‘Hardcopy’ and 
               
               
                   
                   
                 ‘Magnetic Tape’ are media type 
               
               
                   
                   
                 descriptions. 
               
               
                   
                 ERS Express 
                 File name required yes/no. The 
               
               
                   
                 Access Flag 
                 purpose of this column is to record 
               
               
                   
                   
                 whether a document being entered 
               
               
                   
                   
                 for a given media type should have 
               
               
                   
                   
                 a file name entered also. For 
               
               
                   
                   
                 example, if a document is entered 
               
               
                   
                   
                 into the system that has a media 
               
               
                   
                   
                 type of ‘hard disk’, and the file 
               
               
                   
                   
                 name required flag is set to ‘yes’, 
               
               
                   
                   
                 then the system will prompt the 
               
               
                   
                   
                 user to input a file name for the 
               
               
                   
                   
                 document. If the file name 
               
               
                   
                   
                 required flag is set to ‘no’ then the 
               
               
                   
                   
                 system will not prompt the user for 
               
               
                   
                   
                 a file name when they input 
               
               
                   
                   
                 information about a document. 
               
               
                   
                 Last Changed Date 
               
               
                   
                 Last Changed By 
               
               
                   
                 Timestamp 
               
               
                 Object 
                 Object Name 
                 Name of database object (table or 
               
               
                 Identification 
                   
                 view). The object name is the 
               
               
                   
                   
                 SQL database name for a table or 
               
               
                   
                   
                 view. 
               
               
                   
                 Identification 
                 Last system assigned identification 
               
               
                   
                   
                 number. The identification 
               
               
                   
                   
                 column contains the last or highest 
               
               
                   
                   
                 integer value assigned to the 
               
               
                   
                   
                 identification column in the table. 
               
               
                   
                   
                 For example, if the table name was 
               
               
                   
                   
                 tbl_dpt and the identification 
               
               
                   
                   
                 column contains 145, then the 
               
               
                   
                   
                 highest identification number 
               
               
                   
                   
                 assigned thus far to departments is 
               
               
                   
                   
                 145. 
               
               
                   
                 Last Changed Date 
               
               
                   
                 Last Changed By 
               
               
                   
                 Timestamp 
               
               
                   
                 Filler 1 
                 This is a character field of 255 
               
               
                   
                   
                 bytes used to pad one row in the 
               
               
                   
                   
                 identification table out to one page 
               
               
                   
                   
                 long. This technique is use 
               
               
                   
                   
                 because SQL Server only has page 
               
               
                   
                   
                 locking, not row locking. 
               
               
                   
                 Filler 2 
                 This is a character field of 255 
               
               
                   
                   
                 bytes used to pad one row in the 
               
               
                   
                   
                 identification table out to one page 
               
               
                   
                   
                 long. This technique is use 
               
               
                   
                   
                 because SQL Server only has page 
               
               
                   
                   
                 locking, not row locking. 
               
               
                   
                 Filler 3 
                 This is a character field of 255 
               
               
                   
                   
                 bytes used to pad one row in the 
               
               
                   
                   
                 identification table out to one page 
               
               
                   
                   
                 long. This technique is use 
               
               
                   
                   
                 because SQL Server only has page 
               
               
                   
                   
                 locking, not row locking. 
               
               
                   
                 Filler 4 
                 This is a character field of 255 
               
               
                   
                   
                 bytes used to pad one row in the 
               
               
                   
                   
                 identification table out to one page 
               
               
                   
                   
                 long. This technique is use 
               
               
                   
                   
                 because SQL Server only has page 
               
               
                   
                   
                 locking, not row locking. 
               
               
                   
                 Filler 5 
                 This is a character field of 255 
               
               
                   
                   
                 bytes used to pad one row in the 
               
               
                   
                   
                 identification table out to one page 
               
               
                   
                   
                 long. This technique is use 
               
               
                   
                   
                 because SQL Server only has page 
               
               
                   
                   
                 locking, not row locking. 
               
               
                   
                 Filler 6 
                 This is a character field of 255 
               
               
                   
                   
                 bytes used to pad one row in the 
               
               
                   
                   
                 identification table out to one page 
               
               
                   
                   
                 long. This technique is use 
               
               
                   
                   
                 because SQL Server only has page 
               
               
                   
                   
                 locking, not row locking. 
               
               
                   
                 Filler 7 
                 This is a character field of 255 
               
               
                   
                   
                 bytes used to pad one row in the 
               
               
                   
                   
                 identification table out to one page 
               
               
                   
                   
                 long. This technique is use 
               
               
                   
                   
                 because SQL Server only has page 
               
               
                   
                   
                 locking, not row locking. 
               
               
                   
                 Filler 8 
                 This is a character field of 151 
               
               
                   
                   
                 bytes used to pad one row in the 
               
               
                   
                   
                 identification table out to one page 
               
               
                   
                   
                 long. This technique is use 
               
               
                   
                   
                 because SQL Server only has page 
               
               
                   
                   
                 locking, not row locking. 
               
               
                 Organization 
                 Organization 
                 System assigned identification 
               
               
                   
                 Identification 
                 number. The organization 
               
               
                   
                   
                 identification is the unique 
               
               
                   
                   
                 identification for a company, 
               
               
                   
                   
                 department, or cost center. The 
               
               
                   
                   
                 integer value is system assigned, 
               
               
                   
                   
                 not user assigned. Organizations 
               
               
                   
                   
                 own users and classifications. 
               
               
                   
                 Organization Code 
                 User assigned identification code. 
               
               
                   
                   
                 The organization code is a user 
               
               
                   
                   
                 assigned identification for a 
               
               
                   
                   
                 company, department, or cost 
               
               
                   
                   
                 center. 
               
               
                   
                 Organization Name 
                 Long name, description, or title. 
               
               
                   
                   
                 The organization name is the 
               
               
                   
                   
                 meaning for the organization code. 
               
               
                   
                   
                 For example, ‘Account Payable’, 
               
               
                   
                   
                 ‘Payroll’, ‘Inside Sales’ are all 
               
               
                   
                   
                 organization names for cost 
               
               
                   
                   
                 centers. 
               
               
                   
                 Organization 
                 User assigned organization type 
               
               
                   
                 Type Code 
                 code. The organization type code 
               
               
                   
                   
                 defines if an organization is a 
               
               
                   
                   
                 company, department, or cost 
               
               
                   
                   
                 center. 
               
               
                   
                 Parent Organization 
                 Parent owner for organization. 
               
               
                   
                 Identification 
                 The parent organization 
               
               
                   
                   
                 identification is the unique 
               
               
                   
                   
                 identification for a company, or 
               
               
                   
                   
                 department that owns the 
               
               
                   
                   
                 organization. 
               
               
                   
                 Last Changed Date 
               
               
                   
                 Last Changed By 
               
               
                   
                 Timestamp 
               
               
                 Organization 
                 Organization 
                 User assigned organization type 
               
               
                 Type 
                 Type Code 
                 code. The organization type code 
               
               
                   
                   
                 defines if an organization is a 
               
               
                   
                   
                 company, department, or cost 
               
               
                   
                   
                 center. 
               
               
                   
                 Organization Type 
                 Long name, description, or title. 
               
               
                   
                 Description 
                 The organization type description 
               
               
                   
                   
                 is the meaning of the organization 
               
               
                   
                   
                 type code. 
               
               
                   
                 Level Number 
                 Organization hierarchy level 
               
               
                   
                   
                 number. The level number defines 
               
               
                   
                   
                 at what level of the organization 
               
               
                   
                   
                 hierarchy this organization 
               
               
                   
                   
                 (company, department, or cost 
               
               
                   
                   
                 center) can be found. Level 
               
               
                   
                   
                 number one is the top of the 
               
               
                   
                   
                 hierarchy and level number five is 
               
               
                   
                   
                 the bottom. 
               
               
                   
                 Last Changed Date 
               
               
                   
                 Last Changed By 
               
               
                   
                 Timestamp 
               
               
                 Record Type 
                 Record Type Code 
                 User assigned identification code. 
               
               
                   
                   
                 The record type code defines 
               
               
                   
                   
                 importance to a classification. For 
               
               
                   
                   
                 example, I = informational and 
               
               
                   
                   
                 O = official record types. 
               
               
                   
                   
                 Inventory items assigned a 
               
               
                   
                   
                 classification having an official 
               
               
                   
                   
                 record type can only be deleted by 
               
               
                   
                   
                 a Department Coordinator. 
               
               
                   
                 Record Type 
                 Long name, description, or title. 
               
               
                   
                 Description 
                 The record type description adds 
               
               
                   
                   
                 meaning to the record type code. 
               
               
                   
                 Record Type 
                 Office policy for record type. The 
               
               
                   
                 Procedure 
                 record type procedure states the 
               
               
                   
                   
                 office policy associated with the 
               
               
                   
                   
                 record type. For example, 
               
               
                   
                   
                 ‘Inventory items assigned a 
               
               
                   
                   
                 classification having an official 
               
               
                   
                   
                 record type can only be deleted by 
               
               
                   
                   
                 a Department Coordinator’. 
               
               
                   
                 Last Changed Date 
               
               
                   
                 Last Changed By 
               
               
                   
                 Timestamp 
               
               
                 Request 
                 Request Type Code 
                 User assigned identification code. 
               
