Navigating Repositories

One of Access Unify | Lifecycle’s key capabilities is your ability to create an inventory of the systems of records and the content that you manage across your organization. This can all be related to your retention schedule and policies. Getting an inventory in place lets you better understand where critical content is stored, who manages this information, and what retention and other information governance policies apply to this information.

To view an example of the Repositories tab, hover your cursor over the image.

bookmarks This Knowledge Base topic includes the following sections:

Video Tutorial
Viewing Repository Details
Data Mapping
Repositories Tab Navigation Features

Viewing Repository Details

Access Unify | Lifecycle lets you track which repositories are active in the organization, what content they are responsible to store, and whether they are holding the official record or a copy. You can see which retention rules apply to each repository and what mixture of privacy and security policies are in play. You can also use this information to manage your implementations and realign content in repositories for easier, more consistent management.

To view the details of a repository or edit a repository, select the repository, and click View Detail.

To view an example of a Repository Details page, hover your cursor over the image.

The left side of the Repository Details page displays information about the repository.
The right side of the Repository Details page displays information about content stored in the repository, including the Content Types the repository stores.

Repository Details Page Features

The table below describes the Repository Details page fields and sections.

Field/Section	Description
Name	The Name field is the name of the repository.
Code	The Code field is a short name or system ID for the repository.
Description	The Description field describes any relevant details about the repository.
Notes	The Notes field records historical or other qualifying information.
Category	The Category field indicates whether the repository is electronic or physical.
Type	The Type field is where you can select whether the repository is an application, database, email, file share, etc.
Jurisdictions	The Jurisdictions field identifies where the repository is located.
Third Party	The Third Party field indicates if the repository is managed by an outside vendor.
Legal Hold	The Legal Hold field indicates if the repository is subject to a legal hold.
Records Capable	The Records Capable field indicates if the repository can manage records. For example, if a repository is Records Capable, the records stored in the repository could be eligible for destruction after 20 years as long as there's no legal holds.
Repository of Record	The Repository of Record field indicates if the repository is the primary storage location for original records.
Status	The Status field indicates where the repository is in its lifecycle.
Service Start Date	The Service Start Date field displays the date the repository was placed in normal service.
Service End Date	The Service End Date field displays the date the repository was removed from normal service.
Shutdown Date	The Shutdown Date field displays the date the repository was completely decommissioned and no longer available.
Business Owner	The Business Owner field is a person, title, or office responsible for the business purposes of the repository. The list of owners is customizable. You can click the magnifying glass icon to perform a Deep Search. The Deep Search page displays all the potential field values and some basic information for each value. And in the Search field, you can enter a value to filter the results. Select the correct value and click Submit. The field is populated with the new value.
Technical Owner	The Technical Owner field is a person, title, or office that is responsible for the operation and maintenance of the repository. The list of owners is customizable. You can click the magnifying glass icon to perform a Deep Search. The Deep Search page displays all the potential field values and some basic information for each value. And in the Search field, you can enter a value to filter the results. Select the correct value and click Submit. The field is populated with the new value.
Departments	The Departments field displays the business departments (of other organization units) who use the repository.
Content Types	The Content Types section displays the content types mapped to this repository. The repository stores these types of records.
Record Series	The Record Series section displays the record series stored in the repository.
Private Comments	The Private Comments section provides a secure place for team discussions about the repository. You can enter a new comment about the record series or change to the record series, and then click Save Comment. The most recent comment on displays first. After you have added your comment, you can edit or delete your own comment.
Audit Trail	The Audit Trail displays changes to the repository information, including the date, the user, and the action.

Administrators can add and update metadata fields on the Setup tab.

For more information about the fields, the glossary includes common field names, definitions, and examples.

Data Mapping

Access Unify | Lifecycle lets you identify the repositories used for each content type. You can also identify which of the repositories holds the official record. Alternately, select a repository and add the content types under management, also with the option to identify which content types represent the official record in this repository.

The data mapping goes both ways: you can either map content types to a repository or you can map a repository to a content type. You can also specify the Record Series for the repository.

Go into Content Type detail screen.

To view an example of a content type, hover your cursor over the image.

Add the repositories used to store this content.

To view an example of adding a repository, hover your cursor over the image.

Open the Repository detail screen.

To view an example of a repository, hover your cursor over the image.

Add the content types being stored.

To view an example of adding a content type, hover your cursor over the image.