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:
BACKGROUND OF THE INVENTION  
         [0001]    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.  
           [0002]    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.  
           [0003]    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.  
           [0004]    The present invention provides a reliable mechanism to accomplish this task.  
           [0005]    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.  
           [0006]    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.  
           [0007]    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.  
           [0008]    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.  
           [0009]    Sensitive documents contain, for example:  
           [0010]    1. Personnel information which provides confidential data.  
           [0011]    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.  
           [0012]    3. Marketing, product development or corporate changes that could sabotage effectiveness.  
         SUMMARY OF THE INVENTION  
         [0013]    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.  
           [0014]    Legislative terminology describes document retention requirements by subject. In this connection, two major issues exist:  
           [0015]    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).  
           [0016]    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.  
           [0017]    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.  
           [0018]    Accordingly, all documents must be identified by subject and ultimately destroyed consistently with the enterprise&#39;s official retention schedule.  
           [0019]    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.  
           [0020]    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).  
           [0021]    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.  
           [0022]    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, in 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.  
           [0023]    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  
       [0024]    [0024]FIG. 1 is a screen display showing a query screen for performing a search.  
         [0025]    [0025]FIG. 2 is a screen display showing a list of synonyms.  
         [0026]    [0026]FIG. 3 is a screen display showing a query screen for performing a search.  
         [0027]    [0027]FIG. 4 is a screen display showing the results of a query of the type shown in FIG. 3.  
         [0028]    [0028]FIG. 5 is a screen display showing a query screen for performing a search.  
         [0029]    [0029]FIG. 6 is a screen display showing the results of a query of the type shown in FIG. 5.  
         [0030]    [0030]FIG. 7 is a screen display showing the results of a query of the type shown in FIG. 5.  
         [0031]    [0031]FIG. 8 is a block diagram showing a high level view of the functions performed by the invented system.  
         [0032]    [0032]FIG. 9 is a block diagram showing the store documents function.  
         [0033]    [0033]FIG. 10 is a block diagram showing the maintain inventory function.  
         [0034]    [0034]FIG. 11 is a block diagram showing the maintain system function.  
         [0035]    [0035]FIG. 12 shows the layout for the entity relationship diagram shown in FIGS.  12 A- 12 F.  
         [0036]    FIGS.  12 A- 12 C show the first row of Figures forming the entity relationship diagram.  
         [0037]    FIGS.  12 D- 12 F show the second row of Figures forming the entity relationship diagram.  
         [0038]    [0038]FIG. 13 shows the layout for the logical database model shown in FIGS.  13 A- 13 L.  
         [0039]    FIGS.  13 A- 13 D show the first row of Figures forming the logical database model.  
         [0040]    FIGS.  13 E- 13 H show the second row of Figures forming the logical database model.  
         [0041]    FIGS.  13 I- 13 L show the third row of Figures forming the logical database model.  
         [0042]    [0042]FIG. 14 shows the layout for the physical database model shown in FIGS.  14 A- 14 L.  
         [0043]    FIGS.  14 A- 14 D show the first row of Figures forming the physical database model.  
         [0044]    FIGS.  14 E- 14 H show the second row of Figures forming the physical database model.  
         [0045]    FIGS.  14 I- 14 L show the third row of Figures forming the physical database model. 
     
    
     DETAILED DESCRIPTION OF THE INVENTION  
       [0046]    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.  
         [0047]    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.  
         [0048]    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.  
         [0049]    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.  
         [0050]    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.  
         [0051]    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.  
         [0052]    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.  
         [0053]    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.  
         [0054]    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.  
         [0055]    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.  
         [0056]    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.  
         [0057]    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.  
         [0058]    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.  
         [0059]    The document type determines the essential security requirements for these documents.  
         [0060]    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 Appendix I.  
         [0061]    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.  
         [0062]    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.  
         [0063]    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.  
         [0064]    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.  
         [0065]    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.  
         [0066]    Using The Uniform Subject Classification System  
         [0067]    I. Build A Classification Structure  
         [0068]    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.).  
         [0069]    II. Apply Synonyms To The Classification Structure  
         [0070]    Assemble synonyms into a thesaurus and connect the synonyms with a particular file series (i.e., a line in the class hierarchy).  
         [0071]    Build a database of local vernacular, acronyms, technical terms, etc.  
         [0072]    Organize the database into the classification structure built in step I, appending to the synonym database, as appropriate.  
         [0073]    Modify major classes, primary classes, secondary classes, etc. as required to fit the working environment.  
