IBM Atlas Suite Developers Guide: Reporting Views. for IBM Atlas Suite v6

Transcription

1 IBM Atlas Suite Developers Guide: Reporting Views for IBM Atlas Suite v6

2 IBM Atlas Suite Developers Guide: Reporting Views This edition applies to version 6.0 of IBM Atlas Suite (product numbers 5725-D75, 5725-D76, 5725-D77) and to all subsequent releases and modifications until otherwise indicated in new editions. Copyright International Business Machines Corporation 2004, US Government Users Restricted Rights - Use, duplication or disclosure restricted by GSA ADP Schedule Contract with IBM Corp.

3 Contents 1 Overview View Documentation Format Column Documentation Format Persons, Organizations, and Roles Organization View Person View, Person Lite View Persons With Roles View Persons Without Roles View Login History View Data Sources Historical Views The History ID No-Change Rows Differences Between Non-Historical and Historical Views Data Source View Data Source Category View Data Source Stewards View Data Source Discovery Delegates View Data Source Location View Data Source Organizations View Data Source Securities View Related Data Sources View Citations Citation View Citation Retention Requirements View Retention Schedules Master Schedule View Master Schedule Retention Requirements View Master Schedule Citations View Local Schedule View Local Schedule Retention Requirements View Local Schedule Citations View Local Schedule Record Type Storage View... 60

4 Contents IBM Atlas Suite Developers Guide: Reporting Views 6 Matters, Requests, and Scoping How to Determine if a User Has Access to a Matter Matter View Matter Access View Matter Master List View Request View People in Scope View Organizations in Scope View Data Sources in Scope View Local Schedules in Scope View Master Schedules in Scope View Notices Notice View Notice History View Notice Message View Notice Approver View Notice Recipient View Hold Notice Response and Response History Views Hold Notices (v6 and later) Hold Notice View Hold Notice Details View Hold Notice Escalation Rule View Global Hold Reminder View Global Hold Reminder Recipients View Active Holds Active Hold Details View Collections Collection Details View Collection Plan View Collection Target View Collection Log View Exported Document View Structured Collection and Preservation Plans Structured Collection and Preservation Plan View Structured Plan Owner Structured Plan Execution View Structured Plan History View

5 IBM Atlas Suite Developers Guide: Reporting Views Overview 11.5 Structured Plan Note View Policy Federation Connector View Query Template View Query Template Owner View Query Criteria View Interviews Interview Plan View Interview Recipient View Interview Question View Interview Response View Interview Log View Interview History View Miscellaneous Component Parameter View Action Item View

6 1 Overview This document lists and describes the IBM Atlas Suite database views, objects that bring out information from the database. You use these views, primarily, to create reports that are generated by the Atlas Reports application, but you can also use them to retrieve information that you need when creating a Web Services application or Policy Federation Connector, or for whatever purpose you want. The data that these views provide is fetched in real time from the database. Each chapter describes a distinct set of views. The first two chapters look at the building block views views that describe objects that, while possibly interesting by themselves, are typically used to augment the information that s provided by other views: Persons, Organizations, and Roles looks at the views that bring out information about Persons and Organizations, the Roles that Persons take within an Organization, the Organizations that Persons are part of but for which they have no assigned Role, and a history of Atlas application user sessions Data Sources looks at the views that bring out information about Data Sources. The next two chapters provide information that s created and used by Retention Policy and Schedule Management: Citations looks at the contents of the Law Library. This is a repository of legal information that s used to support the retention policies that are embodied by Master and Local Schedules. Retention Schedules describes the retention policies themselves. A number of chapters provide information that s created and used by Legal ediscovery Process Management: Matters, Requests, and Scoping looks at the definitions of the legal Matters that have been added to the system. This includes the Matters themselves, the Requests that the Matters comprise, and each Request s Scope, or set of Persons and Data Sources that are obliged to provide information in regard to the Matter. Notices looks at the Hold, Collection, Virtual Interview, and Release Notice messages that are sent to the Persons who are in the Scope of a Request. Hold Notices (v6 and later) takes a closer look at Hold Notices that were created in IBM Atlas Suite v6 and later. Active Holds describes a single view (Active Hold Details) that lists all of the Custodians who are currently part of a Hold. Collections looks at the Collection Notices and Unstructured Plans that have been defined as part of a Matter. Structured Collection and Preservation Plans looks at Structured Plans. These are Plans that are executed manually by IT or automatically by a Policy Federation Connector. Interviews provides additional information about Interview Notices and Plans. The final chapter lists Miscellaneous views.

7 IBM Atlas Suite Developers Guide: Reporting Views Overview 1.1 View Documentation Format The documentation for a view looks like this: Prosaic name Filename View description Column descriptions The Prosaic name describes the information that the view contains. In a few cases, the prosaic name differs from the literal SQL name. The Filename section gives the filename of the view (without the.sql extension). Some of the views have two versions: one for current data, and another for historical data. The View description provides a brief overview of the data that the view provides. The Column descriptions describe the columns that are contained in the view, as explained in the next section. 1.2 Column Documentation Format The column descriptions follow this format: The Name is the literal name of the column. Type describes the type of data that s contained in the column. The data types are described in the next section. 7

8 Overview IBM Atlas Suite Developers Guide: Reporting Views The content of the Reference/Values information depends on the type of data that the column holds. Again, this is described in the next section Column Data Types The Type values and associated Reference/Value information are: Type Meaning Reference/Value PRIMARY KEY FOREIGN KEY [N] TOKEN The column acts as a unique identifier for the row in the view. The column contains data that you use to join to some other view. The column contains text data that has a maximum length of N. A string that doesn t have a size indicates that the column contains text information that s defined by the system. The list of values that the column can take is given in the column description. The column contains an integer or character that represents a specific meaning. The mapping between tokens and meanings is provided in the column description. None The view and column that this column joins to, in the form view.column. For example: None rep_citation_vw.cite_pkey If the set of strings is defined by a Component or UI module, this column names the Component/module. For example: COUNTRIES Component A list of the values that the column can take, in the form token1 token2 token3 For example: BOOLEAN The column contains a Boolean value. The values that the column can take, in the form true false. For example: Y N INTEGER FLOAT The column contains an Oracle or SQL Server TIME value. The column contains an integer that s used for providing a count The column contains a floating-point number that s used to provide values that have a fractional part, such as with cost information. None None None 8

9 2 Persons, Organizations, and Roles The views in this chapter are: Organization lists and describes the Organizations that have been added to the system. Person lists and describes the user accounts (or Persons ) that have been added to the system. This view doesn t include Others people who have been added to the Scope of a Matter Request but who have no user account. Persons With Roles lists the Organizations that a Person is part of and the Roles that the Person has been assigned within those Organizations. Person Without Roles is a list of the Organizations that a Person is a part of, but for which the Person hasn t been assigned a Role. Login History provides a list of Atlas application user sessions. Every time a user logs into Atlas, it s recorded in this view.

10 Persons, Organizations, and Roles IBM Atlas Suite Developers Guide: Reporting Views 2.1 Organization View FILENAME: rep_organization_vw Each row in the Organization view describes an Organization record that s stored in the system. Organizations are organized hierarchically. At the top of the hierarchy is the (immutable) Corporate Organization. Organization Columns org_int_id PRIMARY KEY An integer that uniquely identifies this Organization. The identifier for Corporate, the top of the Organization hierarchy, is 1. org_identifier [250] An additional identifier for the Organization. This is typically a unique value that identifies the Organization in an external system. org_name [250] The name of the Organization. org_full_name The path of ancestor Organizations that leads to this Organization, starting with Corporate. Individual elements in the path are colon-separated; for example: Corporate: Human Resources: Personnel org_status The status of the Organization, one of: ACTIVE. The Organization is active and usable. DISABLED. The Organization isn t displayed in the Map module, and can t be used. In the Atlas UI, a user disables and Organization by deleting it. The Organization s record is maintained in order to support historical views of the data. org_description A human-readable description of the Organization. org_parent_organization FOREIGN KEY rep_organization_vw.org_int_id A foreign key that identifies this Organization s parent in the Organization hierarchy. 10

11 IBM Atlas Suite Developers Guide: Reporting Views Persons, Organizations, and Roles org_country COUNTRIES Component The country/region in which the Organization is located, in the form: ISOCode: Country/Region Name For example: US: United States org_type [50] The Organization s type. The type is an arbitrary designation that can be set through Atlas Extensions or by importing an Organization CSV file. It isn t displayed in the Atlas UI. org_location The Organization s geographic location. The location is an arbitrary designation that can be set through Atlas Extensions or by importing an Organization CSV file. It isn t displayed in the Atlas UI. org_created_by FOREIGN KEY rep_person_vw.per_person_int_id org_created_on A foreign key that identifies the Person who originally added the Organization, and the date it was added org_modified_by FOREIGN KEY rep_person_vw.per_person_int_id org_modified_on A foreign keys that identifies the Person who most recently modified this Organization, and the date it was modified org_custom_data1 org_custom_data2 org_custom_data3 org_custom_data4 org_custom_data5 Custom fields. To see the names of the fields as they re presented in the UI, go to the Admin > Custom Fields > OrgUnit page. 11

12 Persons, Organizations, and Roles IBM Atlas Suite Developers Guide: Reporting Views 2.2 Person View, Person Lite View FILENAME: rep_person_vw, rep_rt_person_lite_vw Each row in the Person view describes a Person record that s stored in the system. This includes Persons who have no Organization association as well as Members (Persons without Roles) and Users (Persons with Roles). It doesn t include the Others (identified by their addresses) who have been added to the Scope of a Request. There are two versions of the Person view, full and lite. The full version contains some person names (manager, assistant, etc) that have been removed from the lite version for performance reasons. Person Columns, Person Lite Columns per_person_int_id PRIMARY KEY An integer that uniquely identifies this Person. per_identifier [250] An additional identifier for the Person. This is typically a unique value that s read from an external system. Within IBM Atlas Suite, Person identifiers aren t forced to be unique. per_firstname per_lastname [250] [250] The Person s first and last names. per_title [300] The Person s job title. per_login_id [250] The Person s user account login string. per_ [250] The Person s address. per_status The Person s status, either: ACTIVE. The Person is active and usable. DISABLED. The Person is inactive. Inactive Persons are displayed in the Map module, and can be used in the same way as active persons. 12

13 IBM Atlas Suite Developers Guide: Reporting Views Persons, Organizations, and Roles per_associated_org_names [4000] A comma-separated list of Organizations that the Person is part of, whether with or without a Role. Each Organization is depicted by its path. In the example below, there are three Organizations: Corporate: Human Resources: Personnel, Corporate: Operations: Purchasing, Corporate: Administration per_manager_fkey FOREIGN KEY rep_person_vw.per_person_int_id Full view only per_manager [502] A foreign key that identifies the Person s manager, and the manager s name in the form Last, First. per_assistant_fkey FOREIGN KEY rep_person_vw.per_person_int_id Full view only per_assistant [502] A foreign key that identifies the Person s assistant, and the assistant s name in the form Last, First. per_created_by_fkey FOREIGN KEY rep_person_vw.per_person_int_id Full view only per_created_by per_created_on [502] A foreign key that identifies the user who added this Person to the system, the user s name in the form Last, First, and the day and time this Person was added. per_modified_by_fkey FOREIGN KEY rep_person_vw.per_person_int_id Full view only per_modified_by per_modified_on [502] A foreign key that identifies the user who most recently modified this Person, the user s name in the form Last, First, and the day and time this Person was modified. per_custom_data1 per_custom_data2 per_custom_data3 per_custom_data4 per_custom_data5 Custom fields. To see the names of the fields as they re presented in the UI, go to the Admin > Custom Fields > Person page. 13

14 Persons, Organizations, and Roles IBM Atlas Suite Developers Guide: Reporting Views 2.3 Persons With Roles View FILENAME: rep_personatlasrole_vw A Person can be added to any number of Organizations, and can be given a Role in each. Moreover, the same Person can be given multiple Roles in the same Organization. This view lists all the current combinations of Persons, Roles, and Organizations. If the PERSON_CONFIGURATION > PRESERVE_ORGANIZATION_HISTORY Parameter is set to Yes (the default), this view also lists Role assignments that have since been severed (current assignments have a status of ACTIVE; historical assignments are Inactive). A companion view, Person Without Roles, lists the Organizations that a Person is a member of but without a Role. Person With Roles Columns prole_int_id PRIMARY KEY An integer that uniquely identifies this combination of Person, Organization, Role, and (for historical records) time span. prole_person_int_id FOREIGN KEY rep_person_vw.per_person_int_id A foreign key that identifies the Person. prole_org_int_id FOREIGN KEY rep_organization_vw.org_int_id A foreign key that identifies the Organization. prole_role_name [250] The name of the Role. prole_status The status of the Role assignment: ACTIVE means that the assignment is current and effective. Inactive means that the assignment was terminated on the date recorded in prole_enddate. The Person/Organization/Role assignment may have since been reinstated, so an Inactive status isn t a guarantee that the Person doesn t currently assume the Role within the Organization. I M P O R T A N T This view doesn t filter out inactive Organizations. If you only want to display active Person-Organization associations, you should check the status of the Organization itself. 14