               
                 Type 
                   
                 The request type code is a user 
               
               
                   
                   
                 created code to define what needs 
               
               
                   
                   
                 to be done to an inventory item. 
               
               
                   
                   
                 Request type codes are M = 
               
               
                   
                   
                 Change Media, R = Retrieve from 
               
               
                   
                   
                 storage facility, S = sent to storage 
               
               
                   
                   
                 facility, T = Retire inventory item. 
               
               
                   
                 Request Type 
                 Long name, description, or title. 
               
               
                   
                 Description 
                 The request type description 
               
               
                   
                   
                 defines the meaning for the request 
               
               
                   
                   
                 type code. 
               
               
                   
                 Last Changed Date 
               
               
                   
                 Last Changed By 
               
               
                   
                 Timestamp 
               
               
                 Retention 
                 Retention Reference 
                 User assigned identification 
               
               
                 Reference 
                   
                 number. The retention reference 
               
               
                   
                   
                 column is used to store the 
               
               
                   
                   
                 identification number for the 
               
               
                   
                   
                 reference document or law 
               
               
                   
                   
                 governing a set of classes and their 
               
               
                   
                   
                 retention periods. For example, 
               
               
                   
                   
                 ‘26 CFR 1.6001.1’ is a document 
               
               
                   
                   
                 defining how checks ought to 
               
               
                   
                   
                 stored. 
               
               
                   
                 Abstract 
                 Long description of reference. 
               
               
                   
                   
                 The abstract column contains a 
               
               
                   
                   
                 paragraph about the reference. 
               
               
                   
                   
                 This paragraph states the policy for 
               
               
                   
                   
                 storing a type of document. 
               
               
                   
                 Last Changed Date 
               
               
                   
                 Last Changed By 
               
               
                   
                 Timestamp 
               
               
                 Retention 
                 Retention Start Code 
                 User assigned identification code. 
               
               
                 Start 
                   
                 The retention start code defines 
               
               
                   
                   
                 when the retention period of the 
               
               
                   
                   
                 document starts. The quantity of 
               
               
                   
                   
                 months an inventory item is held 
               
               
                   
                   
                 may start when the document first 
               
               
                   
                   
                 created, or it may start when the 
               
               
                   
                   
                 document is moved to an off site 
               
               
                   
                   
                 storage facility. 
               
               
                   
                 Retention Start 
                 Long name, description, or title. 
               
               
                   
                 Description 
                 The retention start description adds 
               
               
                   
                   
                 meaning to the retention start code. 
               
               
                   
                   
                 It is the office policy stating when 
               
               
                   
                   
                 the retention period begins for a 
               
               
                   
                   
                 document. 
               
               
                   
                 Last Changed Date 
               
               
                   
                 Last Changed By 
               
               
                   
                 Timestamp 
               
               
                 Sensitivity 
                 Sensitivity Code 
                 User assigned identification code. 
               
               
                   
                   
                 The sensitivity code defines the 
               
               
                   
                   
                 security associated with a 
               
               
                   
                   
                 classification. For example, 
               
               
                   
                   
                 TS = top secrete and 
               
               
                   
                   
                 CO = confidential are sensitivity 
               
               
                   
                   
                 codes. 
               
               
                   
                 Sensitivity Description 
                 Long name, description, or title. 
               
               
                   
                   
                 The sensitivity description adds 
               
               
                   
                   
                 meaning to the sensitivity code. 
               
               
                   
                 Last Changed Date 
               
               
                   
                 Last Changed By 
               
               
                   
                 Timestamp 
               
               
                 Synonym 
                 Synonym 
                 System assigned identification 
               
               
                   
                 Identification 
                 number. The synonym 
               
               
                   
                   
                 identification is the unique 
               
               
                   
                   
                 identifier for the synonym. This 
               
               
                   
                   
                 integer is a system assigned value, 
               
               
                   
                   
                 not user assigned. 
               
               
                   
                 Synonym Name 
                 Name of synonym. The synonym 
               
               
                   
                   
                 name is the name of the synonym. 
               
               
                   
                   
                 Synonyms are alternate means to 
               
               
                   
                   
                 refer to a classification. Synonyms 
               
               
                   
                   
                 can be class codes, class names, or 
               
               
                   
                   
                 any value the user wishes. 
               
               
                   
                 User Identification 
                 Logon user identification. The 
               
               
                   
                   
                 user identification is the SQL 
               
               
                   
                   
                 database name for the user. 
               
               
                   
                   
                 Normally, it is the user&#39;s first name 
               
               
                   
                   
                 initial and full last name. 
               
               
                   
                 Class Identification 
                 System assigned identification 
               
               
                   
                   
                 number. The class identification is 
               
               
                   
                   
                 the unique identifier for the 
               
               
                   
                   
                 classification. This integer is a 
               
               
                   
                   
                 system assigned value, not user 
               
               
                   
                   
                 assigned. 
               
               
                   
                 Keyword Flag 
                 Corporate keyword (Y = yes, 
               
               
                   
                   
                 N = no). The keyword flag denotes 
               
               
                   
                   
                 if this synonym is a Corporate 
               
               
                   
                   
                 synonym. All synonyms have to 
               
               
                   
                   
                 be related to a Corporate keyword. 
               
               
                   
                 Last Changed Date 
               
               
                   
                 Last Changed By 
               
               
                   
                 Timestamp 
               
               
                 User 
                 User Identification 
                 Logon user identification. The 
               
               
                   
                   
                 user identification is the SQL 
               
               
                   
                   
                 database name for the user. 
               
               
                   
                   
                 Normally, it is the user&#39;s first name 
               
               
                   
                   
                 initial and full last name. 
               
               
                   
                 Default Location 
                 System assigned identification 
               
               
                   
                 Identification 
                 number. The location 
               
               
                   
                   
                 identification is the unique 
               
               
                   
                   
                 identifier for a shelf or drawer 
               
               
                   
                   
                 within an aisle or file cabinet in a 
               
               
                   
                   
                 storage area. It is a system 
               
               
                   
                   
                 assigned integer, not user assigned. 
               
               
                   
               
             
          
         
       
     
     Logical View 
     FIG. 13 is a logical view of the database. It shows all the entities or tables and their attributes or columns. The purpose of this diagram is to provide a more detailed picture of the database and its contents. 
     Standard Abbreviations 
     The following lists the standard abbreviations for database object and column names. Several of these abbreviations will be merged together to derive a name. For example, the user tables will be named ‘tbl_usr’. The user&#39;s last name column will be called ‘lst_nme’. 
     
       
         
               
               
               
             
           
               
                   
                   
               
             
             
               
                   
                 abs 
                 abstract 
               
               
                   
                 acc 
                 access 
               
               
                   
                 adr 
                 address 
               
               
                   
                 ctr 
                 center 
               
               
                   
                 chg 
                 change 
               
               
                   
                 cd 
                 code 
               
               
                   
                 cst 
                 cost 
               
               
                   
                 cls 
                 class 
               
               
                   
                 col 
                 column 
               
               
                   
                 cre 
                 created 
               
               
                   
                 d 
                 Data Window object 
               
               
                   
                 db 
                 database 
               
               
                   
                 dw 
                 Data Window control 
               
               
                   
                 def 
                 default 
               
               
                   
                 dsc 
                 description 
               
               
                   
                 dir 
                 directory 
               
               
                   
                 dte 
                 date 
               
               
                   
                 dur 
                 duration 
               
               
                   
                 end 
                 end 
               
               
                   
                 flg 
                 flag 
               
               
                   
                 fst 
                 first 
               
               
                   
                 fcn 
                 function 
               
               
                   
                 grp 
                 group 
               
               
                   
                 hst 
                 history 
               
               
                   
                 idn 
                 identification 
               
               
                   
                 inv 
                 inventory 
               
               
                   
                 key 
                 key 
               
               
                   
                 lst 
                 last 
               
               
                   
                 loc 
                 location 
               
               
                   
                 log 
                 logon 
               
               
                   
                 mail 
                 mail 
               
               
                   
                 med 
                 media 
               
               
                   
                 mth 
                 month 
               
               
                   
                 nbr 
                 number 
               
               
                   
                 nme 
                 name 
               
               
                   
                 off 
                 office 
               
               
                   
                 obj 
                 object 
               
               
                   
                 ord 
                 order 
               
               
                   
                 org 
                 organization 
               
               
                   
                 out 
                 output 
               
               
                   
                 par 
                 parent 
               
               
                   
                 phn 
                 phone 
               
               
                   
                 psw 
                 password 
               
               
                   
                 pro 
                 procedure 
               
               
                   
                 pcs 
                 processed 
               
               
                   
                 pps 
                 purpose 
               
               
                   
                 rec 
                 record 
               
               
                   
                 rel 
                 relationship 
               
               
                   
                 rqs 
                 request 
               
               
                   
                 rqr 
                 require 
               
               
                   
                 ret 
                 retention 
               
               
                   
                 row 
                 rows 
               
               
                   
                 snt 
                 sensitivity 
               
               
                   
                 seq 
                 sequence 
               
               
                   
                 srt 
                 sort 
               
               
                   
                 str 
                 start 
               
               
                   
                 sts 
                 status 
               
               
                   
                 sto 
                 storage 
               
               
                   
                 stp 
                 stop 
               
               
                   
                 sub 
                 subject 
               
               
                   
                 syn 
                 synonym 
               
               
                   
                 tbl 
                 table 
               
               
                   
                 tm 
                 time 
               
               
                   
                 tle 
                 title 
               
               
                   
                 trg 
                 trigger 
               
               
                   
                 typ 
                 type 
               
               
                   
                 udt 
                 user defined datatype 
               
               
                   
                 usg 
                 usage 
               
               
                   
                 usp 
                 user stored procedure 
               
               
                   
                 usr 
                 user 
               
               
                   
                 vtl 
                 vital 
               
               
                   
                 vw 
                 view 
               
               
                   
                 vwb 
                 base view 
               
               
                   
                 w 
                 window 
               
               
                   
                 wrd 
                 word 
               
               
                   