         [0074]    III. Classify Documents  
         [0075]    Determine major classes, e.g.,: Accounting, Administration, Finance, Marketing, Corporate, Legal, Engineering, etc. Major classes should be by functional class, not organizational names.  
         [0076]    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:  
         [0077]    AC Accounting (MAJOR)  
         [0078]    PA Payables (PRIMARY)  
         [0079]    EM Employee (SECONDARY)  
         [0080]    which results in the Uniform Subject Classification Code:  
         [0081]    ACPAEM ACCOUNTING, PAYABLES, EMPLOYEE  
         [0082]    Depending on need, class levels can be adjusted to fit local conditions.  
         [0083]    AD Administration Level 1  
         [0084]    FA Facilities Level 2 
                                                                                       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                      
 
         [0085]    With the above class levels, the following are examples of acronyms which could be employed:  
         [0086]    ADFAOF Administration, Facilities, Offices  
         [0087]    ADFAOFFU Administration, Facilities, Offices, Furnishings  
         [0088]    ADFUDE Administration, Furnishings, Desk  
         [0089]    ADFUAR Administration, Furnishings, Art  
         [0090]    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.  
         [0091]    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.  
         [0092]    IV: Finding Documents using the Uniform Subject Classification System  
         [0093]    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.  
         [0094]    To determine what may be available to aid in the creation of a new job description, enter lid 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.  
         [0095]    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.  
         [0096]    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.  
         [0097]    Next, search for job descriptions that are involved with the budgeting process to identify the terms used in describing the tasks and skills required:  
         [0098]    Enter the word “budget” as shown in the screen display of FIG. 5.  
         [0099]    With full security clearance, the system would return:  
         [0100]    “FIBU” or Finance, Budgets.  
         [0101]    as shown in the screen display of FIG. 6.  
         [0102]    From the synonym table, the display would show the contents of the class table for the item located by the search as containing:  
         [0103]    “HRJD” or “Human Resources, Job Description” 
         [0104]    as shown in the screen display of FIG. 4.  
         [0105]    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.  
         [0106]    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.  
         [0107]    V. Associate The Class Acronym With Retention Data  
         [0108]    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 CC# 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       Med   Rec   Start   Off   RC   RCopy       No.   Acronym   Class Code Name   Typ   Typ   After   Ret   Ret   CC#                   124   AD   Administration   0   O   AR   12    0           125   ADFU   Furnishings   0   O   CT   12   24   993452       126   ADFUDE   Desks   0   O   SU   12   24   993452       127   ADFUDEEX   Executive   0   O   SU   12   36   993452                  
 
         [0109]    In Table I, each row corresponds to a file series.  
         [0110]    The column labeled “No.” contains a unique computer generated numbers used to represent each file series.  
         [0111]    The column labeled “Class Acronym” contains the classification acronyms.  
         [0112]    The column labeled “Class Code Name” contains the official terms to describe documents.  
         [0113]    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.  
         [0114]    The column labeled “Rec Typ” represents record type, i.e., Vital (V), Informational (I), Official (O), Sensitive (S).  
         [0115]    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.  
         [0116]    The column labeled “Off Ret” represents office retention in months.  
         [0117]    The column labeled “RC Ret” represents records center retention in months.  
         [0118]    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   CAPITALASSETS   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   24   36   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 CER 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   CY   12   60   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           STATEMNT       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   V   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 16001.1       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 1.56-5       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       ACPALEVEQ   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 1.6001.1       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   B   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   50   21000   ADMIN. DECISION       ADCQ   COMMUNICATIONS   1   O   CY   12   0   12   25000   ADMIN. DECISION       ADCR   CONSULTANT INFORMATION   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   O   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   V   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   CCCPCH 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                                           500+       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 Sec3       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 1.6001.1       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.1132; 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   MILITARY SERVICE   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   o   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 1904.4       OPSADS   SAFETY RECORDS   1   O   CT   999   0   999   47100   ADMIN. DECISION       OPSAHM   HAZARDOUS MATERIAL PLAN   3   O   SU   120   0   120   47100   29 CFR 1910.120       OPSAHW   HAZARDOUS WASTE   3   O   CY   12   24   26   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   COUNTER MEASURES   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                  
 
         [0119]    VI. Purge Documents Selectively And Within Legal And Administratively Defined Requirements  
         [0120]    Using predetermined life-cycles (retention schedules) for each file series, the system identifies documents subject to purging.  
         [0121]    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.  
         [0122]    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.  
         [0123]    The above described system may be implemented entirely in software as described below.  
         [0124]    Design Details  
         [0125]    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.  
         [0126]    Overview  
         [0127]    ERS is a client/server application to assist in the management of valuable corporate information.  