15 IBM Atlas Suite Developers Guide: Reporting Views Persons, Organizations, and Roles prole_startdate prole_enddate The dates that the Person s assumption of the Role within the Organization started and ended. If the Person still assumes the Role, prole_enddate will be NULL. I M P O R T A N T prole_modified_on prole_modified_by prole_startdate is only date-precise. Ignore the time portion of the value. [502] If prole_status is ACTIVE, these columns report the day and time that the Person/Role/Organization relationship was created, and the name of the Person who created it (in the form Last, First ). If prole_status is Inactive, these columns supply the analogous information about the severance of the relationship. 15

16 Persons, Organizations, and Roles IBM Atlas Suite Developers Guide: Reporting Views 2.4 Persons Without Roles View FILENAME: rep_personorgrole_vw This view is similar to Persons With Roles, but without the Roles component: It lists the Persons who have been added as members of Organizations in which they haven t been given Roles. Like Persons With Roles, this view supplies historical membership information if PERSON_CONFIGURATION > PRESERVE_ORGANIZATION_HISTORY is Yes. For more on this subject, see Persons With Roles. Person Without Roles Columns porg_int_id PRIMARY KEY An integer that uniquely identifies this combination of Person, Organization, and (for historical records) time span. porg_person_int_id FOREIGN KEY rep_person_vw.per_person_int_id A foreign key that identifies the Person. porg_org_int_id FOREIGN KEY rep_organization_vw.org_int_id A foreign key that identifies the Organization in the Organization view. porg_status The status of the membership: ACTIVE means that the Person is currently a member of the Organization. Inactive means that the membership was terminated on the date recorded in porg_enddate. The Person may have since been re-added to the Organization, so an Inactive status isn t a guarantee that the Person isn t currently a member of the Organization. I M P O R T A N T porg_startdate porg_enddate This view doesn t filter out inactive Organizations. If you only want to display active Person-Organization associations, you should check the status of the Organization itself. The dates that the Person was added to and removed from the Organization. If the Person is still a member of the Organization, porg_enddate will be NULL. 16

17 IBM Atlas Suite Developers Guide: Reporting Views Persons, Organizations, and Roles porg_modified_on porg_modified_by [502] If porg_status is ACTIVE, these columns report the day and time that the Person was added to the Organization, and the name of the Person who created the membership (in the form Last, First ). If porg_status is Inactive, these columns supply the analogous information about the severance of the membership. 17

18 Persons, Organizations, and Roles IBM Atlas Suite Developers Guide: Reporting Views 2.5 Login History View FILENAME: rep_user_login_history_vw Each row in the Login History view provides information about a single Atlas application user session. Login History Columns uslh_hist_int_id PRIMARY KEY An integer that uniquely identifies this user session. uslh_person_id FOREIGN KEY rep_person_vw.per_person_int_id uslh_person_name [502] A foreign key that identifies the user, and the user s name in the form Last, First (respectively). uslh_client_address The IP address of the client machine through which the user logged in. uslh_log_in_date_time uslh_log_out_date_time The day and time the user logged in and then logged out. The logout value will be NULL if the user is still logged in or if the connection to Atlas was closed while the user was logged in. uslh_log_in_id Ignore this column. It s provided for backwards-compatibility. 18

19 3 Data Sources A Data Source is a physical repository of information. The Data Source views are: Data Source provides general information about the Data Sources that have been added to the system, as well as information about the data that they contain (or control), and their discovery characteristics. Data Source Category describes the Category for each Data Source. Data Source Stewards provides information about the Data Sources Stewards, the people who are responsible for maintaining the Data Source. Data Source Discovery Delegates provides a list of each Data Source s Discovery Delegates, the people who are responsible for finding information on the Data Source. Data Source Location provides information about the physical locations of the Data Sources, and identifies each Data Source s Location Type. The Data Source Location Type controls the amount of location information that s displayed in the Atlas UI. Data Source Organizations lists the Organizations that the Data Sources are associated with. Data Source Securities describes the security levels of the Data Sources. Related Data Sources lists the other Data Sources that have been identified as being related to each of the Data Sources. The main Data Source view, Data Source, is the center of the Data Source constellation. The other views (the ancillary views) complete the definition of a Data Source. Each row in an ancillary view is tied to a row in the main view through a unique Data Source ID. Some of the ancillary views only contain one row-per-data Source. The Data Source Location view, for example, only contains one row-per-data Source, because a Data Source can only be in one place. Other ancillary views can contain any number of rows that point to the same Data Source. For example, since a Data Source can have more than one Steward, the Data Source Steward view can contain more than one row for a particular Data Source. The division between single-row and multiple-row-per-data Source views is illustrated below.

20 Data Sources IBM Atlas Suite Developers Guide: Reporting Views Not all of the ancillary views will necessarily contain a row for a given Data Source. For example, if a Data Source doesn t have any Discovery Delegates, the Data Source Discovery Delegate view won t contain an entry for that Data Source. 3.1 Historical Views An additional set of views provides historical information about the Data Sources. These historical views contain entries that record the state of each Data Source when the object is created, and each time it s modified. For example, if the user changes the name of a Data Source, the old name is captured in the historical view for Data Sources, rep_dsh_custodialsystem_vw. The historical view contains an entry for the currently active version of each Data Source. For example, as soon as a Data Source is created (and approved) an entry is added to the historical view. The historical views are distinguished by the dsh prefix. For example, the historical materialized view for Data Source Stewards is rep_dsh_steward_vw. There s no historical view for Data Source Categories. 3.2 The History ID Just as the non-historical Data Source view is at the center of the other non-historical views, the historical Data Source view, rep_dsh_custodialsystem_vw, is at the center of the historical views. Every time the user changes a Data Source parameter, whether it s a parameter that s recorded directly in the main Data Source view or in an ancillary view, a row is added to the main Data Source historical view. This row is identified by a unique History ID value (dsh_datasource_history_id). Each of the ancillary historical views is tied to a row in the main Data Source historical view through the History ID, and each row in the main historical view is tied to a row in the main non-historical view through the Data Source ID, as illustrated below: 20

21 IBM Atlas Suite Developers Guide: Reporting Views Data Sources As shown here, the main Data Source historical view can contain multiple rows for a single Data Source. 3.3 No-Change Rows It was mentioned, earlier, that an ancillary non-historical view doesn t necessarily contain a row for each Data Source. The same is true for the ancillary historical views. However, once the row is created once a Data Source has a presence in an ancillary historical view that historical view is updated (a row is added) every time the Data Source is modified, even if the modification isn t naturally recorded in the view. For example, let s say the user creates a Data Source. This creates a row that s added to the main Data Source historical view that s tagged with a History ID of (say) 1. Now the user adds three Stewards; another row is added to the main historical view with a History ID of 2 and three rows are added to the Steward historical view, each with a History ID of 2. Next, the user sets the Data Source s Location. This creates a row in the main historical view and the Location historical view, and it adds three more rows to the Steward historical view (one for each Steward), even though nothing about the Data Source s Steward set has changed. At this point, the three views look something like this: The benefit of the duplicated data is that by combining all the rows (across all the historical views) that have the same History ID value, you can get a complete picture of the state of a Data Source at any point in its history. 21

22 Data Sources IBM Atlas Suite Developers Guide: Reporting Views 3.4 Differences Between Non-Historical and Historical Views In general, a non-historical view and its historical analog contain the same columns. Both views, for a given object, are documented in the same section. However, note the following differences: The columns in the historical views use the dsh prefix. For example the ds_datasource_name column in the rep_ds_custodialsystem_vw view appears as dsh_datasource_name in rep_dsh_custodialsystem_vw. Not all of the columns that appear in the non-historical views are brought out through the historical views, and vice versa. Columns that belong to only one type of view are marked as Non-historical view only or Historical view only. 22

23 IBM Atlas Suite Developers Guide: Reporting Views Data Sources 3.5 Data Source View NON-HISTORICAL FILENAME: rep_ds_custodialsystem_vw HISTORICAL FILENAME: rep_dsh_custodialsystem_vw Each row in the Data Source non-historical view provides information about one of three types of objects: A Catalog Data Source. This is a Data Source that s currently part of the Data Source Catalog, whether active or inactive. A Data Source Draft. This is a not-yet-approved version of a Catalog Data Source. A Data Source can only have one Draft version at a time. After the Draft is approved, the changes made in the Draft are copied into the Catalog Data Source, and the Draft is removed or, in the case of a new Data Source, the Draft record becomes the Catalog Data Source. A Data Source Template, an object that can be used as the basis for creating a Data Source. Templates are never in Draft form they re approved and usable as soon as they re created. For the historical view, each row describes an active version of a Catalog Data Source (only), including the currently active version. Drafts and Templates aren t captured in the historical view. In the descriptions, below, the term Data Source, unless otherwise qualified, is used collectively to mean a Catalog Data Source, Draft, or Template. The columns described below are divided into four sections: General Information about the Data Source. Type and Status lists the columns that help you determine whether a row represents a Catalog Data Source, a Draft, or a Template, and that connect Drafts to the Data Sources that they re based upon. Data Characteristics provides information about the type of data the Data Source contains or controls. Discovery Characteristics describes the Data Source s accessibility and discovery costs. Data Source Columns: General Information ds_datasource_id PRIMARY KEY Non-historical view only An integer that uniquely identifies this Data Source. dsh_datasource_history_id PRIMARY KEY Historical view only An integer that uniquely identifies this Data Source history entry. Only Catalog Data Sources are captured in the historical view; Drafts and Data Source Templates don t have historical data. dsh_datasource_id FOREIGN KEY rep_ds_custodialsystem_vw.ds_datasource_id Historical view only A foreign key that identifies the Data Source for which this row supplies historical data. 23

24 Data Sources IBM Atlas Suite Developers Guide: Reporting Views ds[h]_datasource_name ds[h]_identifier [250] The name and identifier of the Data Source. Both the name and identifier are unique across all Catalog Data Sources and Data Source Templates. However, if a Catalog Data Source has a Draft version, the Catalog entry and the Draft will have the same name and identifier. I M P O R T A N T ds[h]_description The names and identifiers of Catalog Data Sources are unique across all Catalog Data Sources, and those of Data Source Templates are unique across all Data Source Templates. It s possible for a Catalog Data Source and a Data Source Template to have the same name or identifier. A human-readable description of the Data Source. ds[h]_category_id FOREIGN KEY rep_ds_category_vw.ds_category_id A foreign key that identifies the Data Source s Category. dsh_category_name rep_ds_category_vw.ds_category_id Historical view only The name of the Data Source s Category. ds[h]_sourcesystem ds[h]_source_id These two fields identify the external system that the Data Source represents. This data is only present if the Data Source was defined by importing a CSV file. The source system information isn t presented in the Atlas UI. ds_is_connector_enabled BOOLEAN Y N ds_connector_id FOREIGN KEY rep_ach_connector_vw.achc_connector_pkey Non-historical view only If the Data Source s Policy Federation Connector is enabled, the is_connector_enabled column is Y and connector_id identifies the Policy Federation Connector. If the Data Source doesn t have a Connector or if the Connector is currently disabled, the columns are N and NULL. ds[h]_custody Identifies the Data Source s custody type, one of these values: Custodial System means it stores data. Controller means it controls access to an actual data repository. 24