                   
               
             
          
         
       
     
     Triggers 
     Triggers are business rules embedded in the database. These rules are activated every time a row is added, changed, or delete for a table. They can be used insure referential integrity, enforce security, and/or calculate values for columns. The triggers defined for this system are described below by table. Note, that referential integrity triggers are not listed. They are too numerous to display, but will be part of the application. 
     Class Table 
     Insert Trigger—Two rows should be added to the synonym table. The values for the synonym table are as follows: 
     
       
         
               
               
               
             
           
               
                   
                   
               
             
             
               
                   
                 Row 1 
                   
               
               
                   
                 Synonym Name 
                 The class code 
               
               
                   
                 User Identification 
                 ‘SA’ 
               
               
                   
                 Parent Synonym Name 
                 The class code of the parent classification 
               
               
                   
                 Keyword Flag 
                 ‘Y’ 
               
               
                   
                 Row 2 
               
               
                   
                 Synonym Name 
                 The classification title 
               
               
                   
                 User Identification 
                 ‘SA’ 
               
               
                   
                 Parent Synonym Name 
                 The class code 
               
               
                   
                 Keyword Flag 
                 ‘N’ 
               
               
                   
                   
               
             
          
         
       
     
     When inserting a row into the class table, add two rows to the class synonym table. The values for the class synonym table should be the following: 
     
       
         
               
               
               
             
           
               
                   
                   
               
             
             
               
                   
                 Row 1 
                   
               
               
                   
                 Synonym Name 
                 The class code 
               
               
                   
                 User Identification 
                 ‘SA’ 
               
               
                   
                 Class Identification 
                 The class identification 
               
               
                   
                 Row 2 
               
               
                   
                 Synonym Name 
                 The class title 
               
               
                   
                 User Identification 
                 ‘SA’ 
               
               
                   
                 Class Identification 
                 The class identification 
               
               
                   
                   
               
             
          
         
       
     
     Update Trigger—See if the class code is being changed. If it is, then update the synonym name in the synonym table and the synonym name in the class synonym table. 
     When updating a row in the class table, see if the class title is being changed. If it is, then update the synonym name in the synonym table and the synonym name in the class synonym table. 
     When updating a row in the class table, see if the parent classification identification is being changed. If it is, then update the parent synonym name in the synonym table. 
     Delete Trigger—Delete the corresponding rows in the synonym table and the class synonym table where the following is true: 
     Synonym name equals class code and user identification equals ‘SA’ or 
     Synonym name equals classification title and user identification equal ‘SA’ 
     Function Table 
     Delete Trigger—Create a cascading delete that will remove the function form all other tables. 
     Update Trigger—If the function type is changed for ‘REPORT’ to something else, a search for the function column and function sort tables should be performed. If there are any rows in these tables, then they ought to be deleted. 
     Function Column Table 
     Insert Trigger—The function type column in the function table must be set to ‘REPORT’. If the function is not a report, then it should not have rows in the function column or sort table. 
     The relationship code can only have values of ‘EQUAL’, ‘LIKE’ or ‘BOTH’. 
     Also the column type values can only be ‘CHAR’, ‘INT’, ‘DATE’, and ‘FLOAT’. 
     Update Trigger—The relationship code can only have values of ‘EQUAL’, ‘LIKE’ or ‘BOTH’. Also the column type values can only be ‘CHAR’, ‘INT’, ‘DATE’, and ‘FLOAT’. 
     Function Sort Table 
     Insert Trigger—There can only be one row having a default sort flag value of ‘Y’ for yes for each function. 
     Update Trigger—There can only be one row having a default sort flag value of ‘Y’ for yes for each function. 
     Function Usage Table 
     Insert Trigger—The usage start date must be less than the usage end date. 
     Update Trigger—The usage start date must be less than the usage end date. 
     Location Table 
     Insert Trigger—If the level number for the location type is one, then the parent location identification equals the location identification. If the level number of the location type is not equal to one, then the parent location identification can not be equal to the location identification. 
     If the level number is not equal to one, then the level number must be equal to one minus the level number for the parent location. 
     Object Table 
     Insert Trigger—The object purpose can not be null if the object type code is ‘V’ for view. 
     Insert Trigger—The object purpose can not be null if the object type code is ‘V’ for view. 
     Object Identification Table 
     Insert Trigger—Insure that the object type column value in the object table is set to ‘U’ for user table. 
     Update Trigger—Insure that the object type column value in the object table is set to ‘U’ for user table. 
     Organization Table 
     Insert Trigger—If the level number for the organization type is one, then the parent organization identification equals the organization identification. If the level number of the organization type is not equal to one, then the parent organization identification can not be equal to the organization identification. If the level number is not equal to one, then the level number must be equal to one minus the level number for the parent organization. 
     Update Trigger—If the level number for the organization type is one, then the parent organization identification equals the organization identification. If the level number of the organization type is not equal to one, then the parent organization identification can not be equal to the organization identification. If the level number is not equal to one, then the level number must be equal to one minus the level number for the parent organization. 
     User Table 
     Insert Trigger—When inserting a new user, create rows for the user class table. Copy the user class rows for the person doing the inserting and place them into the user class table for the new user. The processing steps are: 
     Retrieve the user ID of the individual inserting a new row into the user table. 
     Take the user ID found in the previous step and read the user class table for the person doing the inserting. Retrieve their set of classifications and access codes. 
     Insert the classifications and access codes found in the previous step under the ID of the new user. 
     Ignore the processing describe above if the user doing the inserting is SA. 
     Delete Trigger—Create a cascading delete that will remove the user for all other tables. 
     User Class Table 
     Insert Table—There can only be one row having a default class flag value of ‘Y’ for yes for each user. 
     If an individual is inserting a new row into the user class table, then that individual must have read or write access to that same class. The new row can not have write access to the class if the individual doing the inserting only has read access. Ignore this logic if the person doing the inserting is SA. 
     Update Table—There can only be one row having a default class flag value of ‘Y’ for yes for each user. 
     If the access code is being changed from R=read to W=write then the individual making the change must have write access to that same class. Ignore this logic if the person doing the changing is SA. 
     User Database Table 
     Insert Trigger—There can only be one row having a default database flag value of ‘Y’ for yes for each user. 
     Update Trigger—There can only be one row having a default database flag value of ‘Y’ for yes for each user. 
     User Defined Datatypes 
     User defined datatypes are common formats that will be applied to columns. The attributes for each datatype in this system are listed below. 
     udt_integer 
     integer System generated identification numbers. 
     udt_ndt 
     varchar(40) Names, descriptions and titles 40 chars or less. 
     udt_name 
     char(20) First, Last Names, other names 20 chars or less. 
     udt_label 
     char(25) Labels. 
     udt_text 
     varchar(255) Long descriptions, text, explanations, summaries etc. 
     udt_identifier 
     char(20) Any type of database object identifier. 
     udt_yesno 
     char(1)Any yes/no column. 
     udt_phone 
     char(13) Full length phone number—Do not store dashes. 
     udt_code_a 
     char(1) Codes and other data of various lengths. 
     udt_code_b 
     char(2) 
     udt_code_c 
     char(6) 
     udt_code_d 
     char(8) 
     udt_code_e 
     char(10) 
     udt_code_f 
     char(12) 
     udt_code_g 
     char(15) 
     Physical Database Model 
     The physical database model displays all the SQL attributes about each column in the application. It is the combination of the logical view, abbreviations, triggers, and user defined datatypes. The physical database model is presented in FIG.  14 . 
     Physical Attributes 
     The following table displays the SQL attributes (column name, datatype, null option, etc.) for each column being stored. 
     