         [0128]    ERS maintains a record retention schedule detailing how information ought to be stored, where, and for how long.  
         [0129]    The application helps the user classify documents into groups of similar information.  
         [0130]    ERS provides document security. It can prevent unauthorized reading of. or writing to official corporate information.  
         [0131]    ERS provides a means to search for documents pertaining to a specific subject, date range, author, etc.  
         [0132]    The system acts as a pointer to direct users to where information is stored.  
         [0133]    Definition of User Community  
         [0134]    The ERS application has four categories of user. Each group of users and their responsibilities are described below.  
         [0135]    Records Manager  
         [0136]    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:  
         [0137]    Sets policy for record storage. This policy includes what media to use for long term storage.  
         [0138]    Creates new classes and maintains the retention schedule.  
         [0139]    Monitors the performance of the entire application.  
         [0140]    Re-classifies documents that have been mis-classified.  
         [0141]    Information Services  
         [0142]    The Data Processing, Management Information Systems, or the Information Services organization plays a role in the management of documents. Their responsibilities are defined below:  
         [0143]    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.  
         [0144]    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.).  
         [0145]    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.  
         [0146]    Department Coordinator  
         [0147]    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:  
         [0148]    Provide training and technical support to users within the department.  
         [0149]    Monitors the performance of the system regarding departmental records.  
         [0150]    Creates and sets up new users.  
         [0151]    Enforces record retention policy for official records created by the department.  
         [0152]    Manages the logistics of moving records to and from a storage facility.  
         [0153]    User  
         [0154]    The majority of individuals accessing the system will be categorized as users. Their responsibilities are listed below:  
         [0155]    Properly classifies records they create.  
         [0156]    Enforces record retention policy for informational records created by them.  
         [0157]    Policies  
         [0158]    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.  
         [0159]    Users and Class Assignments  
         [0160]    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.  
         [0161]    No Class Attribute Overrides  
         [0162]    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.  
         [0163]    Classification Owner  
         [0164]    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.  
         [0165]    Location and Class Assignment  
         [0166]    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.  
         [0167]    One Production Database Per User  
         [0168]    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.  
         [0169]    System Functions  
         [0170]    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.  
         [0171]    User Functions  
         [0172]    All individuals who have access to the system will be able to operate the functions defined as follows:  
         [0173]    Application Package File Open Function  
         [0174]    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.  
         [0175]    Search and Retrieve Feature  
         [0176]    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).  
         [0177]    Application Package File Save Function  
         [0178]    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.  
         [0179]    Document Storage Feature  
         [0180]    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.  
         [0181]    Classification Assignment Feature  
         [0182]    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.  
         [0183]    Synonym Maintenance Feature  
         [0184]    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.  
         [0185]    Attribute Maintenance Feature  
         [0186]    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.  
         [0187]    Stand Alone ERS User Functions  
         [0188]    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.  
         [0189]    Update Functions  
         [0190]    Inventory Maintenance  
         [0191]    The ability to correct mis-assigned classifications given to items in inventory. This function assists the user in properly assigning classifications to documents.  
         [0192]    Inventory Entry  
         [0193]    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.  
         [0194]    Inventory Request  
         [0195]    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.  
         [0196]    Synonym Maintenance  
         [0197]    The ability to add, change, or delete user synonyms.  
         [0198]    User Profile Maintenance  
         [0199]    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.  
         [0200]    Inquiry Functions  
         [0201]    Inventory Retrieval  
         [0202]    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.  
         [0203]    Reporting Functions  
         [0204]    Inventory Detail Reports  
         [0205]    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.  
         [0206]    Synonym Reports  
         [0207]    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.  
         [0208]    Department Coordinator Functions  
         [0209]    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.  
         [0210]    Update Functions  
         [0211]    User Maintenance  
         [0212]    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.  
         [0213]    Inventory Maintenance  
         [0214]    The ability to change an inventory item&#39;s classification, location, or media. This update function helps the Department Coordinator correct mis-assigned classifications and move inventory items from one location to another.  
         [0215]    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.  
         [0216]    Reporting Functions  
         [0217]    Inventory Detail Reports  
         [0218]    The ability to display what items are in inventory by 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.  
         [0219]    Inventory Count Reports  
         [0220]    The ability to count the quantity of inventory items 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.  
         [0221]    Center Retention Required  
         [0222]    The purpose this report is to display those items in 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.  
         [0223]    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.  
         [0224]    Classification Audit Reports  
         [0225]    The purpose of these reports are to display where 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.  