25 IBM Atlas Suite Developers Guide: Reporting Views Data Sources ds_created_by FOREIGN KEY rep_per_person_vw.per_person_int_id ds_created_on Non-historical view only A foreign key that identifies the Person who created the Data Source, and the day time it was created. ds_modified_by FOREIGN KEY rep_per_person_vw.per_person_int_id ds_modified_on Non-historical view only A foreign key that identifies the Person who most recently modified the Data Source, and the day time it was modified. If the Data Source hasn t been modified since it was created, these columns will be NULL. I M P O R T A N T Although these columns exist in the historical view, you should ignore them; use dsh_history_by and dsh_history_on, instead. dsh_history_by FOREIGN KEY rep_per_person_vw.per_person_int_id dsh_history_on Historical view only A foreign key that identifies the Person who created or modified the Data Source and thus caused this historical entry to be created, and the day and time that the entry was added. dsh_reason_for_change [4000] Historical view only An explanation of the action that caused the historical entry to be created. ds[h]_custom_field1 ds[h]_custom_field2 ds[h]_custom_field3 ds[h]_custom_field4 ds[h]_custom_field5 Custom fields. To see the names of the fields as they re presented in the UI, go to the Admin > Custom Fields > DataSource page. Data Source Columns: Type and Status ds_is_template BOOLEAN Y N Non-historical view only If this is a Data Source Template, this column is Y; otherwise it s N. 25

26 Data Sources IBM Atlas Suite Developers Guide: Reporting Views ds[h]_status The Data Source s state, one of: Active: The Catalog Data Source or Data Source Template is active and usable. Draft: The row represents a Draft version of a Catalog Data Source. If this is a new Data Source, the status of this record will become Active (and so become a Catalog Data Source) when the Draft is approved. If the Draft is a modification of an existing Data Source, the Draft s info will be copied into the existing Data Source when it s approved. Data Source Templates don t need to be approved, and so are never in Draft form. Inactive: The Catalog Data Source or Data Source Template is inactive and unusable. ds[h]_version INTEGER An ordinal number that gives the version number of this Data Source. Only Catalog Data Sources have version numbers. For a Draft or Data Source Template, this column will be NULL. ds_has_draft BOOLEAN Y N Non-historical view only If this is a Catalog Data Source that has a Draft associated with it, this column will be Y; in all other cases, it s N. ds_draft_source_fkey FOREIGN KEY rep_ds_custodialsystem_vw.ds_datasource_id Non-historical view only If this is a Draft that represents modifications to an existing Data Source, this column identifies the Catalog Data Source that the Draft is based on. In all other cases including Drafts that represent a request for a new Data Source the column will be NULL. ds_draft_status TOKEN 1 2 Non-historical view only The state of the Data Source Draft, one of: 1: The Draft has been created, but hasn t yet been routed for approval. 2: The Draft has been routed for approval, but hasn t yet been approved. For Catalog Data Sources and Data Source Templates, this column will be NULL. ds[h]_request_action TOKEN If this is a Data Source Draft, this column identifies the action that the Draft, if approved, will impart: 1: A new Catalog Data Source will be created (and made active). 2: An existing, active Data Source will be modified. 3: An existing, active Data Source will be deactivated. For Catalog Data Sources (current and historical), this column inherits the value of the Draft that preceded it. For Data Source Templates, this column will be NULL. 26

27 IBM Atlas Suite Developers Guide: Reporting Views Data Sources ds_request_mapper_fkey FOREIGN KEY rep_per_person_vw.per_person_int_id Non-historical view only If this is a Draft that s been forwarded to a specific user, this column is a foreign key that identifies that user. After the mapper has edited the Draft and routed it for approval, the column is set to NULL. For Catalog Data Sources and Data Source Templates, this column will be NULL. ds_admin_org_fkey FOREIGN KEY rep_organization_vw.org_int_id Non-historical view only If a Data Source Draft has been assigned to one or more Organizations, this is the lowest common ancestor, in the Organization hierarchy, of all those Organizations. This Administration Organization is used to determine which Data Source Approvers can approve the Draft: Only those Approvers who are in the Administration Organization or higher have the capacity to approve. For Catalog Data Sources and Data Source Templates, this column is always NULL. dsh_requester_fkey FOREIGN KEY rep_per_person_vw.per_person_int_id dsh_requested_on dsh_requester_comments [4000] Historical view only A foreign key that identifies the Person who requested the Data Source change (creation, modification, or deactivation), the day and time that the request was made, and the comments that were supplied by the requester when making the request. dsh_approver_fkey FOREIGN KEY rep_per_person_vw.per_person_int_id dsh_approved_on dsh_approver_comments [4000] Historical view only A foreign key that identifies the Person who approved the Data Source change (creation, modification, or deactivation), the day and time that the approval was made, and the comments that were supplied by the approver. Data Source Columns: Data Characteristics ds[h]_datamgmt_media_type MEDIATYPES Component The type of media that the Data Source contains or controls. The default types are Electronic, Paper/Physical, and Electronic and Paper/Physical. ds[h]_datamgmt_info_type INFORMATION Component The type of information that the Data Source contains or controls. The default types are Records, Records and Transient, and Transient. 27

28 Data Sources IBM Atlas Suite Developers Guide: Reporting Views ds[h]_datamgmt_datastructure DATASTRUCTURE Component The structure of the data that the Data Source contains or controls. The default types are , Structured, and UnStructured. ds[h]_datamgmt_comments [4000] Human-readable comments about the Data Source s data. ds[h]_datamgmt_custom_field1 ds[h]_datamgmt_custom_field2 ds[h]_datamgmt_custom_field3 ds[h]_datamgmt_custom_field4 ds[h]_datamgmt_custom_field5 [4000] [4000] [4000] [4000] [4000] Custom fields. To see the names of the fields as they re presented in the UI, go to the Admin > Custom Fields > DataSourceDataManagement page. ds[h]_datamgmt_id Ignore this column. It s provided for backwards compatibility. Data Source Columns: Discovery Characteristics ds[h]_discovery_accessibility ACCESSIBILITY Component The ease with which the Data Source s data can be accessed. The default types are Easily Accessible, Archive, and Disaster Recovery. ds[h]_discovery_fixed_cost FLOAT The overhead cost that s incurred when data is collected from the Data Source. The quanta and currency for the cost value is interpreted by the user; for example, 4.25 can mean four dollars and twenty-five cents, or fourthousand-two-hundred-and-fifty Euros, or whatever else the user intends it to mean. ds[h]_discovery_accessibility [4000] Human-readable comments about the Data Source s discovery characteristics. 28

29 IBM Atlas Suite Developers Guide: Reporting Views Data Sources ds[h]_discovery_custom_field1 ds[h]_discovery_custom_field2 ds[h]_discovery_custom_field3 ds[h]_discovery_custom_field4 ds[h]_discovery_custom_field5 [4000] [4000] [4000] [4000] [4000] Custom fields. To see the names of the fields as they re presented in the UI, go to the Admin > Custom Fields > DataSourceDiscovery page. ds_discovery_id Non-historical view only Ignore this column. It s provided for backwards compatibility. 29

30 Data Sources IBM Atlas Suite Developers Guide: Reporting Views 3.6 Data Source Category View FILENAME: rep_ds_category_vw Each row in the Data Source Category view provides information about a single Data Source Category. Every Data Source must be mapped to a Data Source Category. There s no historical view of the Data Source Categories. Data Source Category Columns ds_category_id PRIMARY KEY An integer that uniquely identifies this Data Source Category. ds_category_name The name of the Data Source Category. The name is unique across all Data Sources Categories. ds_category_description A human-readable description of the Data Source Category ds_category_status The Data Source Category s state, either Active (the Category is available to the user) or Inactive (the Category has been deleted but the row that represents it still exists). The status is set by the system. ds_category_created_by FOREIGN KEY rep_per_person_vw.per_person_int_id ds_category_created_on A foreign key that identifies the Person who created the Data Source Category, and the day and time that it was created. ds_category_modified_by FOREIGN KEY rep_per_person_vw.per_person_int_id ds_category_modified_on A foreign key that identifies the Person who most recently modified the Data Source Category, and the day and time that it was modified. 30

31 IBM Atlas Suite Developers Guide: Reporting Views Data Sources 3.7 Data Source Stewards View NON-HISTORICAL FILENAME: rep_ds_steward_vw HISTORICAL FILENAME: rep_dsh_steward_vw The Data Source Stewards view identifies the Persons who are responsible for managing a Data Source. A single Data Source can have more than one Steward, and the same Person can act as the Steward for more than one Data Source. Each row in the non-historical view contains a unique combination of a Person ID (ds_steward_person_id) and a Data Source ID (ds_steward_datasource_id). In the historical view, each row is a unique combination of Person, Data Source, and History ID (dsh_steward_datasource_hist_id). Data Source Steward Columns ds_steward_id PRIMARY KEY Non-historical view only An integer that uniquely identifies this combination of Steward (Person) and Data Source. dsh_steward_datasource_hist_id FOREIGN KEY rep_dsh_custodialsystem_vw.dsh_datasource_history_id Historical view only The History ID. See The History ID for more information about this column. ds[h]_steward_datasource_id FOREIGN KEY rep_ds_custodialsystem_vw.ds_datasource_id A foreign key that identifies the Data Source. ds[h]_steward_person_id FOREIGN KEY rep_per_person_vw.per_person_int_id A foreign key that uniquely identifies the Person who s acting as a Steward for the Data Source. 31

32 Data Sources IBM Atlas Suite Developers Guide: Reporting Views 3.8 Data Source Discovery Delegates View NON-HISTORICAL FILENAME: rep_ds_discdelegate_vw HISTORICAL FILENAME: rep_dsh_discdelegate_vw The Data Source Discovery Delegates view identifies the Persons who are responsible for finding data, on a Data Source, that meet the criteria for a Hold or Collection. Each row in the non-historical view contains a unique combination of a Person ID (ds_discd_person_id) and a Data Source ID (ds_discd_datasource_id). In the historical view, each row is a unique combination of Person, Data Source, and History ID (dsh_discd_datasource_hist_id). Data Source Discovery Delegate Columns ds_discd_id PRIMARY KEY Non-historical view only An integer that uniquely identifies this combination of Discovery Delegate (Person) and Data Source. dsh_discd_datasource_hist_id FOREIGN KEY rep_dsh_custodialsystem_vw.dsh_datasource_history_id Historical view only The History ID. See The History ID for more information about this column. ds[h]_discd_ds_id FOREIGN KEY rep_ds_custodialsystem_vw.ds_datasource_id A foreign key that identifies the Data Source. ds[h]_discd_person_id FOREIGN KEY rep_per_person_vw.per_person_int_id A foreign key that identifies the Discovery Delegate as a Person. 32

33 IBM Atlas Suite Developers Guide: Reporting Views Data Sources 3.9 Data Source Location View NON-HISTORICAL FILENAME: rep_ds_location_vw HISTORICAL FILENAME: rep_dsh_location_vw Each row in the Data Source Location view describes the geographical location and contact information of a single (physical) Data Source. This information includes the Data Source Location Type. The Location Type is a template that defines the range of information that the user can access through the Atlas UI. Data Source Location Columns: Data Source Geography ds_loc_location_id PRIMARY KEY Non-historical view only An integer that uniquely identifies this Data Source Location. dsh_loc_datasource_hist_id FOREIGN KEY rep_dsh_custodialsystem_vw.dsh_datasource_history_id Historical view only The History ID. See The History ID for more information about this column. ds[h]_loc_datasource_id FOREIGN KEY rep_ds_custodialsystem_vw.ds_datasource_id A foreign key that identifies the Data Source. ds[h]_loc_country_code COUNTRIES Component The country/region in which the (physical) Data Source is located, in the form: ISOCode: Country/Region Name For example: US: United States ds[h]_loc_state USSTATES Component ds[h]_loc_city ds[h]_loc_zip ds[h]_loc_street_address ds[h]_loc_building_id ds[h]_loc_floor [16] [4000] [256] [256] The state, city, zip code, street address, building, and floor in/on which the Data Source is located. ds[h]_loc_managed_by MANAGEDBY Component Indicates whether the Data Source is located and managed within the company (Internal) or if it s hosted by a thirdparty (Vendor). 33

34 Data Sources IBM Atlas Suite Developers Guide: Reporting Views ds[h]_loc_contact_name ds[h]_loc_contact_phone ds[h]_loc_contact_ [256] [32] [256] The name, phone number, and address of the person who manages the Data Source. (The name is given literally as it was entered by the user it isn t formatted as Last, First the way most person names are.) ds[h]_loc_url [4000] The URL that s associated with the Data Source. This isn t the URL of the Data Source s Connector (if it has one). ds[h]_loc_pafield1 ds[h]_loc_pafield2 ds[h]_loc_pafield3 ds[h]_loc_pafield4 ds[h]_loc_pafield5 [4000] [4000] [4000] [4000] [4000] Custom fields. To see the names of the fields as they re presented in the UI, go to the Admin > Custom Fields > DataSourceType page. Data Source Location Columns: Data Source Location Type ds[h]_loc_type_name The human-readable name of the Data Source Location Type. ds[h]_loc_type_description [4000] A human-readable description of the Data Source Location Type. ds[h]_loc_type_status The Data Source Location Type s status. This will always be Active. ds[h]_loc_type_created_by FOREIGN KEY rep_per_person_vw.per_person_int_id ds[h]_loc_type_created_on A foreign key that identifies the Person who created the Data Source Location Type, and the day and time that the Type was created. ds[h]_loc_typeid Ignore this column; it s provided for backwards-compatibility. 34