       
         
               
               
               
               
               
               
               
               
             
           
               
                   
               
               
                   
                   
                   
                 Alter- 
                 For- 
                   
                   
                   
               
               
                 Entity 
                   
                 Column 
                 nate 
                 eign 
                 Prime 
                 Column 
               
               
                 Name 
                 Attribute Name 
                 Name 
                 Key 
                 Key 
                 Key 
                 Datatype 
                 Null Option 
               
               
                   
               
             
             
               
                 Access 
                 Access Code 
                 acc_cd 
                   
                   
                 (PK) 
                 char(1) 
                 NOT NULL 
               
               
                   
                 Access Description 
                 dsc 
                 (AK1) 
                   
                   
                 varchar(40) 
                 NOT NULL 
               
               
                   
                 Last Changed Date 
                 lst_chg_dte 
                   
                   
                   
                 datetime 
                 NULL 
               
               
                   
                 Last Changed By 
                 lst_chg_by 
                   
                   
                   
                 char(20) 
                 NULL 
               
               
                   
                 Timestamp 
                 timestamp 
                   
                   
                   
                 timestamp 
                 NULL 
               
               
                 Class 
                 Class 
                 cls_idn 
                   
                   
                 (PK) 
                 int 
                 NOT NULL 
               
               
                   
                 Identification 
               
               
                   
                 Abstract 
                 abs 
                   
                   
                   
                 varchar(255) 
                 NOT NULL 
               
               
                   
                 Class Code 
                 cls_cd 
                 (AK1) 
                   
                   
                 char(10) 
                 NOT NULL 
               
               
                   
                 Classification Title 
                 tle 
                   
                   
                   
                 varchar(40) 
                 NOT NULL 
               
               
                   
                 Classification Title 
                 tle_ext 
                   
                   
                   
                 varchar(40) 
                 NOT NULL 
               
               
                   
                 Extended 
               
               
                   
                 Center Retention 
                 ctr_rtnt_mth 
                   
                   
                   
                 int 
                 NOT NULL 
               
               
                   
                 Months 
               
               
                   
                 Organization 
                 org_idn 
                   
                 (FK) 
                   
                 int 
                 NOT NULL 
               
               
                   
                 Identification 
               
               
                   
                 Created By 
                 cre_by 
                   
                   
                   
                 char(20) 
                 NOT NULL 
               
               
                   
                 Media Type Code 
                 med_typ_cd 
                   
                 (FK) 
                   
                 char(6) 
                 NOT NULL 
               
               
                   
                 Office Retention 
                 ofc_rtnt_mth 
                   
                   
                   
                 int 
                 NOT NULL 
               
               
                   
                 Months 
               
               
                   
                 Parent Class 
                 prnt_cls_idn 
                   
                 (FK) 
                   
                 int 
                 NOT NULL 
               
               
                   
                 Identification 
               
               
                   
                 Record Type Code 
                 rec_typ_cd 
                   
                 (FK) 
                   
                 char(1) 
                 NOT NULL 
               
               
                   
                 Retention 
                 rtnt_rfr 
                   
                 (FK) 
                   
                 varchar(40) 
                 NOT NULL 
               
               
                   
                 Reference 
               
               
                   
                 Retention Start 
                 rtnt_str_cd 
                   
                 (FK) 
                   
                 char(2) 
                 NOT NULL 
               
               
                   
                 Code 
               
               
                   
                 Sensitivity Code 
                 sntv_cd 
                   
                 (FK) 
                   
                 char(2) 
                 NOT NULL 
               
               
                   
                 Vital Flag 
                 vtl_flg 
                   
                   
                   
                 char(1) 
                 NOT NULL 
               
               
                   
                 Last Changed Date 
                 lst_chg_dte 
                   
                   
                   
                 datetime 
                 NULL 
               
               
                   
                 Last Changed By 
                 lst_chg_by 
                   
                   
                   
                 char(20) 
                 NULL 
               
               
                   
                 Timestamp 
                 timestamp 
                   
                   
                   
                 timestamp 
                 NULL 
               
               
                 Data 
                 Entity Name 
                 ent_nme 
                   
                   
                 (PK) 
                 varchar(40) 
                 NOT NULL 
               
               
                 Dictionary 
               
               
                   
                 Attribute Name 
                 att_nme 
                   
                   
                 (PK) 
                 varchar(40) 
                 NOT NULL 
               
               
                   
                 Attribute 
                 att_def 
                   
                   
                   
                 varchar(255) 
                 NOT NULL 
               
               
                   
                 Definition 
               
               
                   
                 Column Name 
                 col_nme 
                   
                   
                   
                 varchar(40) 
                 NOT NULL 
               
               
                   
                 Datatype 
                 dtyp 
                   
                   
                   
                 char(20) 
                 NOT NULL 
               
               
                   
                 Entity Definition 
                 ent_def 
                   
                   
                   
                 varchar(255) 
                 NOT NULL 
               
               
                   
                 Null Option 
                 null_opt 
                   
                   
                   
                 char(20) 
                 NOT NULL 
               
               
                   
                 User Defined 
                 udt_nme 
                   
                   
                   
                 char(20) 
                 NOT NULL 
               
               
                   
                 Datatype Name 
               
               
                   
                 Last Changed Date 
                 lst_chg_dte 
                   
                   
                   
                 datetime 
                 NOT NULL 
               
               
                   
                 Last Changed By 
                 lst_chg_by 
                   
                   
                   
                 char(20) 
                 NOT NULL 
               
               
                   
                 Timestamp 
                 tmestamp 
                   
                   
                   
                 timestamp 
                 NULL 
               
               
                 Function 
                 Function Number 
                 fxn_nbr 
                   
                   
                 (PK) 
                 char(8) 
                 NOT NULL 
               
               
                   
                 Function Purpose 
                 prps 
                   
                   
                   
                 varchar(255) 
                 NOT NULL 
               
               
                   
                 Function Subject 
                 fxn_subj_cd 
                   
                 (FK) 
                   
                 char(10) 
                 NOT NULL 
               
               
                   
                 Code 
               
               
                   
                 Function Title 
                 tle 
                 (AK1) 
                   
                   
                 varchar(40) 
                 NOT NULL 
               
               
                   
                 Function Type 
                 fxn_typ_cd 
                   
                 (FK) 
                   
                 char(1) 
                 NOT NULL 
               
               
                   
                 Code 
               
               
                   
                 Last Changed Date 
                 lst_chg_dte 
                   
                   
                   
                 datetime 
                 NULL 
               
               
                   
                 Last Changed By 
                 lst_chg_by 
                   
                   
                   
                 char(20) 
                 NULL 
               
               
                   
                 Timestamp 
                 timestamp 
                   
                   
                   
                 timestamp 
                 NULL 
               
               
                 Function 
                 Function Number 
                 fxn_nbr 
                   
                 (FK) 
                 (PK) 
                 char(8) 
                 NOT NULL 
               
               
                 Column 
               
               
                   
                 Table Name 
                 tbl_nme 
                   
                 (FK) 
                 (PK) 
                 char(20) 
                 NOT NULL 
               
               
                   
                 Column Name 
                 col_nme 
                   
                 (FK) 
                 (PK) 
                 char(20) 
                 NOT NULL 
               
               
                   
                 Column Null Flag 
                 null_flg 
                   
                   
                   
                 char(1) 
                 NOT NULL 
               
               
                   
                 Column Title 
                 tle 
                   
                   
                   
                 varchar(40) 
                 NOT NULL 
               
               
                   
                 Column Type 
                 typ 
                   
                   
                   
                 char(20) 
                 NOT NULL 
               
               
                   
                 Relationship Code 
                 rel_cd 
                   
                   
                   
                 char(6) 
                 NOT NULL 
               
               
                   
                 Required Flag 
                 rqr_flg 
                   
                   
                   
                 char(1) 
                 NOT NULL 
               
               
                   
                 Sequence Number 
                 seq_nbr 
                   
                   
                   
                 int 
                 NOT NULL 
               
               
                   
                 Last Changed Date 
                 lst_chg_dte 
                   
                   
                   
                 datetime 
                 NULL 
               
               
                   
                 Last Changed By 
                 lst_chg_by 
                   
                   
                   
                 char(20) 
                 NULL 
               
               
                   
                 Timestamp 
                 timestamp 
                   
                   
                   
                 timestamp 
                 NULL 
               
               
                 Function 
                 Function Number 
                 fxn_nbr 
                   
                 (FK) 
                 (PK) 
                 char(8) 
                 NOT NULL 
               
               
                 Column 
               
               
                 Last Used 
               
               
                   
                 Column Name 
                 col_nme 
                   
                 (FK) 
                 (PK) 
                 char(20) 
                 NOT NULL 
               
               
                   
                 User Identification 
                 usr_idn 
                   
                 (FK) 
                 (PK) 
                 char(30) 
                 NOT NULL 
               
               
                   
                 Table Name 
                 tbl_nme 
                   
                 (FK) 
                 (PK) 
                 char(20) 
                 NOT NULL 
               
               
                   
                 Column Value 
                 col_val 
                   
                   
                   
                 varchar(255) 
                 NOT NULL 
               
               
                   
                 Operator Code 
                 opr_cd 
                   
                   
                   
                 char(2) 
                 NOT NULL 
               
               
                   
                 Last Changed Date 
                 lst_chg_dte 
                   
                   
                   
                 datetime 
                 NULL 
               
               
                   
                 Last Changed By 
                 lst_chg_by 
                   
                   
                   
                 char(20) 
                 NULL 
               
               
                   
                 Timestamp 
                 timestamp 
                   
                   
                   
                 timestamp 
                 NULL 
               
               
                 Function 
                 Table Name 
                 tbl_nme 
                   
                   
                 (PK) 
                 char(20) 
                 NOT NULL 
               
               
                 Data 
               
               
                 Window 
               
               
                   
                 Column Name 
                 col_nme 
                   
                   
                 (PK) 
                 char(20) 
                 NOT NULL 
               
               
                   
                 Data Window 
                 dw_nme 
                   
                   
                   
                 varchar(40) 
                 NOT NULL 
               
               
                   
                 Name 
               
               
                   