         [0226]    Inventory Requests Report  
         [0227]    The purpose of this report is to display the 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.  
         [0228]    This report would help the Departmental Coordinator manage the logistics of moving records to and from a storage facility.  
         [0229]    Static Table Listings  
         [0230]    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.  
         [0231]    Information Services Functions  
         [0232]    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.  
         [0233]    Update Functions  
         [0234]    There are several update functions that only Information Services personnel would use. These functions are described below.  
         [0235]    Database Definition  
         [0236]    The purpose of this function is to describe the various ERS databases that may be at an organizations and their addresses.  
         [0237]    Function Maintenance  
         [0238]    The purpose of this update is to record what 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.  
         [0239]    Batch Functions  
         [0240]    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.  
         [0241]    Function Usage Maintenance  
         [0242]    ERS will record who is running what, when, and for 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.  
         [0243]    Security Grants  
         [0244]    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.  
         [0245]    Records Manager Functions  
         [0246]    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.  
         [0247]    Update Functions  
         [0248]    Class Maintenance  
         [0249]    Add, change, or delete information about classifications, abstracts, and retention schedules.  
         [0250]    Synonym Maintenance  
         [0251]    Add, change, and delete synonyms used corporate wide. These synonyms are also referred to as keywords and official terms.  
         [0252]    Static Table Maintenance  
         [0253]    Add, change or delete rows from any of the 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.  
         [0254]    Reporting Functions  
         [0255]    Class Availability Report  
         [0256]    Display a list of classifications available and applied by company, departments, cost centers, and user. The purpose of this report is to determine if departments are potentially mis-using classifications.  
         [0257]    Function Usage Reports  
         [0258]    List the system function number, title, and the 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.  
         [0259]    Data Dictionary Reports  
         [0260]    Database columns definitions by column name and 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.  
         [0261]    Catalog of Functions  
         [0262]    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.            UpdateClass   ERS610   Class Maintenance.                Function   ERS650   Function Maintenance.            UpdateInventory   ERS710   Inventory Entry.                    ERS720   Inventory Maintenance.               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.                  
 
         [0263]    Generic Description of All Function and Features  
         [0264]    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.  
         [0265]    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.  
         [0266]    Menu Functions  
         [0267]    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:  
         [0268]    Function Access  
         [0269]    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:  
         [0270]    File  
         [0271]    New  
         [0272]    Open  
         [0273]    Delete  
         [0274]    Close  
         [0275]    Print  
         [0276]    Printer Setup  
         [0277]    Exit  
         [0278]    Edit  
         [0279]    Undo  
         [0280]    Cut  
         [0281]    Copy  
         [0282]    Paste  
         [0283]    Clear  
         [0284]    Find  
         [0285]    Go To  
         [0286]    Search  
         [0287]    Sort  
         [0288]    Filter  
         [0289]    View  
         [0290]    First Page  
         [0291]    Prior Page  
         [0292]    Next Page  
         [0293]    Last Page  
         [0294]    Toolbars  
         [0295]    Date and Time  
         [0296]    Maintenance  
         [0297]    Update 1  
         [0298]    Update 2  
         [0299]    Etc.  
         [0300]    Reports  
         [0301]    Report 1  
         [0302]    Report 2  
         [0303]    Etc.  
         [0304]    Window  
         [0305]    Tile  
         [0306]    Layered  
         [0307]    Cascade  
         [0308]    Arrange Icons  
         [0309]    Window 1  
         [0310]    Window 2  
         [0311]    Etc.  
         [0312]    Help  
         [0313]    Contents  
         [0314]    Search for Help on  
         [0315]    How to Use Help  
         [0316]    About ERS  
         [0317]    Micro Help  
         [0318]    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.  
         [0319]    Button Bar  
         [0320]    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.  
         [0321]    Disabled Functions  
         [0322]    The pull down menus will show all functions planned for 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.  
         [0323]    User Access  
         [0324]    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.  
         [0325]    Reporting Functions  
         [0326]    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:  
         [0327]    Custom Sub Heading  
         [0328]    The user will have the option to create their own report sub 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.  
         [0329]    Selection Criteria  
         [0330]    The user will have the ability to limit the size of the report. 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.  
         [0331]    Variable Sorting  
         [0332]    Each report can have more than one method of sorting. The user will have the ability to select, from a pre-set list, how the information should be sorted.  
         [0333]    Routing of Output  
         [0334]    Each report can be routed to one of three different places. 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.  
         [0335]    Report Footing  
         [0336]    On the last page of each report will be displayed the sort 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.  