35 IBM Atlas Suite Developers Guide: Reporting Views Data Sources 35

36 Data Sources IBM Atlas Suite Developers Guide: Reporting Views 3.10 Data Source Organizations View NON-HISTORICAL FILENAME: rep_ds_org_vw HISTORICAL FILENAME: rep_dsh_org_vw The Data Source Organizations view identifies and provides information about the Organizations that a Data Source is associated with. A single Data Source can be associated with more than one Organization, and the same Organization can be associated with more than one Data Source. Each row in the non-historical view contains a unique combination of an Organization ID (ds_org_id) and a Data Source ID (ds_org_datasource_id). In the historical view, each row is a unique combination of Organization, Data Source, and History ID (dsh_org_datasource_history_id). Data Source Organizations Columns ds_org_orgds_id PRIMARY KEY Non-historical view only An integer that uniquely identifies this combination of Data Source and Organization. dsh_org_datasource_hist_id FOREIGN KEY rep_dsh_custodialsystem_vw.dsh_datasource_history_id Historical view only The History ID. See The History ID for more information about this column. ds[h]_org_id FOREIGN KEY rep_organization_vw.org_int_id A foreign key that identifies the Organization. ds[h]_org_datasource_id FOREIGN KEY rep_ds_custodialsystem_vw.ds_datasource_id A foreign key that identifies the Data Source. ds[h]_org_includesuborg BOOLEAN 1 0 An integer that denotes whether or not the association includes the Organization s sub-organizations: If 1, it does; if 0, it doesn t. ds[h]_org_status The state of the association. The state is always Active. ds[h]_org_start_date ds[h]_org_end_date The day and time that the association between the Organization and the Data Source was created, and the day and time that the association was or will be severed. In the historical view, the end date value is always NULL. 36

37 IBM Atlas Suite Developers Guide: Reporting Views Data Sources ds[h]_org_modified_by FOREIGN KEY rep_per_person_vw.per_person_int_id ds[h]_org_modified_on Non-historical view A foreign key that identifies the Person who most recently modified the association between the Organization and the Data Source, and the day and time the association was modified. The association can be modified either by toggling include sub-organizations, or by severing the association. Historical view A foreign key that identifies the Person who modified the association between the Organization and the Data Source and thus caused this historical entry to be created, and the day and time of the modification. 37

38 Data Sources IBM Atlas Suite Developers Guide: Reporting Views 3.11 Data Source Securities View NON-HISTORICAL FILENAME: rep_ds_security_vw HISTORICAL FILENAME: rep_dsh_security_vw The Data Source Securities view lists the security settings that are associated with a Data Source. A single Data Source can have more than one security setting. Data Source Securities Columns ds_security_level_id PRIMARY KEY Non-historical view only An integer that uniquely identifies this correspondence between a Data Source and a security setting. dsh_security_hist_id FOREIGN KEY rep_dsh_custodialsystem_vw.dsh_datasource_history_id Historical view only The History ID. See The History ID for more information about this column. ds[h]_security_datasource_id FOREIGN KEY rep_ds_custodialsystem_vw.ds_datasource_id A foreign key that identifies the Data Source. ds[h]_security_level SECURITYLEVEL Component One of the Data Source s security settings. The default set of values is: Confidential Internal Personally Identifiable Information Public Restricted. 38

39 IBM Atlas Suite Developers Guide: Reporting Views Data Sources 3.12 Related Data Sources View NON-HISTORICAL FILENAME: rep_ds_related_ds_vw HISTORICAL FILENAME: rep_dsh_related_ds_vw The Related Data Sources view identifies the Data Sources that are related (as a backup or archive, as examples) to a given Data Source. A single Data Source can have more than one Related Data Source. Each row in the non-historical view contains a unique combination of the Target Data Source (ds_relatedds_datasource_id1) and the related Data Source (ds_relatedds_datasource_id2). Related Data Sources Columns ds_related_ds_id PRIMARY KEY Non-historical view only A string that uniquely identifies this combination of Target Data Source and related Data Source. The string is formed as: lesserdatasourceid:greaterdatasourceid For example: 125:133 dsh_related_history_id FOREIGN KEY rep_dsh_custodialsystem_vw.dsh_datasource_history_id Historical view only The History ID. See The History ID for more information about this column. ds[h]_relatedds_datasource_id1 FOREIGN KEY rep_ds_custodialsystem_vw.ds_datasource_id ds[h]_relatedds_datasource_id2 FOREIGN KEY rep_ds_custodialsystem_vw.ds_datasource_id Integers that identifies the Target Data Source (id1) and the related Data Source (id2), respectively. ds[h]_relatedds_comments [4000] A human-readable description of the relationship. ds[h]_relatedds_modified_on The day and time that the relationship was most recently modified. ds[h]_relatedds_modified_by Ignore this column. It s provided for backwards compatibility. 39

40 4 Citations A citation is a regulation that governs the terms of use, disposal, security, and so on, of a certain type of document (or record). Citations are issued by a governing body (or agency) within a jurisdiction. In the system, Citation objects are used as references by Local Schedules. There are two Citation reporting views: The Citation view lists the Citations that have been added to the system. The Citation Retention Requirements view lists the retention policies for the different types of documents (or Records ) that a Citation affects.

41 IBM Atlas Suite Developers Guide: Reporting Views Citations 4.1 Citation View FILENAME: rep_citation_vw Each row in the Citations view provides information about a single legal citation. This information is divided into two categories: The General Information columns describe the Citation s name, jurisdiction, creation, and so on. The Citation Restrictions columns describe the restrictions and requirements that are mandated by the Citation. Citation Columns: General Information cite_pkey PRIMARY KEY An integer that uniquely identifies this Citation. cite_reference The Citation s real-world reference number or code. cite_name The Citation s name. cite_description [4000] A human-readable description of the Citation. cite_juris_name [250] The name of the Jurisdiction that the Citation governs. cite_juris_agency_name [250] The name of the Agency (within the Jurisdiction) that issued or is responsible for the Citation. cite_status The Citation s status, either Active or Inactive. cite_type CITATION CLASS Component The Citation s type. The default types are: Internal Protocol Law/Regulation Opinion/Brief. 41

42 Citations IBM Atlas Suite Developers Guide: Reporting Views cite_version INTEGER A system-created integer, starting with 1, that s automatically incremented when the Citation is modified. cite_created_by_fkey FOREIGN KEY rep_person_vw.per_person_int_id cite_created_on A foreign key that identifies the Person who added the Citation to the system, and the day and time it was added. cite_modified_by_fkey FOREIGN KEY rep_person_vw.per_person_int_id cite_modified_on A foreign key that identifies the Person who most recently modified the Citation, and the day and time it was modified. cite_custom_data1 cite_custom_data2 cite_custom_data3 cite_custom_data4 cite_custom_data5 [4000] [4000] [4000] [4000] [4000] Custom fields. To see the names of the fields as they re presented in the UI, go to the Admin > Custom Fields > Citation page. Citation Columns: Citation Restrictions citereq_retention BOOLEAN Y N A Boolean that declares whether the Citation mandates retention; Y if it does, N if it doesn t. Descriptions of the retention requirements themselves are provided through the Citation Retention Requirements view. citereq_storage BOOLEAN Y N citereq_storage_notes [4000] A Boolean that declares whether the Citation contains storage restrictions; Y if it does, N if it doesn t. The restrictions are described in the notes column. citereq_security BOOLEAN Y N citereq_security_notes [4000] A Boolean that declares whether the Citation contains security restrictions; Y if it does, N if it doesn t. The restrictions are described in the notes column. 42

43 IBM Atlas Suite Developers Guide: Reporting Views Citations citereq_disposal BOOLEAN Y N citereq_disposal_notes [4000] A Boolean that declares whether the Citation contains disposal restrictions; Y if it does, N if it doesn t. The restrictions are described in the notes column. citereq_usage BOOLEAN Y N citereq_usage_type CITATION_LIMIT_USE Component citereq_usage_notes [4000] A Boolean that declares whether the Citation contains usage restrictions; Y if it does, N if it doesn t. The type column categorizes the restriction; the default restriction types are: Permitted with Restrictions Prohibited The restrictions are described in the notes column. citereq_transport BOOLEAN Y N citereq_trans_loc_notes citereq_trans_purpose_notes citereq_trans_transfer_notes [4000] [4000] [4000] A Boolean that declares whether the Citation contains transportation restrictions; Y if it does, N if it doesn t. The other columns describe the restrictions: citereq_trans_loc_notes describes the restrictions on the locations to which documents can be transported. citereq_trans_purpose_notes describes the restrictions on the purposes for which documents can be transported. citereq_trans_transfer_notes describes any other restrictions or requirements regarding transportation. citereq_disclosure BOOLEAN Y N citereq_disclosure_notes [4000] A Boolean that declares whether the Citation contains failure-to-disclose requirements; Y if it does, N if it doesn t. The requirements are described in the notes column. citereq_created_on The day and time that the restrictions were added to the Citation. 43

44 Citations IBM Atlas Suite Developers Guide: Reporting Views citereq_modified_by_fkey FOREIGN KEY rep_person_vw.per_person_int_id citereq_modified_on A foreign key that identifies the Person who most recently modified the Citation s restrictions, and the day and time that it was modified. citereq_custom_data1 citereq_custom_data2 citereq_custom_data3 citereq_custom_data4 citereq_custom_data5 [4000] [4000] [4000] [4000] [4000] Custom fields. To see the names of the fields as they re presented in the UI, go to the Admin > Custom Fields > CitationRequirements page. 44

45 IBM Atlas Suite Developers Guide: Reporting Views Citations 4.2 Citation Retention Requirements View FILENAME: rep_citation_retention_vw The Citation Retention Requirements view supplements the main Citation view by describing the retention requirements that pertain to a particular Citation. Any Citation that s marked as having retention requirements (i.e., where rep_citation_vw.citereq_retention is Y) will correspond to three rows in this view, one each for the three document states (Draft, Copies, and Official). Citation Retention Requirements Columns citeret_pkey PRIMARY KEY An integer that uniquely identifies this combination of Citation and retention requirement. citeret_citation_fkey FOREIGN KEY rep_citation_vw.cite_pkey A foreign key that identifies the Citation that this retention requirement applies to. citeret_record_state The state of the document (or Record ) that this retention requirement applies to. The states are: Drafts Copies Official The states are defined by the system and can t be augmented or modified. citeret_type RETENTIONTYPES Component The type of retention duration that the requirement defines. The types are: Permanent. The Record can never be disposed. Event. The Record must be retained until a particular event occurs; the event is described in the citeret_event column. Fixed Time. The Record must be retained for the amount of time described in the citeret_time_unit and citeret_time_unit_count columns. Event + Fixed Time. Is a combination of these last two: The Record must be retained for a fixed amount of time after a particular event occurs. Not Applicable. The Record has no retention policy. If the user hasn t selected a retention duration for a Record state, this column will be NULL. This should be interpreted as Not Applicable. 45

46 Citations IBM Atlas Suite Developers Guide: Reporting Views citeret_event Admin > Events module For retention requirements that have a duration type of Event or Event + Fixed Time, this column names the event that signals the end of a Record s retention. The default events are: Contract Expiration Declaration of record End of Customer Relationship End of Product Life Fiscal Year end Termination citeret_time_unit_count citeret_time_unit INTEGER For retention requirements that have a duration type of Fixed Time or Event + Fixed Time, these columns describe the number of time units that a Record must be retained. The default time units are: Day(s) Week(s) Month(s) Year(s). citeret_created_on The day and time that the retention requirements were added to the Citation. citeret_modified_by_fkey FOREIGN KEY rep_person_vw.per_person_int_id citeret_modified_on A foreign key that identifies the Person who most recently modified the Citation s retention requirements, and the day and time that it was modified. 46

47 5 Retention Schedules A Retention Schedule describes how long a certain type of document (or record) must be retained. The views described in this chapter are: Master Schedule describes Master Schedules, objects that act as templates for the retention policies (or Local Schedules) that are applied to documents. The view also contains rows that represent Record Classes, objects that create a hierarchy into which Master Schedules are placed, thus helping to organize a company s Master Schedules. The CORPORATE Record Class, created by the system, is the root of the hierarchy. In the Atlas UI, Record Classes are represented as folders. Master Schedule Retention Requirements lists the retention requirements for Master Schedules. Master Schedule Citations is a mapping from a Master Schedule to the Citations that can be used as an explanation or defense of the Schedule s retention policies. A Local Schedule contains the retention policies that apply to the documents that are generated by an organization or business unit. Each Local Schedule is cloned from a Master Schedule (or, potentially but less usefully, a Record Class). Local Schedule Retention Requirements lists the retention requirements for the Local Schedules. Local Schedule Citations is a mapping from a Local Schedule to the Citations that can be used as an explanation or defense of the Schedule s retention policies. Local Schedule Record Type Storage lists the types of records that are within the scope of a Local Schedule, and notes the Data Sources that store Records of these types.