                 Last Changed Date 
                 lst_chg_dte 
                   
                   
                   
                 datetime 
                 NULL 
               
               
                   
                 Last Changed By 
                 lst_chg_by 
                   
                   
                   
                 char(18) 
                 NULL 
               
               
                   
                 Timestamp 
                 timestamp 
                   
                   
                   
                 timestamp 
                 NULL 
               
               
                 Function 
                 Function Number 
                 fxn_nbr 
                   
                 (FK) 
                 (PK) 
                 char(8) 
                 NOT NULL 
               
               
                 sort 
               
               
                   
                 Order By 
                 ord_by 
                   
                   
                 (PK) 
                 varchar(200) 
                 NOT NULL 
               
               
                   
                 Data Window 
                 dw_nme 
                   
                   
                   
                 varchar(40) 
                 NOT NULL 
               
               
                   
                 Name 
               
               
                   
                 Default Sort Flag 
                 dft_srt_flg 
                   
                   
                   
                 char(1) 
                 NOT NULL 
               
               
                   
                 Order By Title 
                 tle 
                   
                   
                   
                 varchar(255) 
                 NOT NULL 
               
               
                   
                 Sequence Number 
                 seq_nbr 
                   
                   
                   
                 int 
                 NOT NULL 
               
               
                   
                 Last Changed Date 
                 lst_chg_dte 
                   
                   
                   
                 datetime 
                 NULL 
               
               
                   
                 Last Changed By 
                 lst_chg_by 
                   
                   
                   
                 char(20) 
                 NULL 
               
               
                   
                 Requires Stored 
                 rqr_usp 
                   
                   
                   
                 char(20) 
                 NULL 
               
               
                   
                 Procedure 
               
               
                   
                 Timestamp 
                 timestamp 
                   
                   
                   
                 timestamp 
                 NULL 
               
               
                 Function 
                 Function Number 
                 fxn_nbr 
                   
                 (FK) 
                 (PK) 
                 char(8) 
                 NOT NULL 
               
               
                 Sort Last 
               
               
                 Used 
               
               
                   
                 Order By 
                 ord_by 
                   
                 (FK) 
                 (PK) 
                 varchar(200) 
                 NOT NULL 
               
               
                   
                 User Identification 
                 usr_idn 
                   
                 (FK) 
                 (PK) 
                 char(30) 
                 NOT NULL 
               
               
                   
                 Last Changed Date 
                 lst_chg_dte 
                   
                   
                   
                 datetime 
                 NULL 
               
               
                   
                 Last Changed By 
                 lst_chg_by 
                   
                   
                   
                 char(20) 
                 NULL 
               
               
                   
                 Timestamp 
                 timestamp 
                   
                   
                   
                 timestamp 
                 NULL 
               
               
                 Function 
                 Function Subject 
                 fxn_subj_cd 
                   
                   
                 (PK) 
                 char(10) 
                 NOT NULL 
               
               
                 Subject 
                 Code 
               
               
                   
                 Function Subject 
                 dsc 
                 (AK1) 
                   
                   
                 varchar(40) 
                 NOT NULL 
               
               
                   
                 Description 
               
               
                   
                 Last Changed Date 
                 lst_chg_dte 
                   
                   
                   
                 datetime 
                 NULL 
               
               
                   
                 Last Changed By 
                 lst_chg_by 
                   
                   
                   
                 char(20) 
                 NULL 
               
               
                   
                 Timestamp 
                 timestamp 
                   
                   
                   
                 timestamp 
                 NULL 
               
               
                 Function 
                 Function Type 
                 fxn_typ_cd 
                   
                   
                 (PK) 
                 char(1) 
                 NOT NULL 
               
               
                 Type 
                 Code 
               
               
                   
                 Function Type 
                 dsc 
                   
                   
                   
                 varchar(40) 
                 NOT NULL 
               
               
                   
                 Description 
               
               
                   
                 Last Changed Date 
                 lst_chg_dte 
                   
                   
                   
                 datetime 
                 NULL 
               
               
                   
                 Last Changed By 
                 lst_chg_by 
                   
                   
                   
                 char(20) 
                 NULL 
               
               
                   
                 Timestamp 
                 timestamp 
                   
                   
                   
                 timestamp 
                 NULL 
               
               
                 Function 
                 Usage Start Date 
                 usg_str_dte 
                   
                   
                 (PK) 
                 datetime 
                 NOT NULL 
               
               
                 Usage 
               
               
                   
                 Function Number 
                 fxn_nbr 
                   
                 (FK) 
                 (PK) 
                 char(8) 
                 NOT NULL 
               
               
                   
                 User Identification 
                 usr_idn 
                   
                 (FK) 
                 (PK) 
                 char(30) 
                 NOT NULL 
               
               
                   
                 Rows Processed 
                 row_prcs 
                   
                   
                   
                 int 
                 NOT NULL 
               
               
                   
                 Usage End Date 
                 usg_end_dte 
                   
                   
                   
                 datetime 
                 NOT NULL 
               
               
                   
                 Last Changed Date 
                 lst_chg_dte 
                   
                   
                   
                 datetime 
                 NULL 
               
               
                   
                 Last Changed By 
                 lst_chg_by 
                   
                   
                   
                 char(20) 
                 NULL 
               
               
                   
                 Timestamp 
                 timestamp 
                   
                   
                   
                 timestamp 
                 NULL 
               
               
                 Inventory 
                 Inventory 
                 inv_idn 
                   
                   
                 (PK) 
                 int 
                 NOT NULL 
               
               
                   
                 Identification 
               
               
                   
                 Organization 
                 org_idn 
                 (AK1) 
                 (FK) 
                   
                 int 
                 NOT NULL 
               
               
                   
                 Identification 
               
               
                   
                 Author 
                 athr 
                 (IE1) 
                   
                   
                 varchar(40) 
                 NOT NULL 
               
               
                   
                 Class 
                 cls_idn 
                   
                 (FK) 
                   
                 int 
                 NOT NULL 
               
               
                   
                 Identification 
               
               
                   
                 Created By 
                 cre_by 
                   
                 (FK) 
                   
                 char(30) 
                 NULL 
               
               
                   
                 Original File 
                 orgn_file_nme 
                   
                   
                   
                 varchar(40) 
                 NULL 
               
               
                   
                 Name 
               
               
                   
                 Inventory Label 
                 inv_lbl_ln_1 
                 (AK1) 
                   
                   
                 char(25) 
                 NOT NULL 
               
               
                   
                 Line 1 
               
               
                   
                 Inventory Label 
                 inv_lbl_ln_2 
                 (AK1) 
                   
                   
                 char(25) 
                 NOT NULL 
               
               
                   
                 Line 2 
               
               
                   
                 Inventory Label 
                 inv_lbl_ln_3 
                 (AK1) 
                   
                   
                 char(25) 
                 NOT NULL 
               
               
                   
                 Line 3 
               
               
                   
                 Location 
                 loc_idn 
                   
                 (FK) 
                   
                 int 
                 NOT NULL 
               
               
                   
                 Identification 
               
               
                   
                 Media Type Code 
                 med_typ_cd 
                 (AK1) 
                 (FK) 
                   
                 char(6) 
                 NOT NULL 
               
               
                   
                 Record Type Code 
                 rec_typ_cd 
                 (AK1) 
                 (FK) 
                   
                 char(1) 
                 NOT NULL 
               
               
                   
                 Storage Date 
                 strg_dte 
                 (IE3) 
                   
                   
                 datetime 
                 NOT NULL 
               
               
                   
                 Series Code 
                 ser_cde 
                 (IE2) 
                   
                   
                 char(10) 
                 NOT NULL 
               
               
                   
                 System Entry Date 
                 sys_ntry_dte 
                   
                   
                   
                 datetime 
                 NOT NULL 
               
               
                   
                 Last Changed Date 
                 lst_chg_dte 
                   
                   
                   
                 datetime 
                 NULL 
               
               
                   
                 Last Changed By 
                 lst_chg_by 
                   
                   
                   
                 char(20) 
                 NOT NULL 
               
               
                   
                 Timestamp 
                 timestamp 
                   
                   
                   
                 timestamp 
                 NULL 
               
               
                 Inventory 
                 Inventory 
                 inv_idn 
                   
                 (FK) 
                 (PK) 
                 int 
                 NOT NULL 
               
               
                 Abstract 
                 Identification 
               
               
                   
                 Abstract 
                 abs 
                   
                   
                   
                 text 
                 NULL 
               
               
                   
                 Center Retention 
                 ctr_rtnt_mth 
                   
                   
                   
                 int 
                 NOT NULL 
               
               
                   
                 Months 
               
               
                   
                 Office Retention 
                 ofc_rtnt_mth 
                   
                   
                   
                 int 
                 NOT NULL 
               
               
                   
                 Months 
               
               
                   
                 Last Changed Date 
                 lst_chg_dte 
                   
                   
                   
                 datetime 
                 NULL 
               
               
                   
                 Last Changed By 
                 lst_chg_by 
                   
                   
                   
                 char(20) 
                 NULL 
               
               
                   
                 Timestamp 
                 timestamp 
                   
                   
                   
                 timestamp 
                 NULL 
               
               
                 Inventory 
                 Inventory 
                 inv_idn 
                   
                 (FK) 
                 (PK) 
                 int 
                 NOT NULL 
               
               
                 Request 
                 Identification 
               
               
                   