         [0337]    Print After View  
         [0338]    Every report routed to the screen will have the ability to be printed. This feature will allow the users to view the first several pages of a report, and then print it, if they desire.  
         [0339]    Micro Help  
         [0340]    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.  
         [0341]    Usage Tracking  
         [0342]    Just prior to exiting a reporting function, the system will 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.  
         [0343]    Update Functions  
         [0344]    Update functions provide the ability to add, change, or delete records in the database. The features of update functions are the following:  
         [0345]    Add, Change, Delete  
         [0346]    A single update function will allow the user to add new records, change existing ones, or delete records from a table. The user will not have to select three different update functions from a menu to maintain one table.  
         [0347]    Point and Shoot  
         [0348]    The user will not have to know key field values such as 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.  
         [0349]    Drop Down Lists  
         [0350]    The user will not have to memorize codes to operate update 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.  
         [0351]    Drag and Drop  
         [0352]    Where ever possible, ERS will allow the user to drag an object on to a command button to signal that they wish to perform the command.  
         [0353]    Jumping  
         [0354]    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.  
         [0355]    Validation  
         [0356]    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.  
         [0357]    Referential Integrity  
         [0358]    All update functions will use referential integrity rules. 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.  
         [0359]    Confirmation  
         [0360]    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.  
         [0361]    Micro Help  
         [0362]    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.  
         [0363]    Usage Tracking  
         [0364]    Just prior to exiting an update function, the system will post 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.  
         [0365]    Process Model  
         [0366]    The purpose of a business process model is to show the relationship between people, systems, data, office policy and procedures, and documents.  
         [0367]    Node Tree Diagrams  
         [0368]    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.  
         [0369]    Database Design  
         [0370]    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.  
         [0371]    Entity Definitions  
         [0372]    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 store 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.                  
 
         [0373]    Entity Relationship Diagram  
         [0374]    [0374]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.  
         [0375]    Attribute Definitions  
         [0376]    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 Title   Class title and all parent class           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 classification               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   User assigned identification code.           Code   The retention start code defines               when the retention period of the               document starts. The quantity of               months an inventoiy 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 Data-           type 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   User assigned identification code.           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 ofa 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 Window       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.           Data Window Name   Data Window Used for selection of               column for SQL table.           Last Changed Date           Last Changed By           Timestamp       Function Sort   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.           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   PowerBuilder Data Window name.               The Data Window name is the               name of the PowerBuilder               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 Sort   Function Number   User assigned identification       Last Used       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.           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   User assigned identification code.       Subject   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 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 Type   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.           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   First line of label. The inventory           Line 1   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   Second line of label. The           Line 2   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   Third line of label. The inventory           Line 3   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   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.           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   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.           Media Type   User assigned identification code           Requested   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   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.           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   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.           Location   Long name, description, or title.           Description   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 Type   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.           Archive Facility   Archive facility (offsite storage)           Flag   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.           ERSExpress Access   File name required yes/no. The           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 SQLServer 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 SQLServer 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 SQLServer 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 SQLServer 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 SQLServer 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 SQLServer 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 SQLServer 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 SQLServer 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 Type   User assigned organization 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 Type   User assigned organization 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 Type   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.           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   User assigned identification code.       Start   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.           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   Long name, description, or title.           Description   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.           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.           Mail Stop   User&#39;s mail stop. Physical mailing               address of an ERSuser in the               company.           Output Directory   Directory path for extract files.               The output directory is the disk               drive and directory name where               the user would like extract files               placed. If the user elects to have a               report exported into a spread sheet,               then the spread sheet will be               placed in the output directory.           Last Changed Date           Last Changed By           Timestamp       User 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.           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.           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.           Default Class Flag   Default class (Y=yes, N=no).               Denotes default class if none is               selected.           Last Assigned Date   Date last used. The date and time               the class was last assigned by the               user to a document. This column               can help determine if a user has               ever assigned this class to a               document.           Last Changed Date           Last Changed By           Timestamp                  
 
         [0377]    Logical View  
         [0378]    [0378]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.  
         [0379]    Standard Abbreviations  
         [0380]    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’.  