48 Retention Schedules IBM Atlas Suite Developers Guide: Reporting Views 5.1 Master Schedule View FILENAME: rep_master_schedule_vw Each row in the Master Schedule view describes a Master Schedule or a Record Class. Master Schedules are used as templates for creating Local Schedules. Record Classes are folders that let you build a hierarchy into which you place your Master Schedules. The msched_is_record_class column identifies the row as representing a Master Schedule or a Record Class. Every time a Master Schedule (or Record Class) is modified, a new row is added to this view. Thus, the view contains a history of changes to these objects. To find the objects that are currently active, look for rows that have an msched_status value of Approved. The view doesn t bring out the Record Types that are associated with a Master Schedule (Record Classes don t have Record Types). To retrieve the Record Types, you use the show_record_types() procedure. N O T E The term Template is used, below, to mean Master Schedule or Record Class. Master Schedule Columns msched_pkey PRIMARY KEY An integer that uniquely identifies this version of the Template. Every time the Template is modified, a new row (with a unique msched_pkey value) is added to the view. msched_prior_record_fkey FOREIGN KEY rep_master_schedule_vw.msched_pkey A foreign key that identifies the previous version of this Template. If this is the first version of the Template, this column will be empty. msched_name [250] The name of the Template. msched_description A human-readable description of the Template. msched_comments Further comments about the Template. msched_is_record_class BOOLEAN Y N A Boolean that declares whether this is a Record Class (Y) or a Master Schedule (N). 48

49 IBM Atlas Suite Developers Guide: Reporting Views Retention Schedules msched_parent_fkey FOREIGN KEY rep_master_schedule_vw.msched_pkey A foreign key that identifies the parent (Master Schedule or Record Class) of this Template. If this is the CORPORATE Record Class, this column will be empty. msched_pathname A list of the Template s ancestors in chronological order but excluding the CORPORATE element: ChildOfCORPORATE: : GreatGrandparentSched: GrandparentSched: ParentSched: ThisSched For example, if CORPORATE contains the Human Resources Record Class which contains the HR1 Master Schedule, the pathname for HR1 will be Human Resources: HR1 The pathname for CORPORATE is CORPORATE. msched_tag Master Schedule only An additional description of the Master Schedule. msched_globalmaster_fkey FOREIGN KEY rep_master_schedule_vw.msched_pkey Master Schedule only If this is a Country Master, this column is a foreign key that identifies the Corporate Master that this Country Master is based on. If this is a Corporate Master, this column is NULL. msched_code [20] Master Schedule only An additional description of the Master Schedule. msched_country COUNTRIES Component Master Schedule only The two-letter ISO code of the country that this Master Schedule applies to. 49

50 Retention Schedules IBM Atlas Suite Developers Guide: Reporting Views msched_status The object s status. In rough chronological order, the states are: Master Schedule only Incomplete. The Master Schedule has been created, but its retention schedule hasn t been defined. Pending. The Template has been created or modified and is waiting to be approved or, if Approval Workflow is enabled, routed for approval. Pending Approval. The Template has been routed for approval. This only applies if Automated Workflow is enabled. Approved. Creation or modification of the Template was approved. Rejected. Creation/modification/deletion wasn t approved. Delete Pending. The Template has been marked for deletion, but the action is waiting for approval. Inactive. The Template has been replaced with a newer version, or it has been deleted. msched_start_date msched_end_date Master Schedule only The day and time that the Master Schedule became or will become effective and ineffective msched_modified_by_fkey FOREIGN KEY rep_person_vw.per_person_int_id msched_modified_on Master Schedule only A foreign key that identifies the Person who created or most recently modified the Master Schedule, and the day and time that the Master Schedule was created or modified. msched_custom_data1 msched_custom_data2 msched_custom_data3 msched_custom_data4 msched_custom_data5 [4000] [4000] [4000] [4000] [4000] Master Schedule only Custom fields. To see the names of the fields as they re presented in the UI, go to the Admin > Custom Fields > PolicyTemplate page. Master Schedule Procedures show_record_types(?, msched_pkey); Master Schedule only The show_record_types() procedure returns a set of Record Type names that are associated with the Master Schedule identified by msched_pkey. 50

51 IBM Atlas Suite Developers Guide: Reporting Views Retention Schedules 5.2 Master Schedule Retention Requirements View FILENAME: rep_master_retention_vw The Master Schedule Retention Requirements view supplements the main Master Schedules view by describing the retention requirements that pertain to a particular Master Schedule (only; Record Classes don t have retention requirements). Every Master Schedule will have three rows in this view, one each for the three document states (Draft, Copies, and Official). Master Schedule Retention Requirements Columns retain_pkey PRIMARY KEY An integer that uniquely identifies this combination of Master Schedule and retention requirement. retain_schedule_fkey FOREIGN KEY rep_master_schedule_vw.msched_pkey A foreign key that identifies the Master Schedule that this retention requirement applies to. retain_record_state The state of the record that this retention requirement applies to. The states are: Drafts Copies Official The states are defined by the system and can t be augmented or modified. retain_type The requirement s retention duration type. The duration types are: Permanent. The Record can never be disposed. Event. The Record must be retained until a particular event occurs; the event is described in the citeret_event column. Fixed Time. The Record must be retained for the amount of time described in the citeret_time_unit and citeret_time_unit_count columns. Event + Fixed Time. Is a combination of these last two: The Record must be retained for a fixed amount of time after a particular event occurs. Not Applicable. The Record has no retention policy. If the user hasn t selected a retention duration for a Record state, this column will be NULL. This should be interpreted as Not Applicable. 51

52 Retention Schedules IBM Atlas Suite Developers Guide: Reporting Views retain_event Admin > Events module For retention requirements that have a duration type of Event or Event + Fixed Time, this column names the event that signals the end of a Record s retention. The default events are: Contract Expiration Declaration of record End of Customer Relationship End of Product Life Fiscal Year end Termination retain_time_unit_count retain_time_unit INTEGER For retention requirements that have a duration type of Fixed Time or Event + Fixed Time, these columns describe the number of time units that a Record must be retained. The default time units are: Day(s) Week(s) Month(s) Year(s). 52

53 IBM Atlas Suite Developers Guide: Reporting Views Retention Schedules 5.3 Master Schedule Citations View FILENAME: rep_master_sched_cite_vw The Master Schedule Citations view supplements the Master Schedules view by listing the Citations that pertain to each Master Schedule (only; Record Classes don t have Citations). Master Schedule Citations Columns mschedcite_pkey PRIMARY KEY An integer that uniquely identifies this combination of Master Schedule and Citation. mschedcite_msched_fkey FOREIGN KEY rep_master_schedule_vw.msched_pkey A foreign key that identifies the Master Schedule. mschedcite_cite_fkey FOREIGN KEY rep_citation_vw.cite_pkey A foreign key that identifies the Citation. mschedcite_modified_by_fkey FOREIGN KEY rep_person_vw.per_person_int_id mschedcite_modified_on A foreign key that identifies the Person who most recently modified the association between the Citation and the Master Schedule, and the day and time it was modified. mschedcite_citereq_retention BOOLEAN Y N mschedcite_citereq_disposal BOOLEAN Y N mschedcite_citereq_storage BOOLEAN Y N mschedcite_citereq_security BOOLEAN Y N mschedcite_citereq_usage BOOLEAN Y N mschedcite_citereq_transport BOOLEAN Y N mschedcite_citereq_disclosure BOOLEAN Y N Each of these columns declares whether the corresponding Citation Requirements should be used as supporting evidence for the Master Schedule s requirements. For example, if mschedcite_citereq_disposal is Y, then the disposal restrictions defined by the Citation (and described in the rep_citation_vw.citereq_disposal_notes column) should be regarded as pertinent to this Master Schedule. A Master Schedule s actual retention requirements are expressed in the Master Schedule Retention Requirements view. Even if a Master Schedule declares that a Citation s retention requirements are pertinent, the requirements aren t inherited by the Schedule. 53

54 Retention Schedules IBM Atlas Suite Developers Guide: Reporting Views 5.4 Local Schedule View FILENAME: rep_local_schedule_vw Each row in the Local Schedule view describes a single version of a Local Schedule. The columns are divided into two categories: Schedule Information provides the fundamental information about the Local Schedule. Note Information provides the notes that the user has attached to certain attributes of the Local Schedule. Every time a Local Schedule is modified, a new row is added to this view. This new row points to the previous version through its lsched_previous_id_fkey value. Thus, the view contains the history of changes to each Local Schedule. To find the Local Schedules that are currently active, look for rows that have an lsched_status value of Approved. Local Schedule Columns: Schedule Information lsched_pkey PRIMARY KEY An integer that uniquely identifies this version of the Local Schedule. Every time the Schedule is modified, a new row (with a unique lsched_pkey value) is added to the view. lsched_previous_id_fkey FOREIGN KEY rep_local_schedule_vw.lsched_pkey A foreign key that identifies the previous version of this Local Schedule object. If this is the first version of the Schedule, this column will be empty. lsched_name [250] The name of the Local Schedule. Local Schedules names are unique within the same Admin Organization. The Admin Organization is identified by the lsched_org_fkey column. lsched_description A human-readable description of the Local Schedule. lsched_comments Further comments about the Local Schedule. lsched_tag An additional identifier for the Local Schedule. The meaning and use of the tag is customer-dependent. lsched_code [20] A short identifier that categorizes the Local Schedule. The meaning and use of the code is customer-dependent. 54

55 IBM Atlas Suite Developers Guide: Reporting Views Retention Schedules lsched_pathname The pathname of the template (Master Schedule or Record Class) that this Local Schedule is based on, in the form ChildOfCORPORATE: : GreatGrandparentTemplate: GrandparentTemplate: ParentTemplate See rep_master_schedule_vw.msched_pathname for more information. lsched_org_fkey FOREIGN KEY rep_organization_vw.org_int_id lsched_org_pathname These columns identify the Local Schedule s Admin Organization; this is the Organization that creates or manages the documents that are governed by this Schedule. Individual elements in the pathname column are colonseparated; for example: Corporate: Human Resources: Personnel lsched_scope TOKEN Identifies the Organizations that this Schedule applies to: 0 means the schedule affects all Organizations (the Atlas UI calls this Global, All Organizations). 1 means the Schedule only affects the Admin Organization (Organization, no Sub-Organizations). 2 means the Schedule affects the Admin Organization and all of its sub-organizations (Organization, and Sub-Organizations). lsched_officer_fkey FOREIGN KEY rep_person_vw.per_person_int_id A foreign key that identifies the Records Coordinator; this is the person who s responsible for maintaining the documents that are governed by this Local Schedule. lsched_office_of_record_fkey FOREIGN KEY rep_organization_vw.org_int_id A foreign key that identifies the Organization that acts as the Office of Records. This is the Organization in which documents that are governed by this Schedule are stored or managed; it s typically the same as the Admin Organization, but it doesn t have to be. lsched_start_date lsched_end_date The day and time that the Local Schedule became (or will become) effective and ineffective, respectively. 55

56 Retention Schedules IBM Atlas Suite Developers Guide: Reporting Views lsched_status The Local Schedule s status, one of: Incomplete. The Local Schedule has been created, but its retention policy, office of record, or record officer hasn t been set, or (if required) it hasn t been mapped to a Data Source. Pending. The Local Schedule has been created or modified and is waiting to be approved, or, if Approval Workflow is enabled, routed for approval. Pending Approval. The Local Schedule has been routed for approval (AWF only). Approved. Creation or modification of the Local Schedule has been approved. Rejected. Creation/modification wasn t approved. Delete Pending. The Local Schedule is marked for deletion. The action is waiting to be approved. Inactive. The Local Schedule has been replaced with a newer version, or it has been deleted. To tell the difference between these two states (replaced or deleted), look for a row in this view that has a t lsched_custom_data1 lsched_custom_data2 lsched_custom_data3 lsched_custom_data4 lsched_custom_data5 Custom fields. To see the names of the fields as they re presented in the UI, go to the Admin > Custom Fields > PolicySchedule page. Local Schedule Columns: Note Information lsched_note_name lsched_note_description lsched_note_code lsched_note_comments lsched_note_custom_data1 lsched_note_custom_data2 lsched_note_custom_data3 lsched_note_custom_data4 lsched_note_custom_data5 [250] [20] The text of the notes that are attached to the Local Schedule s name, description, code, comments, and custom fields, respectively. 56