                 User Identification 
                 usr_idn 
                   
                 (FK) 
                 (PK) 
                 char(30) 
                 NOT NULL 
               
               
                   
                 Request Type 
                 rqst_typ_cd 
                   
                 (FK) 
                 (PK) 
                 char(1) 
                 NOT NULL 
               
               
                   
                 Code 
               
               
                   
                 Location 
                 loc_idn 
                   
                 (FK) 
                   
                 int 
                 NULL 
               
               
                   
                 Identification 
               
               
                   
                 Media Type 
                 med_typ_cd 
                   
                 (FK) 
                   
                 char(6) 
                 NULL 
               
               
                   
                 Requested 
               
               
                   
                 Request Date 
                 rqst_dte 
                   
                   
                   
                 datetime 
                 NOT NULL 
               
               
                   
                 Last Changed Date 
                 lst_chg_dte 
                   
                   
                   
                 datetime 
                 NULL 
               
               
                   
                 Last Changed By 
                 lst_chg_by 
                   
                   
                   
                 char(20) 
                 NULL 
               
               
                   
                 Timestamp 
                 timestamp 
                   
                   
                   
                 timestamp 
                 NULL 
               
               
                 Inventory 
                 Class 
                 cls_idn 
                   
                 (FK) 
                 (PK) 
                 int 
                 NOT NULL 
               
               
                 Statistics 
                 Identification 
               
               
                   
                 Location 
                 loc_idn 
                   
                 (FK) 
                 (PK) 
                 int 
                 NOT NULL 
               
               
                   
                 Identification 
               
               
                   
                 Record Type Code 
                 rec_typ_cd 
                   
                 (FK) 
                 (PK) 
                 char(1) 
                 NOT NULL 
               
               
                   
                 Collection Date 
                 colc_dte 
                   
                   
                 (PK) 
                 datetime 
                 NOT NULL 
               
               
                   
                 Inventory Quantity 
                 inv_qty 
                   
                   
                   
                 int 
                 NULL 
               
               
                   
                 Last Changed Date 
                 lst_chg_dte 
                   
                   
                   
                 datetime 
                 NULL 
               
               
                   
                 Last Changed By 
                 lst_chg_by 
                   
                   
                   
                 char(20) 
                 NULL 
               
               
                   
                 Timestamp 
                 timestamp 
                   
                   
                   
                 timestamp 
                 NULL 
               
               
                 Location 
                 Location 
                 loc_idn 
                   
                   
                 (PK) 
                 int 
                 NOT NULL 
               
               
                   
                 Identification 
               
               
                   
                 Location 
                 dsc 
                   
                   
                   
                 varchar(50) 
                 NOT NULL 
               
               
                   
                 Description 
               
               
                   
                 Location Number 
                 nbr 
                 (AK1) 
                   
                   
                 char(10) 
                 NOT NULL 
               
               
                   
                 Location Type 
                 loc_typ_cd 
                   
                 (FK) 
                   
                 char(2) 
                 NOT NULL 
               
               
                   
                 Code 
               
               
                   
                 Parent Location 
                 prnt_loc_idn 
                   
                 (FK) 
                   
                 int 
                 NOT NULL 
               
               
                   
                 Identification 
               
               
                   
                 Last Changed Date 
                 lst_chg_dte 
                   
                   
                   
                 datetime 
                 NULL 
               
               
                   
                 Last Changed By 
                 lst_chg_by 
                   
                   
                   
                 char(20) 
                 NULL 
               
               
                   
                 Timestamp 
                 timestamp 
                   
                   
                   
                 timestamp 
                 NULL 
               
               
                 Location 
                 Location Type 
                 loc_typ_cd 
                   
                   
                 (PK) 
                 char(2) 
                 NOT NULL 
               
               
                 Type 
                 Code 
               
               
                   
                 Archive Facility 
                 arch_fac_flg 
                   
                   
                   
                 char(1) 
                 NOT NULL 
               
               
                   
                 Flag 
               
               
                   
                 Location Type 
                 dsc 
                 (AK1) 
                   
                   
                 varchar(40) 
                 NOT NULL 
               
               
                   
                 Description 
               
               
                   
                 Level Number 
                 lvl_nbr 
                   
                   
                   
                 int 
                 NOT NULL 
               
               
                   
                 Last Changed Date 
                 lst_chg_dte 
                   
                   
                   
                 datetime 
                 NULL 
               
               
                   
                 Last Changed By 
                 lst_chg_by 
                   
                   
                   
                 char(20) 
                 NULL 
               
               
                   
                 Timestamp 
                 timestamp 
                   
                   
                   
                 timestamp 
                 NULL 
               
               
                 Media Type 
                 Media Type Code 
                 med_typ_cd 
                   
                   
                 (PK) 
                 char(6) 
                 NOT NULL 
               
               
                   
                 Media Type 
                 dsc 
                 (AK1) 
                   
                   
                 varchar(40) 
                 NOT NULL 
               
               
                   
                 Description 
               
               
                   
                 ERS Express 
                 ers_expr_acc 
                   
                   
                   
                 char(1) 
                 NOT NULL 
               
               
                   
                 Access Flag 
                 _flg 
               
               
                   
                 Last Changed Date 
                 lst_chg_dte 
                   
                   
                   
                 datetime 
                 NULL 
               
               
                   
                 Last Changed By 
                 lst_chg_by 
                   
                   
                   
                 char(20) 
                 NULL 
               
               
                   
                 Timestamp 
                 timestamp 
                   
                   
                   
                 timestamp 
                 NULL 
               
               
                 Object 
                 Object Name 
                 obj_nme 
                   
                   
                 (PK) 
                 char(20) 
                 NOT NULL 
               
               
                 Identification 
               
               
                   
                 Identification 
                 idn 
                   
                   
                   
                 int 
                 NOT NULL 
               
               
                   
                 Last Changed Date 
                 lst_chg_dte 
                   
                   
                   
                 datetime 
                 NOT NULL 
               
               
                   
                 Last Changed By 
                 lst_chg_by 
                   
                   
                   
                 char(20) 
                 NOT NULL 
               
               
                   
                 Timestamp 
                 timestamp 
                   
                   
                   
                 timestamp 
                 NOT NULL 
               
               
                   
                 Filler 1 
                 filler_1 
                   
                   
                   
                 char(255) 
                 NOT NULL 
               
               
                   
                 Filler 2 
                 filler_2 
                   
                   
                   
                 char(255) 
                 NOT NULL 
               
               
                   
                 Filler 3 
                 filler_3 
                   
                   
                   
                 char(255) 
                 NOT NULL 
               
               
                   
                 Filler 4 
                 filler_4 
                   
                   
                   
                 char(255) 
                 NOT NULL 
               
               
                   
                 Filler 5 
                 filler_5 
                   
                   
                   
                 char(255) 
                 NOT NULL 
               
               
                   
                 Filler 6 
                 filler_6 
                   
                   
                   
                 char(255) 
                 NOT NULL 
               
               
                   
                 Filler 7 
                 filler_7 
                   
                   
                   
                 char(255) 
                 NOT NULL 
               
               
                   
                 Filler 8 
                 filler_8 
                   
                   
                   
                 char(103) 
                 NOT NULL 
               
               
                 Organization 
                 Organization 
                 org_idn 
                   
                   
                 (PK) 
                 int 
                 NOT NULL 
               
               
                   
                 Identification 
               
               
                   
                 Organization Code 
                 org_cd 
                 (AK1) 
                   
                   
                 char(10) 
                 NOT NULL 
               
               
                   
                 Organization 
                 org_nme 
                   
                   
                   
                 varchar(40) 
                 NOT NULL 
               
               
                   
                 Name 
               
               
                   
                 Organization Type 
                 org_typ_cd 
                   
                 (FK) 
                   
                 char(2) 
                 NOT NULL 
               
               
                   
                 Code 
               
               
                   
                 Parent 
                 prnt_org_idn 
                   
                 (FK) 
                   
                 int 
                 NOT NULL 
               
               
                   
                 Organization 
               
               
                   
                 Identification 
               
               
                   
                 Last Changed Date 
                 lst_chg_dte 
                   
                   
                   
                 datetime 
                 NULL 
               
               
                   
                 Last Changed By 
                 lst_chg_by 
                   
                   
                   
                 char(20) 
                 NULL 
               
               
                   
                 Timestamp 
                 timestamp 
                   
                   
                   
                 timestamp 
                 NULL 
               
               
                 Organization 
                 Organization Type 
                 org_typ_cd 
                   
                   
                 (PK) 
                 char(2) 
                 NOT NULL 
               
               
                 Type 
                 Code 
               
               
                   
                 Organization Type 
                 dsc 
                 (AK1) 
                   
                   
                 varchar(40) 
                 NOT NULL 
               
               
                   
                 Description 
               
               
                   
                 Level Number 
                 lvl_nbr 
                   
                   
                   
                 int 
                 NOT NULL 
               
               
                   
                 Last Changed Date 
                 lst_chg_dte 
                   
                   
                   
                 datetime 
                 NULL 
               
               
                   
                 Last Changed By 
                 lst_chg_by 
                   
                   
                   
                 char(20) 
                 NULL 
               
               
                   