         [0381]    abs abstract  
         [0382]    acc access  
         [0383]    adr address  
         [0384]    ctr center  
         [0385]    chg change  
         [0386]    cd code  
         [0387]    cst cost  
         [0388]    cls class  
         [0389]    col column  
         [0390]    cre created  
         [0391]    d DataWindow object  
         [0392]    db database  
         [0393]    dw DataWindow control  
         [0394]    def default  
         [0395]    dsc description  
         [0396]    dir directory  
         [0397]    dte date  
         [0398]    dur duration  
         [0399]    end end  
         [0400]    flg flag  
         [0401]    fst first  
         [0402]    fcn function  
         [0403]    grp group  
         [0404]    hst history  
         [0405]    idn identification  
         [0406]    inv inventory  
         [0407]    key key  
         [0408]    lst last  
         [0409]    loc location  
         [0410]    log logon  
         [0411]    mail mail  
         [0412]    med media  
         [0413]    mth month  
         [0414]    nbr number  
         [0415]    nme name  
         [0416]    off office  
         [0417]    obj object  
         [0418]    ord order  
         [0419]    org organization  
         [0420]    out output  
         [0421]    par parent  
         [0422]    phn phone  
         [0423]    psw password  
         [0424]    pro procedure  
         [0425]    pcs processed  
         [0426]    pps purpose  
         [0427]    rec record  
         [0428]    rel relationship  
         [0429]    rqs request  
         [0430]    rqr require  
         [0431]    ret retention  
         [0432]    row rows  
         [0433]    snt sensitivity  
         [0434]    seq sequence  
         [0435]    srt sort  
         [0436]    str start  
         [0437]    sts status  
         [0438]    sto storage  
         [0439]    stp stop  
         [0440]    sub subject  
         [0441]    syn synonym  
         [0442]    tbl table  
         [0443]    tm time  
         [0444]    tle title  
         [0445]    trg trigger  
         [0446]    typ type  
         [0447]    udt user defined datatype  
         [0448]    usg usage  
         [0449]    usp user stored procedure  
         [0450]    usr user  
         [0451]    vtl vital  
         [0452]    vw view  
         [0453]    vwb base view  
         [0454]    w window  
         [0455]    wrd word  
         [0456]    Triggers  
         [0457]    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.  
         [0458]    Class Table  
         [0459]    Insert Trigger—Two rows should be added to the synonym table. The values for the synonym table are as follows:  
         [0460]    Row 1  
                                                       Synonym Name   The class code           User Identification   ‘SA’           Parent Synonym Name   The class code of the parent               classification           Keyword Flag   ‘Y’                      
 
         [0461]    Row 2  
                                                       Synonym Name   The classification title           User Identification   ‘SA’           Parent Synonym Name   The class code           Keyword Flag   ‘N’                      
 
         [0462]    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:  
         [0463]    Row 1  
                                                       Synonym Name   The class code           User Identification   ‘SA’           Class Identification   The class identification                      
 
         [0464]    Row 2  
                                                       Synonym Name   The class title           User Identification   ‘SA’           Class Identification   The class identification                      
 
         [0465]    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.  
         [0466]    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.  
         [0467]    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.  
         [0468]    Delete Trigger—Delete the corresponding rows in the synonym table and the class synonym table where the following is true:  
         [0469]    Synonym name equals class code and user identification equals ‘SA’ or  
         [0470]    Synonym name equals classification title and user identification equal ‘SA’ 
         [0471]    Function Table  
         [0472]    Delete Trigger—Create a cascading delete that will remove the function form all other tables.  
         [0473]    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.  
         [0474]    Function Column Table  
         [0475]    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.  
         [0476]    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’.  
         [0477]    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’.  
         [0478]    Function Sort Table  
         [0479]    Insert Trigger—There can only be one row having a default sort flag value of ‘Y’ for yes for each function.  
         [0480]    Update Trigger—There can only be one row having a default sort flag value of ‘Y’ for yes for each function.  
         [0481]    Function Usage Table  
         [0482]    Insert Trigger—The usage start date must be less than the usage end date.  
         [0483]    Update Trigger—The usage start date must be less than the usage end date.  
         [0484]    Location Table  
         [0485]    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.  
         [0486]    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.  
         [0487]    Object Table  
         [0488]    Insert Trigger—The object purpose can not be null if the object type code is ‘V’ for view.  
         [0489]    Insert Trigger—The object purpose can not be null if the object type code is ‘V’ for view.  
         [0490]    Object Identification Table  
         [0491]    Insert Trigger—Insure that the object type column value in the object table is set to ‘U’ for user table.  
         [0492]    Update Trigger—Insure that the object type column value in the object table is set to ‘U’ for user table.  
         [0493]    Organization Table  
         [0494]    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.  
         [0495]    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.  
         [0496]    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.  
         [0497]    User Table  
         [0498]    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:  
         [0499]    Retrieve the user ID of the individual inserting a new row into the user table.  
         [0500]    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.  
         [0501]    Insert the classifications and access codes found in the previous step under the ID of the new user.  