57 IBM Atlas Suite Developers Guide: Reporting Views Retention Schedules 5.5 Local Schedule Retention Requirements View FILENAME: rep_local_retention_vw The Local Schedule Retention Requirements view supplements the main Local Schedule view by describing the retention policies that pertain to the records that are governed by a Local Schedule. Every Local Schedule will have three rows in this view, one each for the three record versions: Drafts, Copies, and Official. Local Schedule Retention Requirements Columns retain_pkey PRIMARY KEY An integer that uniquely identifies this combination of Local Schedule, record version, and retention policy. retain_schedule_fkey FOREIGN KEY rep_local_schedule_vw.lsched_pkey A foreign key that identifies the Local Schedule that this retention policy applies to. retain_record_state The version of the record that this retention policy applies to, one of Drafts, Copies, and Official. retain_type RETENTIONTYPES Component The policy s retention duration type. The default types are: Permanent. The Record can never be disposed. Event. The Record must be retained until a particular event occurs; the event is given in the retain_event column. Fixed Time. The Record must be retained for a fixed amount of time, as given in the retain_time_unit and retain_time_unit_count columns. Event + Fixed Time is a combination of these last two: The Record must be retained for a fixed amount of time after a particular event occurs. Not Applicable. The Record has no retention policy. This list can be augmented by adding entries to the RETENTIONTYPES Component. retain_event Admin > Events module For retention requirements that have a duration type of Event or Event + Fixed Time, this column names the event that signals the end of a Record s retention. The default events are: Contract Expiration Declaration of record End of Customer Relationship End of Product Life Fiscal Year end Termination. 57

58 Retention Schedules IBM Atlas Suite Developers Guide: Reporting Views retain_time_unit_count retain_time_unit INTEGER For retention requirements that have a duration type of Fixed Time or Event + Fixed Time, these columns describe the number of time units that a Record must be retained. The default time units: are: Day(s) Month(s) Year(s) 58

59 IBM Atlas Suite Developers Guide: Reporting Views Retention Schedules 5.6 Local Schedule Citations View FILENAME: rep_local_sched_cite_vw The Local Schedule Citations view supplements the Local Schedule view by listing the Citations that pertain to each Local Schedule. Local Schedule Citations Columns lschedcite_pkey PRIMARY KEY An integer that uniquely identifies this combination of Local Schedule and Citation. lschedcite_schedule_fkey FOREIGN KEY rep_local_schedule_vw.lsched_pkey A foreign key that identifies the Local Schedule. lschedcite_cite_fkey FOREIGN KEY rep_person_vw.person_int_id A foreign key that identifies the Citation. lschedcite_modified_by_fkey FOREIGN KEY rep_citation_vw.cite_pkey lschedcite_modified_on A foreign key that identifies the Person who most recently modified the association between the Citation and the Local Schedule, and the day and time that the association was modified. lscedcite_citereq_retention BOOLEAN Y N lscedcite_citereq_disposal BOOLEAN Y N lscedcite_citereq_storage BOOLEAN Y N lscedcite_citereq_security BOOLEAN Y N lscedcite_citereq_usage BOOLEAN Y N lscedcite_citereq_transport BOOLEAN Y N lscedcite_citereq_disclosure BOOLEAN Y N Each of these columns declares whether the corresponding Citation Requirements should be used as supporting evidence for the Master Schedule s requirements. For example, if lschedcite_citereq_disposal is Y, then the disposal restrictions defined by the Citation (and described in the rep_citation_vw.citereq_disposal_notes column) should be regarded as pertinent to this Local Schedule. A Local Schedule s actual retention requirements are expressed in the Local Schedule Retention Requirements view. Even if a Local Schedule declares that a Citation s retention requirements are pertinent, the requirements aren t inherited by the Schedule. 59

60 Retention Schedules IBM Atlas Suite Developers Guide: Reporting Views 5.7 Local Schedule Record Type Storage View FILENAME: rep_rectype_datasource_vw A Record Type is, loosely, a named category of documents that are subject to the retention policies of a Local Schedule. As we ve seen with the other retention views, the Record Type comes in three states: Drafts, Copies, or Official. This view, which is the reporting analog of the Record to Repository Matrix tab in the Atlas UI, lists the Record types that are defined for each Local Schedule, and lists the Data Sources where documents of that type are stored. Each row in the view is a unique combination of: Record Type (identified by name), Record State (Drafts, Copies, or Official), Local Schedule, and Data Source. None of these attributes will be NULL. In particular, this view doesn t list Record Types (or Record Types in a particular state) that have been defined but that don t have a designated Data Source. Local Schedule Record Type Storage Columns recds_pkey PRIMARY KEY An integer that uniquely identifies this combination of Record Type, Record State, Local Schedule, and Data Source. recds_rectype_name The name of the Record Type. recds_rectype_state The Record State, one of Drafts, Copies, and Official. The states are defined by the system and can t be augmented or modified. recds_schedule_fkey FOREIGN KEY rep_local_schedule_vw.lsched_pkey A foreign key that identifies the Local Schedule. recds_schedule_fkey FOREIGN KEY rep_ds_custodialsystem_vw.ds_datasource_id A foreign key that identifies the Data Source. recds_rectype_note Comments about the Record Type. 60

61 IBM Atlas Suite Developers Guide: Reporting Views Retention Schedules recds_media_type MEDIATYPES Component The Record Type s media type. The default media types are: Electronic Paper/Physical Electronic and Paper/Physical recds_security_class SECURITYLEVEL Component The security setting of the Record Type. The default settings are: Electronic Internal Personally Identifiable Information Public Restricted 61

62 6 Matters, Requests, and Scoping This chapter describes the views that provide information about Legal Matters: Matter is the main Legal Matter view. Matter Access is a special view that you must use whenever you build a report that display Matter information (as described in How to Determine if a User Has Access to a Matter, below). Matter Master List provides a list of all the people who are involved in a Matter. A Matter is made up of some number of Requests. A Request is the set of Holds, Collections, and Interviews that are needed to fulfill a requirement to gather a subset of information about the Matter. People in Scope, Organizations in Scope, Data Sources in Scope, and Local Schedules in Scope View list the people (Persons and Others ), Organizations, Data Sources, and Local Schedules that are in the Scope of a Request. 6.1 How to Determine if a User Has Access to a Matter A Legal Matter can be declared to be confidential. Confidential Matters can t be viewed by everyone they can only be viewed by Persons who are in the Matter s Security Group. The Matter Security Group contains two lists: A list of the Matters that are in the group, and A list of the Roles that are allowed to view the Matters. In addition to the Matter Security Group, a user who has access to a Matter can augment the Matter s list of permitted viewers. Taken together, these three attributes the confidential marking, the Security Group list, and the Matterspecific augmentation to the list determine who can access the Matter. It s essential that you only present Matter information to users who are allowed to access the Matter. To make this as easy as possible, a special Matter Access View, person_all_matterid_mapping_vu, sorts out the details of who can access a Matter. When you create your report, you must consult the Matter Access view before you present Matter information by comparing the ID of the Person who s logged into Atlas (the Person who requested the report) to the Matter Access list. For example, to list the IDs of all the Matters that the logged-in user has access to, you would create a SQL query that looks something like this: SELECT mtr.mtr_int_id FROM rep_matter_vw mtr, person_all_matterid_mapping_vu mtraccess WHERE mtraccess.personid = \'%' + params[p_userid] + '%\' AND mtraccess.legalmatterid = mtr.mtr_int_id;

63 IBM Atlas Suite Developers Guide: Reporting Views Matters, Requests, and Scoping 6.2 Matter View FILENAME: rep_matter_vw Each row in the Matter view describes a single Legal Matter. The information is divided into these groups: Identity Information provides general information about the Matter. Security provides information about who can access the Matter. You should only use these columns for information purposes. To determine if a user can access a Matter, you must query the Matter Access view, as explained in the How to Determine if a User Has Access to a Matter section. Governance lists the Matter s legal representatives and jurisdiction. Status and Dates provides status and lifecycle information. Matter Columns: Identity Information mtr_int_id PRIMARY KEY An integer that uniquely identifies this Matter. mtr_name [250] The human-readable name of the Matter. The name needn t be unique. mtr_source A token that identifies the source of the Matter information. There are two tokens: mtr_id PA-LCC means the Matter was entered through the Atlas UI DSMATTER means the Matter was imported through Atlas Extensions. [250] A unique string identifier for the Matter. Typically, this identifier is defined by the Matter Management System from which Atlas Extensions imported the Matter information. I M P O R T A N T mtr_reference The mtr_id value is unique across the same mtr_source values, only. This means that you can create a Matter through the Atlas UI and then use Atlas Extensions to create a Matter with the same mtr_id value. [250] An additional non-unique identifier for the Matter. The identifier can only be created by importing Matter data though Atlas Extensions. It isn t displayed in the Atlas UI. mtr_description A human-readable description of the Matter. 63

64 Matters, Requests, and Scoping IBM Atlas Suite Developers Guide: Reporting Views mtr_comments Additional comments about the Matter. mtr_type_name Admin > Matter Types The Matter s general categorization. Matter Types are used, most notably, to group Matters for Discovery Cost Forecasting. The default type is Unsorted. mtr_is_interview_required BOOLEAN Y N Declares whether or not the Matter includes (or can include) Virtual Interviews. If Y, it does; if N, it doesn t. mtr_custom_data1 mtr_custom_data2 mtr_custom_data3 mtr_custom_data4 mtr_custom_data5 Custom fields. To see the names of the fields as they re presented in the UI, go to the Admin > Custom Fields > Matter page. Matter Columns: Security mtr_security_group Admin > Matter Security Group The Matter s security categorization. The Matter Security Groups are created through the Admin > Matter Security Group tab. The tab also defines the Roles that have access to the Matters within a Security Group. The default Security Group is Litigation. mtr_confidential BOOLEAN Y N Declares whether or not access to the Matter is controlled exclusively by the Matter s Security Group. If Y, it is; if N, it isn t. Matter Columns: Governance mtr_jurisdiction The name of the jurisdiction that governs the Matter. 64

65 IBM Atlas Suite Developers Guide: Reporting Views Matters, Requests, and Scoping mtr_attorney_int_id FOREIGN KEY rep_person_vw.per_person_int_id mtr_attorney_name [502] A foreign key that identifies the Person who s acting as the attorney for this Matter, and the attorney s name in the form Last, First. mtr_paralegal_int_id FOREIGN KEY rep_person_vw.per_person_int_id mtr_paralegal_name [502] A foreign key that identifies the Person who s acting as the paralegal for this Matter, and the paralegal s name in the form Last, First. mtr_outside_counsel [250] The name of (or other information about) the Matter s outside counsel. Matter Columns: Status and Dates mtr_status The Matter s status, one of: Active Closed Inactive mtr_created_on The day and time that the Matter was created. mtr_start_date mtr_end_date The day and time that the Matter started or will start, and that it ended or will end. 65

66 Matters, Requests, and Scoping IBM Atlas Suite Developers Guide: Reporting Views 6.3 Matter Access View FILENAME: person_all_matterid_mapping_vu Each row in the Matter Access view provides a mapping between a Matter and a Person who s allowed to access the Matter. This isn t a normal reporting view. Although you can use it to present information, it s meant, primarily, to be used to control access to the information in the main Matter view. When you design a report that presents information from the Matter view, you must consult this view to make sure that the user who s requesting the report is allowed to access the Matter. See How to Determine if a User Has Access to a Matter in the Overview of this chapter for more information on how to use this view. Matter Access Columns legalmatterid FOREIGN KEY rep_matter_vw.mtr_int_id A foreign key that identifies the Matter. personid FOREIGN KEY rep_person_vw.per_person_int_id A foreign key that identifies the Person. legalmattertypeid Ignore this column. It s provided for backwards compatibility. 66