                 Timestamp 
                 timestamp 
                   
                   
                   
                 timestamp 
                 NULL 
               
               
                 Record 
                 Record Type Code 
                 rec_typ_cd 
                   
                   
                 (PK) 
                 char(1) 
                 NOT NULL 
               
               
                 Type 
               
               
                   
                 Record Type 
                 dsc 
                   
                   
                   
                 varchar(40) 
                 NOT NULL 
               
               
                   
                 Description 
               
               
                   
                 Record Type 
                 pcdr 
                   
                   
                   
                 varchar(255) 
                 NOT NULL 
               
               
                   
                 Procedure 
               
               
                   
                 Last Changed Date 
                 lst_chg_dte 
                   
                   
                   
                 datetime 
                 NULL 
               
               
                   
                 Last Changed By 
                 lst_chg_by 
                   
                   
                   
                 char(20) 
                 NULL 
               
               
                   
                 Timestamp 
                 timestamp 
                   
                   
                   
                 timestamp 
                 NULL 
               
               
                 Request 
                 Request Type 
                 rqst_typ_cd 
                   
                   
                 (PK) 
                 char(1) 
                 NOT NULL 
               
               
                 Type 
                 Code 
               
               
                   
                 Request Type 
                 dsc 
                 (AK1) 
                   
                   
                 varchar(40) 
                 NOT NULL 
               
               
                   
                 Description 
               
               
                   
                 Last Changed Date 
                 lst_chg_dte 
                   
                   
                   
                 datetime 
                 NULL 
               
               
                   
                 Last Changed By 
                 lst_chg_by 
                   
                   
                   
                 char(20) 
                 NULL 
               
               
                   
                 Timestamp 
                 timestamp 
                   
                   
                   
                 timestamp 
                 NULL 
               
               
                 Retention 
                 Retention 
                 rtnt_rfr 
                   
                   
                 (PK) 
                 varchar(40) 
                 NOT NULL 
               
               
                 Reference 
                 Reference 
               
               
                   
                 Abstract 
                 abs 
                   
                   
                   
                 varchar(255) 
                 NOT NULL 
               
               
                   
                 Last Changed Date 
                 lst_chg_dte 
                   
                   
                   
                 datetime 
                 NULL 
               
               
                   
                 Last Changed By 
                 lst_chg_by 
                   
                   
                   
                 char(20) 
                 NULL 
               
               
                   
                 Timestamp 
                 timestamp 
                   
                   
                   
                 timestamp 
                 NULL 
               
               
                 Retention 
                 Retention Start 
                 rtnt_str_cd 
                   
                   
                 (PK) 
                 char(2) 
                 NOT NULL 
               
               
                 Start 
                 Code 
               
               
                   
                 Retention Start 
                 dsc 
                 (AK1) 
                   
                   
                 varchar(255) 
                 NOT NULL 
               
               
                   
                 Description 
               
               
                   
                 Last Changed Date 
                 lst_chg_dte 
                   
                   
                   
                 datetime 
                 NULL 
               
               
                   
                 Last Changed By 
                 lst_chg_by 
                   
                   
                   
                 char(20) 
                 NULL 
               
               
                   
                 Timestamp 
                 timestamp 
                   
                   
                   
                 timestamp 
                 NULL 
               
               
                 Sensitivity 
                 Sensitivity Code 
                 sntv_cd 
                   
                   
                 (PK) 
                 char(2) 
                 NOT NULL 
               
               
                   
                 Sensitivity 
                 dsc 
                 (AK1) 
                   
                   
                 varchar(40) 
                 NOT NULL 
               
               
                   
                 Description 
               
               
                   
                 Last Changed Date 
                 lst_chg_dte 
                   
                   
                   
                 datetime 
                 NULL 
               
               
                   
                 Last Changed By 
                 lst_chg_by 
                   
                   
                   
                 char(20) 
                 NULL 
               
               
                   
                 Timestamp 
                 timestamp 
                   
                   
                   
                 timestamp 
                 NULL 
               
               
                 Synonym 
                 Synonym 
                 syn_idn 
                   
                   
                 (PK) 
                 int 
                 NOT NULL 
               
               
                   
                 Identification 
               
               
                   
                 Synonym Name 
                 syn_nme 
                 (AK) 
                   
                   
                 varchar(40) 
                 NOT NULL 
               
               
                   
                 User Identification 
                 usr_idn 
                 (AK) 
                 (FK) 
                   
                 char(30) 
                 NOT NULL 
               
               
                   
                 Class 
                 cls_idn 
                 (AK) 
                 (FK) 
                   
                 int 
                 NOT NULL 
               
               
                   
                 Identification 
               
               
                   
                 Keyword Flag 
                 key_wrd_flg 
                   
                   
                   
                 char(1) 
                 NOT NULL 
               
               
                   
                 Last Changed Date 
                 lst_chg_dte 
                   
                   
                   
                 datetime 
                 NULL 
               
               
                   
                 Last Changed By 
                 lst_chg_by 
                   
                   
                   
                 char(20) 
                 NULL 
               
               
                   
                 Timestamp 
                 timestamp 
                   
                   
                   
                 timestamp 
                 NULL 
               
               
                 User 
                 User Identification 
                 usr_idn 
                   
                 (FK) 
                 (PK) 
                 char(30) 
                 NOT NULL 
               
               
                   
                 Default Location 
                 loc_idn 
                   
                 (FK) 
                   
                 int 
                 NOT NULL 
               
               
                   
                 Identification 
               
               
                   
                 Organization 
                 org_idn 
                   
                 (FK) 
                   
                 int 
                 NOT NULL 
               
               
                   
                 Identification 
               
               
                   
                 Mail Stop 
                 mail_stop 
                   
                   
                   
                 char(10) 
                 NULL 
               
               
                   
                 Output Directory 
                 out_dir 
                   
                   
                   
                 varchar(255) 
                 NULL 
               
               
                   
                 Last Changed Date 
                 lst_chg_dte 
                   
                   
                   
                 datetime 
                 NULL 
               
               
                   
                 Last Changed By 
                 lst_chg_by 
                   
                   
                   
                 char(20) 
                 NULL 
               
               
                   
                 Timestamp 
                 timestamp 
                   
                   
                   
                 timestamp 
                 NULL 
               
               
                 User Class 
                 Class 
                 cls_idn 
                   
                 (FK) 
                 (PK) 
                 int 
                 NOT NULL 
               
               
                   
                 Identification 
               
               
                   
                 User Identification 
                 usr_idn 
                   
                 (FK) 
                 (PK) 
                 char(30) 
                 NOT NULL 
               
               
                   
                 Access Code 
                 acc_cd 
                   
                 (FK) 
                   
                 char(1) 
                 NULL 
               
               
                   
                 Default Class Flag 
                 dft_cls_flg 
                   
                   
                   
                 char(1) 
                 NOT NULL 
               
               
                   
                 Last Assigned 
                 lst_asgn_dte 
                   
                   
                   
                 datetime 
                 NULL 
               
               
                   
                 Date 
               
               
                   
                 Last Changed Date 
                 lst_chg_dte 
                   
                   
                   
                 datetime 
                 NULL 
               
               
                   
                 Last Changed By 
                 lst_chg_by 
                   
                   
                   
                 char(20) 
                 NULL 
               
               
                   
                 Timestamp 
                 timestamp 
                   
                   
                   
                 timestamp 
                 NULL 
               
               
                   
               
             
          
         
       
     
     System Requirements 
     The purpose of this section of the document is to define the minimum hardware and software needed to run and maintain the application. This section is divided into three parts; Client Workstation, Developers Workstation, and Server. The requirements defined below assume that there are no other applications running on this equipment at the same time. 
     Client Workstation 
     The client workstation is the personal computer run by the average user. Its purpose is to create word processing documents, spreadsheets, presentations, and to run the ERS application. 
     
       
         
               
               
             
           
               
                   
               
             
             
               
                 Hardware 
                   
               
               
                 Processor 
                 486/66 MHz processor, or faster. 
               
               
                 Memory 
                 16 Meg. of memory or more. 
               
               
                 Hard Disk 
                 500 Meg. of available disk space or more. 
               
               
                   
                 Access to a common network drive containing the 
               
               
                   
                 application software. 
               
               
                 Monitor 
                 VGA color monitor. 
               
               
                 Printer 
                 Access to a LASER printer, 300 dpi resolution or higher. 
               
               
                 Network Card 
                 Must be compatible with available cabling, network 
               
               
                   
                 software, and PC hardware. 
               
               
                 Keyboard 
               
               
                 Mouse 
               
               
                 Software 
               
               
                 Operating 
                 Microsoft DOS, release 6.22. 
               
               
                 System 
                 Microsoft Windows for Workgroups, release 3.11. 
               
               
                   
                 Network Software such as Novell or Windows for 
               
               
                   
                 Workgroups. 
               
               
                   
               
             
          
         
       
     
     Application Packages Microsoft Office containing Word, Excel, and PowerPoint. 
     Developer Workstation 
     The developer workstation is used to construct and maintain the application. It contains all the tools needed to modify the source code for the system. 
     
       
         
               
               
             
           
               
                   
               
             
             
               
                 Hardware 
                   
               
               
                 Processor 
                 Pentium 100 MHz processor, or faster. 
               
               
                 Memory 
                 24 Meg. of memory or more. 
               