         [0502]    Ignore the processing describe above if the user doing the inserting is SA.  
         [0503]    Delete Trigger—Create a cascading delete that will remove the user for all other tables.  
         [0504]    User Class Table  
         [0505]    Insert Table—There can only be one row having a default class flag value of ‘Y’ for yes for each user.  
         [0506]    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.  
         [0507]    Update Table—There can only be one row having a default class flag value of ‘Y’ for yes for each user.  
         [0508]    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.  
         [0509]    User Database Table  
         [0510]    Insert Trigger—There can only be one row having a default database flag value of ‘Y’ for yes for each user.  
         [0511]    Update Trigger—There can only be one row having a default database flag value of ‘Y’ for yes for each user.  
         [0512]    User Defined Datatypes  
         [0513]    User defined datatypes are common formats that will be applied to columns. The attributes for each datatype in this system are listed below.  
         [0514]    udt_integer  
         [0515]    integer System generated identification numbers.  
         [0516]    udt_ndt  
         [0517]    varchar(40) Names, descriptions and titles 40 chars or less.  
         [0518]    udt_name  
         [0519]    char(20) First, Last Names, other names 20 chars or less.  
         [0520]    udt_label  
         [0521]    char(25) Labels.  
         [0522]    udt_text  
         [0523]    varchar(255) Long descriptions, text, explanations, summaries etc.  
         [0524]    udt_identifier  
         [0525]    char(20) Any type of database object identifier.  
         [0526]    udt_yesno  
         [0527]    char(1)Any yes/no column.  
         [0528]    udt_phone  
         [0529]    char(13) Full length phone number—Do not store dashes.  
         [0530]    udt_code_a  
         [0531]    char(1) Codes and other data of various lengths.  
         [0532]    udt_code_b  
         [0533]    char(2)  
         [0534]    udt_code_c  
         [0535]    char(6)  
         [0536]    udt_code_d  
         [0537]    char(8)  
         [0538]    udt_code_e  
         [0539]    char(10)  
         [0540]    udt_code_f  
         [0541]    char(12)  
         [0542]    udt_code_g  
         [0543]    char(15)  
         [0544]    Physical Database Model  
         [0545]    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.  
         [0546]    Physical Attributes  
         [0547]    The following table displays the SQL attributes (column name, datatype, null option, etc.) for each column being stored.  
                                                           Entity       Column   Alternate   Foreign   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   1st_chg_dte               datetime   NULL           Last Changed By   1st_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_fk               char(1)   NOT NULL           Last Changed Date   1st_chg_dte               datetime   NULL           Last Changed By   1st_chg_by               char(20)   NULL           Timestamp   timestamp               timestamp   NULL       Data   Entity Name   ent_nine           (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   1st_chg_dte               datetime   NOT NULL           Last Changed By   1st_chg_by               char(20)   NOT NULL           Timestamp   timestamp               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   1st_chg_dte               datetime   NULL           Last Changed By   1st_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   1st_chg_dte               datetime   NULL           Last Changed By   1st_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   oprcd               char(2)   NOT NULL           Last Changed Date   1st_chg_dte               datetime   NULL           Last Changed By   1st_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   1st_chg_dte               datetime   NULL           Last Changed By   1st_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           DataWindow   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   1st_chg_dte               datetime   NULL           Last Changed By   1st_chg_by               char(20)   NULL           Requires Stored   rqr_usp               char(20)   NULL           Procedure           Timestamp   timestamp               timestamp   NULL       Function   Function Number   frn_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   1st_chg_dte               datetime   NULL           Last Changed By   1st_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   1st_chg_dte               datetime   NULL           Last Changed By   1st_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   1st_chg_dte               datetime   NULL           Last Changed By   1st_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   1st_chg_dte               datetime   NULL           Last Changed By   1st_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   1st_chg_dte               datetime   NULL           Last Changed By   1st_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   1st_chg_dte               datetime   NULL           Last Changed By   1st_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( I)   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   1st_chg_dte               datetime   NULL           Last Changed By   1st_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   1st_chg_dte               datetime   NULL           Last Changed By   1st_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   1st_chg_dte               datetime   NULL           Last Changed By   1st_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   1st_chg_dte               datetime   NULL           Last Changed By   1st_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   1st_chgdte               datetime   NULL           Last Changed By   1st_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   1st_chg_dte               datetime   NOT NULL           Last Changed By   1st_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   1st_chg_dte               datetime   NULL           Last Changed By   1st_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   1st_chg_dte               datetime   NULL           Last Changed By   1st_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   1st_chg_dte               datetime   NULL           Last Changed By   1st_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   1st_chg_dte               datetime   NULL           Last Changed By   1st_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   1st_chg_dte               datetime   NULL           Last Changed By   1st_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   1st_chg_dte               datetime   NULL           Last Changed By   1st_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   1st_chg_dte               datetime   NULL           Last Changed By   1st_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   1st_chg_dte               datetime   NULL           Last Changed By   1st_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   1st_chg_dte               datetime   NULL           Last Changed By   1st_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   1st_asgn_dte               datetime   NULL           Date           Last Changed Date   1st_chg_dte               datetime   NULL           Last Changed By   1st_chg_by               char(20)   NULL           Timestamp   timestamp               timestamp   NULL                  
 
         [0548]    System Requirements  
         [0549]    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.  