67 IBM Atlas Suite Developers Guide: Reporting Views Matters, Requests, and Scoping 6.4 Matter Master List View FILENAME: rep_mattermaster_vw Each row in the Matter Master List view lists all the people (Persons and Others) who have ever been in Scope for all active Matters, and describes how they are or were involved. Matter Master List Columns mmst_mtr_int_id FOREIGN KEY rep_matter_vw.mtr_int_id A foreign key that identifies the Matter. mmst_req_int_id FOREIGN KEY rep_request_vw.req_int_id A foreign key that identifies the Request. mmst_person_int_id FOREIGN KEY rep_person_vw.per_person_int_id A foreign key that identifies the Person. mmst_person_name [502] The name of the Person, in the form Last, First. mmst_person_ The Person s address. mmst_is_in_notices BOOLEAN x NULL mmst_is_in_releases BOOLEAN x NULL mmst_is_in_collections BOOLEAN x NULL mmst_is_in_interviews BOOLEAN x NULL mmst_is_in_pres_plans BOOLEAN x NULL mmst_is_in_pres_releases BOOLEAN x NULL These columns create a grid of the Person s activities: If a Person is in an active Collection (for example), the mmst_is_in_collections column is marked with an x, otherwise it s NULL. N O T E The mmst_is_in_releases column means Released from a Hold. The pres in pres_plans and pres_releases means Preservation. 67

68 Matters, Requests, and Scoping IBM Atlas Suite Developers Guide: Reporting Views 6.5 Request View FILENAME: rep_request_vw Each row in the Request view describes a single Request within a Matter. The columns are divided into these groups: Identity Information provides basic information about the Request. Status and Dates provides status and lifecycle information. The Placeholders columns are pre-defined aspects of a Request that can be used when creating a Collection or Hold. Matter Information provides information about the Matter that this Request is part of. Request Columns: Identity Information req_int_id PRIMARY KEY An integer that uniquely identifies the Request. req_name [250] The name of the Request. req_description A human-readable description of the Request. req_comments A human-readable description of the Request. Request Columns: Status and Dates req_status The Request s status, one of: In Progress Inactive Completed req_start_date req_end_date The day and time that the Request started (or will start) and ended (or will end). 68

69 IBM Atlas Suite Developers Guide: Reporting Views Matters, Requests, and Scoping req_created_by [502] The name of the Person who created the Request, in the form Last, First. req_modified_by req_modified_on [502] The name of the Person who most recently modified the Request, in the form Last, First, and the day and time that the Request was modified. req_reason_for_change The reason why the Request was most recently modified (as described by the user). Request Columns: Placeholders req_keywords req_system_queries These two columns supply values for the $RequestKeywords and $RequestSystemQueries variables that can be added to Notices that are created as part of this Request. req_doc_date_range_start req_doc_date_range_end These two columns define the default date range of documents that are targeted in a Hold or Collection. Request Columns: Matter Information req_mtr_int_id FOREIGN KEY rep_matter_vw.mtr_int_id A foreign key that identifies the Matter that this Request is part of. req_matter_name [250] The name of the Matter. req_matter_id [250] A unique string identifier for the Matter. 69

70 Matters, Requests, and Scoping IBM Atlas Suite Developers Guide: Reporting Views 6.6 People in Scope View FILENAME: rep_people_inscope_vw Each row in the People in Scope view describes a single person (or Target) who is currently in the Scope of a Request. This view includes people who have been removed from Scope. People in Scope Columns pscp_req_int_id FOREIGN KEY rep_request_vw.req_int_id A foreign key that identifies the Request. pscp_target_fkey FOREIGN KEY rep_person_vw.per_person_int_id A foreign key that identifies the Target s Person record. If the Target is an Other, this column will be NULL. pscp_target_name pscp_target_ pscp_target_identifier [502] The name, address, and Person Identifier of the Target at the time he or she was added to Scope. The name is in the form Last, First. I M P O R T A N T To get the Target s current name, address, and Person Identifier, use the pscp_target_fkey column to join to the rep_person_vw view. pscp_created_on The day and time that the Person was added to the Scope of the Request pscp_scope_target_status The status of the Target with regard to this Request, either In Progress or Released. pscp_reason_in_scope An explanation of why the Target is in Scope. pscp_is_manually_added BOOLEAN Y N If the Target was added to the Scope of the Request manually, this column will be Y; if the Target was added automatically because of a relationship with an Organization or Data Source, it will be N. 70

71 IBM Atlas Suite Developers Guide: Reporting Views Matters, Requests, and Scoping pscp_release_issued BOOLEAN 1 0 NULL If the Target is still in Scope, this will be NULL; otherwise, it will be either 0 or 1: 0 means the Target has been removed from Scope but his or her Hold obligations (for this request) are still in force from Scope and was sent a Release Notice (releasing the Target from all current HOlds), this column will be 1; if the Target was released without a Release Notice, it will be 0. If the Target hasn t been released, the column will be NULL. pscp_reason_deleted [4000] If the Target has been released from Scope, this is an explanation of the release. pscp_modified_by FOREIGN KEY rep_person_vw.per_person_int_id pscp_modified_on If the Target has been released from Scope, these columns are a foreign key that identifies the Person who released the Target, and the day and time of the release. pscp_target_int_id pscp_in_notice pscp_in_interview_plan pscp_in_collection_plan pscp_target_org_id pscp_target_description Ignore these columns; they re provided for backwards-compatibility. 71

72 Matters, Requests, and Scoping IBM Atlas Suite Developers Guide: Reporting Views 6.7 Organizations in Scope View FILENAME: rep_organization_inscope_vw Each row in the Organizations in Scope view describes a single Organization that has been added to the Scope of a Request. Organizations in Scope Columns oscp_req_fkey FOREIGN KEY rep_request_vw.req_int_id A foreign key that identifies the Request. oscp_req_name [250] The name of the Request oscp_org_fkey FOREIGN KEY rep_organization_vw.org_int_id A foreign key that identifies the Organization. oscp_org_name [250] The name of the Organization. oscp_add_date The day and time that the Organization was added to the Scope of the Request. oscp_status The status of the Organization with regard to this Request, either In Progress or Inactive. 72

73 IBM Atlas Suite Developers Guide: Reporting Views Matters, Requests, and Scoping 6.8 Data Sources in Scope View FILENAME: rep_datasource_inscope_vw Each row in the Data Sources in Scope view describes a single Data Source that has been added to the Scope of a Request. Data Sources in Scope Columns sscp_req_int_id FOREIGN KEY rep_request_vw.req_int_id A foreign key that identifies the Request. sscp_datasource_fkey FOREIGN KEY rep_ds_custodialsystem_vw.ds_datasource_id A foreign key that identifies the Data Source. sscp_target_name The name of the Data Source. sscp_target_description [4000] A description of the Data Source. sscp_target_org_id FOREIGN KEY rep_organization_vw.org_int_id A foreign key that identifies the Organization that s associated with the Data Source. sscp_reason_in_scope An explanation of why the Data Source is in Scope. sscp_scope_target_status The status of the Data Source with regard to this Request, either In Progress or Inactive. sscp_is_manually_added BOOLEAN Y N If the Data Source was added to the Scope of the Request manually, this column will be Y; if the Data Source was added automatically because of a relationship with an Organization or because it s added to the Scopes of all Requests, it will be N. 73

74 Matters, Requests, and Scoping IBM Atlas Suite Developers Guide: Reporting Views 6.9 Local Schedules in Scope View FILENAME: rep_schedules_inscope_vw Each row in the Local Schedules in Scope view describes a single Local Schedule that has been added to the Scope of a Request. Local Schedules in Scope Columns lsscp_request_fkey FOREIGN KEY rep_request_vw.req_int_id A foreign key that identifies the Request. lsscp_schedule_fkey FOREIGN KEY rep_local_schedule_vw.lsched_pkey A foreign key that identifies the Schedule. lsscp_schedule_name [250] The name of the Schedule. lsscp_schedule_scope_status The status of the Schedule with regard to this Request, either In Progress or Inactive. lsscp_added_by_fkey FOREIGN KEY rep_person_vw.per_person_int_id lsscp_added_on A foreign key that identifies the Person who added the Local Schedule, and the day and time it was added. 74

75 IBM Atlas Suite Developers Guide: Reporting Views Matters, Requests, and Scoping 6.10 Master Schedules in Scope View FILENAME: rep_master_sched_inscope_vw Each row in the Master Schedules in Scope view describes a single Master Schedule that has been added to the Scope of a Request. Master Schedules in Scope Columns msscp_request_fkey FOREIGN KEY rep_request_vw.req_int_id A foreign key that identifies the Request. msscp_schedule_fkey FOREIGN KEY rep_master_schedule_vw.msched_pkey A foreign key that identifies the Master Schedule. msscp_schedule_name [250] The name of the Schedule msscp_added_by_fkey FOREIGN KEY rep_person_vw.per_person_int_id msscp_added_on A foreign key that identifies the Person who added the Schedule to Scope, and the day and time it was added. msscp_schedule_scope_status The status of the Schedule with regard to this Request, either In Progress or Inactive. 75

76 7 Notices A Notice is a message that s sent to the Target of a Collection, Hold, or Interview. The views described in this chapter are: Notice is the main Notice view. It lists all the Notices (active and inactive) that have been created. Notice History tracks the transmission history of each Notice, from the original posting, to reminders, escalations, errors, and so on. Notice Message provides the contents of each Notice. Notice Approver lists the Persons who need to approve the Notice before it can be sent. Notice Recipient lists the recipients (Persons) of each Notice. Hold Notice Response and Response History shows the recipients responses to the Hold Notices that they ve received. N O T E The construction of Hold Notices was enhanced in IBM Atlas Suite v6. These new Hold Notices are described in the next chapter, Hold Notices (v6 and later).

77 IBM Atlas Suite Developers Guide: Reporting Views Notices 7.1 Notice View FILENAME: rep_notices_vw Each row in the Notice view describes a single Notice that announces a Hold, a Release from a Hold, a Collection, or an Interview. N O T E For Hold Notices that were created in v6 or later, you should use the Hold Notice view rather than this one. The ntc_hold_notice_fkey column, in this view, points to the Hold Notice view. Notice Columns: General Information ntc_int_id PRIMARY KEY An integer that uniquely identifies this Notice. ntc_hold_notice_fkey FOREIGN KEY rep_hold_notice_vw.hn_hold_notice_pkey If this is a v6 Hold Notice, this column is a foreign key to the Hold Notice view. For all other Notices, this column is NULL. If this column is populated, you should use the Hold Notice view to get information about the Notice. This view (meaning the Notice view) will provide only partial information. ntc_name [250] The human-readable name of the Notice. ntc_type The type of Notice, one of Hold Notice Release Individual Collection Bulk Collection (legacy systems only) Interview ntc_subject The subject line for the Notice. Placeholder variables ($MatterName, $AttorneyName, and so on) are not expanded. ntc_comments Comments about the Notice. 77

78 Notices IBM Atlas Suite Developers Guide: Reporting Views ntc_created_on The day and time that the Notice was created. ntc_author_int_id FOREIGN KEY rep_person_vw.per_person_int_id A foreign key that identifies the Notice s author in the Person view. ntc_author [502] The name of the Notice s author in the form Last, First. ntc_modified_on The day and time that the Notice was most recently modified. ntc_modified_by [502] The name of the Person who most recently modified the Notice in the form Last, First. ntc_sent_on The day and time that the Notice was most recently sent. ntc_status The Notice s status. The states are listed and described in Notice States. ntc_is_approval_required BOOLEAN Y N If the Notice must be approved before it s published, this column is Y, otherwise, it s N. The Approvers are listed in the Notice Approver view. ntc_alert_enabled BOOLEAN Y N If an Alert is sent if a Notice couldn t be delivered (or, for Holds, if there are non-responsive recipients), this column is Y, otherwise, it s N. ntc_send_alert_to If ntc_alert_enabled is Y, this column names the Matter mailing list to which the Alert is sent: Attorney Legal Assistant (Paralegal) All (both) Do Not Alert 78