               
                 Hard Disk 
                 1 Gig. of available disk space or more. 
               
               
                   
                 Access to a common network drive containing the 
               
               
                   
                 application software. 
               
               
                 CD ROM 
                 4× speed, or faster. 
               
               
                 Tape Drive 
                 250 Meg tape backup, or larger. 
               
               
                 Monitor 
                 17″ VGA color monitor. 
               
               
                 Printer 
                 Access to a laser printer, 300 dpi resolution or higher. 
               
               
                 Network Card 
                 Must be compatible with available cabling, network 
               
               
                   
                 software, and PC hardware. 
               
               
                 Modem 
                 28.8 FAX/Modem, or faster. 
               
               
                 Keyboard 
               
               
                 Mouse 
               
               
                 Software 
               
               
                 Operating System 
                 Microsoft DOS, release 6.22. 
               
               
                   
                 Microsoft Windows for Workgroups, release 3.11. 
               
               
                   
                 Network Software such as Novell or Windows for 
               
               
                   
                 Workgroups. 
               
               
                 Application Pack- 
                 Microsoft Project, release 4.0. 
               
               
                 ages Microsoft 
               
               
                 Office containing 
               
               
                 Word, Excel, and 
               
               
                 PowerPoint. 
               
               
                 Development 
                 PowerSoft PowerBuilder, release 4.0.4. 
               
               
                 Tools 
                 MetaSolv PowerFrame, release 4.0. 
               
               
                   
                 Norton Desktop for Windows, release 3.0. 
               
               
                   
                 Logic Works ERWin for PowerBuilder, release 2.5. 
               
               
                   
                 Embarcadero Technologies DBArtisan, release 2.02. 
               
               
                   
                 Embarcadero Technologies Rapid SQL, release 1.02. 
               
               
                   
                 Blue Sky Software RoboHelp, release 3.0. 
               
               
                   
                 PC Install for Windows 3.X. 
               
               
                   
                 Saros Mezzanine Developers Tool Kit. 
               
               
                   
                 Saros Document Manager. 
               
               
                   
               
             
          
         
       
     
     Server 
     The server supports the user community and developers. It acts as the centralized storage point for the system&#39;s database and archived documents. The server should support two modems for remote access trouble shooting, demonstrations, and training sessions. The amount of disk space requested should be enough to support two versions of the database. 
     
       
         
               
               
             
           
               
                   
               
             
             
               
                 Hardware 
                   
               
               
                 Processor 
                 Two Pentium 100 MHz processors, or faster. 
               
               
                 Memory 
                 64 Meg. of memory or more. 
               
               
                 Hard Disk 
                 1 Gig. of available disk space or more. 
               
               
                   
                 Access to a common network drive containing the 
               
               
                   
                 application software. 
               
               
                 CD ROM 
                 4x speed, or faster. 
               
               
                 Tape Drive 
                 250 Meg tape backup, or larger. 
               
               
                 Monitor 
                 VGA color monitor. 
               
               
                 Printer 
                 Access to a LASER printer, 300 dpi resolution or 
               
               
                   
                 higher. 
               
               
                 Network Card 
                 Must be compatible with available cabling, network 
               
               
                   
                 software, and PC hardware. 
               
               
                 Modem 
                 Two 28.8 FAX/Modems, or faster. 
               
               
                 Keyboard 
               
               
                 Mouse 
               
               
                 Software 
               
               
                 Operating System 
                 Microsoft Windows NT, release 3.5. 
               
               
                 Database Server 
                 Microsoft SQLServer, release 4.2 or higher. 
               
               
                 Document Server 
                 Saros Mezzanine Document Server. 
               
               
                   
               
             
          
         
       
     
     The production implementation of ERS will require one server. ERS will have 1,200 total users in one geographic location. 300 of the users will be active at any one point in time ERS is planned to be a 500 Meg database containing 300,000 inventory items. 
     Clarifications 
     The purpose of this section of the design document is to clearly state limitations of the system. The items listed below are not planned to be implemented in ERS at the present time. However, there is nothing preventing these functions or capabilities from being added to the application at a later date. 
     Ad Hoc Reporting 
     The menus within the ERS application will not provide access to any ad hoc reporting tools such as InfoMaker by PowerSoft or Microsoft Access. 
     Ad hoc reporting tools will not have access the ERS database. User passwords will be encrypted to prevent ad hoc tools from gaining access to the database. 
     ERS could be modified to bring up an ad hoc reporting tool from its menu some time in the future, if desired. 
     Multiple Databases 
     ERS will use only one database. 
     Only one database is needed. Based upon the size to the database (500 Megs.), the quantity of users(300 active users), and the location of the users (one building) can be supported on one server. For this reason, multiple databases will not be provided, nor will any across database functions be built. 
     As the application grows in quantity of users or locations, additional databases can be considered at a later date. 
     Archive Facility Management 
     ERS will track what documents are available and where. 
     ERS acts as the pointer to archive facilities. Some these documents will be stored in archive facilities such as off site warehouses or in Mezzanine. 
     ERS will not manage the operation of these archive facilities. It will not perform document check in and check out functions, or deliver the document to the user&#39;s workstation, for example. These functions will be the responsibility of the archive facility. 
     In this fashion there will be a division of labor. ERS can do what it is designed to best and the archive facilities can continue to perform what they do best. 
     Total Control Over All Corporate Information 
     ERS will not provide a fully automated means to enroll all of a corporation&#39;s information into a records management database. All information implies every eMail message, all application database transactions, telephone conversation, as well as electronic and hard copy documents. 
     ERS will not provide an interface into off site storage facility&#39;s information system. If the volume of information flowing between an office and a off site storage facility warrants it, an interface could be added later. 
     ERS will not provide an interface into eMail systems. The policies on the control and management of eMail messages needs to be established, first, before an interface can be considered. 
     ERS will provide a means to easily input hard copy documents, Microsoft Word documents, and Excel spreadsheets into a inventory and to classify these documents. 
     
       
         
               
             
               
               
             
           
               
                   
               
               
                 Glossary 
               
               
                   
               
             
             
               
                   
               
             
          
           
               
                 Archive 
                 Off site storage of an inventory item or the storage of an 
               
               
                 Facility 
                 item online in Mezzanine. 
               
               
                 Classifi- 
                 The process of assigning a class to a document. A class 
               
               
                 cation 
                 determines the record type, retention period, and sensitivity 
               
               
                   
                 for the document. 
               
               
                 ERS 
                 Electronic Records System. 
               
               
                 Functions 
                 The capabilities of a system are functions. Functions fall 
               
               
                   
                 into five types. They are reports, updates, inquires, 
               
               
                   
                 interfaces, and utilities. System functions are composed of 
               
               
                   
                 features. 
               
               
                 Informa- 
                 The majority of all records can be categorized as 
               
               
                 tional 
                 informational records. These records are not covered by 
               
               
                 Record Type 
                 law. They can be originals or copies. 
               
               
                 Inventory 
                 A document or set of records stored for historical or legal 
               
               
                   
                 purposes. 
               
               
                 Keyword 
                 A corporate created synonym. A synonym not created by a 
               
               
                   
                 typical user. They are created by the Records Manger. 
               
               
                   
                 Keywords can be referred to as official terms. 
               
               
                 Media 
                 The form a document or record in inventory takes. Media 
               
               
                   
                 are hard copy, disk, tape, microfiche, etc. 
               
               
                 Official 
                 A small quantity of the total records can be categorized as 
               
               
                 Record Type 
                 official records. These records are always originals and 
               
               
                   
                 never copies. Official records are covered by law. 
               
               
                   
                 Contracts would be an example of official records or 
               
               
                   
                 documents. 
               
               
                 Official 
                 A keyword or corporate created synonym. 
               
               
                 Term 
               
               
                 Organization 
                 A company, department, or cost center. 
               
               
                 Record Type 
                 Records have two types; official and informational. 
               
               
                 Retention 
                 The quantity of months a document is stored for historical 
               
               
                 Period 
                 or legal purposes. The retention period is determined by 
               
               
                   
                 the class assigned to a document. 
               
               
                 Retirement 
                 The process of destroying a document that has been stored 
               
               
                   
                 in inventory past its retention period. 
               
               
                 Sensitivity 
                 Records have four categories of sensitivity. They range 
               
               
                   
                 from confidential to secret. 
               
               
                 Synonym 
                 A classification code, a portion of a classification name, 
               
               
                   
                 and commonly used phrase that means the same as the 
               
               
                   
                 classification name. Synonyms fall into two categories; 
               
               
                   
                 corporate and user. Corporate synonyms are recognized 
               
               
                   
                 throughout the organization and can be referred to as 
               
               
                   
                 keywords or official terms. User synonyms are phrases 
               
               
                   
                 made up by individual users. User synonyms always 
               
               
                   
                 children to corporate synonyms. 
               
               
                 User 
                 Someone who can access the system. 
               
               
                 User Group 
                 A category or set of users all having the same security 
               
               
                   
                 access to system functions and tables. Four user groups are 
               
               
                   
                 planned; normal user, Departmental Coordinators, 
               
               
                   
                 Information Services, and Record Manager. 
               
               
                 Vital 
                 Records whose loss would have a financial impact on the 
               
               
                 Attribute 
                 organization. Vital record is an attribute of class. It is not 
               
               
                   
                 a record type.