         [0550]    Client Workstation  
         [0551]    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.  
         [0552]    Hardware  
         [0553]    Processor  
         [0554]    486/66 MHz processor, or faster.  
         [0555]    Memory  
         [0556]    16 Meg. of memory or more.  
         [0557]    Hard Disk  
         [0558]    500 Meg. of available disk space or more.  
         [0559]    Access to a common network drive containing the application software.  
         [0560]    Monitor  
         [0561]    VGA color monitor.  
         [0562]    Printer  
         [0563]    Access to a LASER printer, 300 dpi resolution or higher.  
         [0564]    Network Card  
         [0565]    Must be compatible with available cabling, network software, and PC hardware.  
         [0566]    Keyboard  
         [0567]    Mouse  
         [0568]    Software  
         [0569]    Operating System  
         [0570]    Microsoft DOS, release 6.22.  
         [0571]    Microsoft Windows for Workgroups, release 3.11.  
         [0572]    Network Software such as Novell or Windows for Workgroups.  
         [0573]    Application Packages Microsoft Office containing Word, Excel, and PowerPoint.  
         [0574]    Developer Workstation  
         [0575]    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.  
         [0576]    Hardware  
         [0577]    Processor  
         [0578]    Pentium 100 MHz processor, or faster.  
         [0579]    Memory  
         [0580]    24 Meg. of memory or more.  
         [0581]    Hard Disk  
         [0582]    1 Gig. of available disk space or more.  
         [0583]    Access to a common network drive containing the application software.  
         [0584]    CD ROM  
         [0585]    4x speed, or faster.  
         [0586]    Tape Drive  
         [0587]    250 Meg tape backup, or larger.  
         [0588]    Monitor  
         [0589]    17″ VGA color monitor.  
         [0590]    Printer  
         [0591]    Access to a laser printer, 300 dpi resolution or higher.  
         [0592]    Network Card  
         [0593]    Must be compatible with available cabling, network  
         [0594]    software, and PC hardware.  
         [0595]    Modem  
         [0596]    28.8 FAX/Modem, or faster.  
         [0597]    Keyboard  
         [0598]    Mouse  
         [0599]    Software  
         [0600]    Operating System  
         [0601]    Microsoft DOS, release 6.22.  
         [0602]    Microsoft Windows for Workgroups, release 3.11.  
         [0603]    Network Software such as Novell or Windows for Workgroups.  
         [0604]    Application Packages  
         [0605]    Microsoft Office containing Word, Excel, and PowerPoint.  
         [0606]    Microsoft Project, release 4.0.  
         [0607]    Development Tools PowerSoft PowerBuilder, release  4 . 0 . 4 .  
         [0608]    MetaSolv PowerFrame, release 4.0.  
         [0609]    Norton Desktop for Windows, release 3.0.  
         [0610]    Logic Works ERWin for PowerBuilder, release 2.5.  
         [0611]    Embarcadero Technologies DBArtisan, release 2.02.  
         [0612]    Embarcadero Technologies Rapid SQL, release 1.02.  
         [0613]    Blue Sky Software RoboHelp, release 3.0.  
         [0614]    PC Install for Windows 3.X.  
         [0615]    Saros Mezzanine Developers Tool Kit.  
         [0616]    Saros Document Manager.  
         [0617]    Server  
         [0618]    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.  
         [0619]    Hardware  
         [0620]    Processor  
         [0621]    Two Pentium 100 MHz processors, or faster.  
         [0622]    Memory  
         [0623]    64 Meg. of memory or more.  
         [0624]    Hard Disk  
         [0625]    1 Gig. of available disk space or more.  
         [0626]    Access to a common network drive containing the application software.  
         [0627]    CD ROM  
         [0628]    4x speed, or faster.  
         [0629]    Tape Drive  
         [0630]    250 Meg tape backup, or larger.