79 IBM Atlas Suite Developers Guide: Reporting Views Notices Notice Columns: Response and Escalation (Holds and Interviews only) ntc_is_confirm_required BOOLEAN Y N If the Notice recipient must respond to the Notice, this column is Y, otherwise, it s N. ntc_confirm_time_interval [291] A string that names the amount of time that a recipientis given to respond to the Notice. The string is in the form N TimeUnit(s) ; for example, 3 Day(s). ntc_confirm_reminder_enabled BOOLEAN Y N If the Notice is resent to non-responsive recipients, this column is Y, otherwise, it s N. ntc_confirm_reminder_sent_on The day and time that the most recent non-response Notice was sent. ntc_is_escalation_enabled BOOLEAN Y N If an escalation message is sent to a non-responsive Notice recipient s manager, this column is Y, otherwise, it s N. ntc_escalation_subject The text of the subject that s used in the escalation message. Notice Columns: Recurring Notices (Holds and Interviews only) ntc_resend_enabled BOOLEAN Y N If this Notice is resent periodically, this column is Y, otherwise, it s N. ntc_resend_time_interval [291] A string that names the frequency with which Notice is resent. The string is in the form N TimeUnit(s) ; for example, 3 Month(s). ntc_reminder_sent_on The day and time that the recurring Notice was most recently sent. ntc_resend_until The date that the system will stop sending recurring Notices. 79

80 Notices IBM Atlas Suite Developers Guide: Reporting Views Notice Columns: Matter and Request Information ntc_mtr_int_id FOREIGN KEY rep_matter_vw.mtr_int_id A foreign key that identifies the Matter that this Notice is part of. ntc_matter_name [250] The name of the Matter that this Notice is part of. ntc_matter_id [250] An additional string identifier for the Matter that this Notice is part of. For Matters that are imported from an external system, this is typically used to store the Matter s native identifier. ntc_req_int_id FOREIGN KEY rep_request_vw.req_int_id A foreign key that identifies the Request that this Notice is part of. ntc_req_name [250] The name of the Request that this Notice is part of. 80

81 IBM Atlas Suite Developers Guide: Reporting Views Notices Notice States Drafted Approval Pending Approved Rejected Published Sent Suspended Modified Inactive Error The Notice has been created, but it hasn t been routed for approval (if approval is required) or published. The Notice has been routed for approval, but not all of the Approvers have responded. All Approvers have approved the Notice, which now waits to be published. All Approvers have rejected the Notice. The Notice must be re-submitted for approval. The Notice has been published, but no messages have been sent, yet. At least one Notice message has been successfully sent. The Notice s ability to send messages has been suspended. No more messages will be sent until the Notice is resumed. When you resume the Notice, it returns to its previous state (Published or Sent). Hold Notices only The Notice has been replaced by a newer version and should be considered inactive. The Notice has been deactivated. This is the end-of-the-line: You can view the contents of and responses to the Notice, but you can t reactivate it. None of the Notice messages could be sent due to transmission errors. 81

82 Notices IBM Atlas Suite Developers Guide: Reporting Views 7.2 Notice History View FILENAME: rep_notice_trans_hist_vw The Notice History view provides a history of all the Hold and Collection Notices that have been sent to all recipients, as well as other transmission events, such as suspension and resumption. I M P O R T A N T This view doesn t include Virtual Interview Notices. For a history of Virtual Interview Notices, see the Interview History View. Notice History Columns ntch_notice_reminder_fkey PRIMARY KEY An integer that uniquely identifies this entry in the view. N O T E The use of fkey (for foreign key) in the column name is a misnomer. It should be pkey (primary key). ntch_ntc_int_id FOREIGN KEY rep_notices_vw.ntc_int_id ntch_hold_ntc_details_fkey FOREIGN KEY rep_hold_notice_details_vw.hnd_details_pkey ntch_hold_ntc_esc_rule_fkey FOREIGN KEY rep_hold_notice_esc_rule_vw.hner_escalation_rule_pkey ntch_global_hold_reminder_fkey FOREIGN KEY rep_global_hold_reminder_vw.ghr_global_hold_reminder_pkey A foreign key that identifies the Notice: If this is a Collection Notice or a pre-v6 Hold Notice, ntch_ntc_int_id is populated. If this is a v6 Initial Hold Notice, Change Notice, or Auto-Reminder, ntch_hold_ntc_details_fkey is populated. If this is a v6 Hold Confirmation Reminder (part of an Escalation Rule), ntch_hold_ntc_esc_rule_fkey is populated. In this case, ntch_hold_ntc_details_fkey will also be populated, and will identify the Initial Notice, Change Notice, or Auto-Reminder to which this Confirmation Reminder applies. If this is a Global Hold Reminder, ntcr_global_hold_reminder_fkey is populated. ntch_ntc_name [250] The name of the Notice. ntch_person_int_id FOREIGN KEY rep_person_vw.per_person_int_id ntch_matter_performer_fkey FOREIGN KEY rep_notice_recipients_vw.ntcr_notice_recipient_pkey AND rep_notice_recipients_vw.ntcr_notice_type!= 4 Foreign keys that identify the recipient in the Person view and the Notice Recipients view. I M P O R T A N T In order to retrieve the correct row from the Notice Recipients view, you must look for the row that has a notice type value (the ntcr_notice_type column) that isn t 4. 82

83 IBM Atlas Suite Developers Guide: Reporting Views Notices ntch_recipient_name [502] The name of the recipient, in the form Last, First. ntch_recipient_ The address to which the Notice was sent. ntch_sent_date The day and time that the Notice was sent to the recipient. ntch_response_received_on The day and time that the response was received. ntch_responsed_by_fkey FOREIGN KEY rep_person_vw.per_person_int_id ntcr_response_reason If the Matter s Attorney or Paralegal responded on behalf of the recipient, these columns identify the Attorney/Paralegal in the Person view, and give the reason that he or she responded. ntch_reason A string that describes the purpose of this entry, one of: Holds and Collections Holds Only Original Notice Confirmation Reminder Transmission Exception Auto-reminder Suspended Transmission Global Notice Resumed Transmission Escalation To Manager Non-Response Exception Rejection Exception ntch_status A string that describes the status of the Notice, one of: Holds and Collections Holds Only Sent Accepted Error Rejected ntch_error_details If the Notice status (ntch_status) is Error, this column provides more information about the error. 83

84 Notices IBM Atlas Suite Developers Guide: Reporting Views ntch_is_confirmation_required BOOLEAN Y N Hold Notices only If the recipient is/was required to respond to the Notice, this column is Y, otherwise it s N. I M P O R T A N T If ntch_hold_ntc_details_fkey is populated, the confirmation requirement is expressed in the rep_hold_notice_details_vw.hnd_confirm_required column. 84

85 IBM Atlas Suite Developers Guide: Reporting Views Notices 7.3 Notice Message View FILENAME: rep_notice_messagebody_vw Each row in the Notice Message view contains the body of a Collection, Interview, or pre-v6 Hold Notice that has been sent to one or more recipients. Placeholder variables are expanded when possible; recipient-specific variables, such as $NoticeRecipientName, won t be expanded. Only those Notices that have actually been sent are included in this view (even if all the Notices bounced). For v6 Hold Notice message bodies, see the Hold Notice Details view. Notice Message Columns rnmb_notice_id FOREIGN KEY rep_notices_vw.ntc_int_id A foreign key that identifies the Notice. rnmb_notice_message_body CLOB The contents of the Notice. 85

86 Notices IBM Atlas Suite Developers Guide: Reporting Views 7.4 Notice Approver View FILENAME: rep_notice_approver_vw Each row in the Notice Approver view describes a Person who must approve or reject a Notice. Notice Approver Columns na_notice_approver_id PRIMARY KEY An integer that uniquely identifies this combination of Notice and Approver. na_hold_notice_fkey FOREIGN KEY rep_hold_notice_vw.hn_hold_notice_pkey na_notice_id FOREIGN KEY rep_notices_vw.ntc_int_id A foreign key that identifies the Notice: If na_hold_notice_fkey is populated, this is a new Hold Notice. In this case, you should ignore the value of the na_notice_id column (which will also be populated). If na_hold_notice_fkey isn t populated, this is an old Hold Notice, or a Collection or Virtual Interview Notice. na_person_id FOREIGN KEY rep_person_vw.per_person_int_id A foreign key that identifies the Approver. na_status The Approver s assessment of the Notice, one of: Approved Rejected Not Reviewed na_comments Additional comments from the Approver. na_date_created The day and time that the Notice was routed for approval. na_date_modified The day and time that the Approver approved or rejected the Notice. If na_status is Not Reviewed, this column should be ignored. 86

87 IBM Atlas Suite Developers Guide: Reporting Views Notices na_modified_by FOREIGN KEY rep_person_vw.per_person_int_id A foreign key that identifies the Person who most recently modified the association between the Notice and the Approver. na_pafield1 na_pafield2 Ignore these columns; they re provided for backwards compatibility. 87

88 Notices IBM Atlas Suite Developers Guide: Reporting Views 7.5 Notice Recipient View FILENAME: rep_notice_recipients_vw Each row in the Notice Recipient view describes a recipient of an active Notice, including those Notices that haven t yet been sent (that are in Drafted state), and those recipients who have since been removed from the Notice s recipient list. In most cases, the recipient is a person (either a Person with an Atlas account, or an Other identified by address); however, if your system supports legacy Bulk Collections, the recipient could be a Data Source. Notice Recipient Columns ntcr_notice_recipient_pkey PRIMARY KEY FOREIGN KEY (VI only) rep_intervw_recipients_vw.intrc_target_int_id An integer that identifies this combination of Notice and recipient. I M P O R T A N T ntcr_ntc_name The value of this column is unique across Virtual Interview Notices and unique across all other Notices, but not across the combination of the two. For a completely unique value, you must consider this column and the ntcr_notice_type column. [250] The name of the Notice. ntcr_ntc_int_id FOREIGN KEY rep_notices_vw.ntc_int_id A foreign key that identifies the Notice in the Notice view. I M P O R T A N T If this is a Hold Notice, you should check the ntc_hold_notice_fkey column in the Notice view. If the column is populated, then this is a v6 Hold Notice, and you should use the Hold Notice view (to which the ntc_hold_notice_fkey column points) to retrieve more information about this Notice. ntcr_notice_type TOKEN An integer that identifies the type of Notice: 1 means this a Hold Notice. 2 is a Collection Notice. 3 is a Bulk Collection Notice (legacy systems only). 4 is a Virtual Interview Notice 5 is a Release Notice. 88

89 IBM Atlas Suite Developers Guide: Reporting Views Notices ntcr_recipient_type ntcr_recipient_fkey FOREIGN KEY rep_person_vw.per_person_int_id rep_ds_custodialsystem_vw.ds_datasource_id These two columns identify the recipient: If the recipient is a Person, ntcr_recipient_type will be person and ntcr_recipient_fkey will point to the Person s record in the Person view. If the recipient is an Other, ntcr_recipient_type will be person and ntcr_recipient_fkey will be NULL. If the recipient is a Data Source (which only happens with legacy Bulk Collections), ntcr_recipient_type will be custodial system and ntcr_recipient_fkey will point to the Data Source view. ntcr_recipient_name [502] The name of the recipient. If the recipient is a Person or Other, the name is in the form Last, First ; if the recipient is a Data Source, the Data Source s name is given without additional formatting. ntcr_recipient_ The address to which the Notice was sent (or will be sent). For sent Notices, this isn t necessarily the recipient s current address, which may have changed in the meantime. To retrieve the recipient s current address, look at the Person record that s joined through the ntcr_person_fkey column. If the recipient is a Data Source, this column will be NULL. ntcr_recipient_identifier The recipient s Person Identifier attribute. ntcr_sent_on The day and time that the Notice was sent to the recipient, or NULL if the Notice hasn t yet been sent. 89

90 Notices IBM Atlas Suite Developers Guide: Reporting Views ntcr_recipient_status ntcr_status Taken together, these columns give the status of the recipient with regard to the Notice. To get a complete picture, you should also consider the Notice s status (rep_notices_vw.ntc_status). In particular, you should check to see if the Notice has been deactivated (ntc_status = Inactive). The only ntcr_recipient_status value that provides useful information is Inactive; this means the recipient has been removed from the Notice s recipient list but is still obliged to fulfill the Hold. The column s other values can be ignored. The ntcr_status values are: Drafted means that the Notice hasn t yet been sent to the recipient (even if it has already been sent to other recipients in other words, this isn t the state of the Notice itself). Error means that the Notice has been sent but it couldn t be delivered. Sent means that the Notice was successfully delivered but, if this is a Hold or Virtual Interview Notice, the recipient hasn t yet responded. Accepted (Holds only) means the recipient confirmed the Hold Notice. Rejected (Holds only) means the recipient rejected the Hold Notice. Replied (Virtual Interviews only) means the recipient has responded to the VI. ntcr_reason_for_sending_notice A string that describes why the recipient was added to the Scope of the Request that the Notice is part of. the default strings that are supplied by the system are: Member of organizationname: The recipient is a Person who was added automatically because of a relationship with an Organization. Steward of datasourcename or Discovery Delegate of datasourcename: The recipient is the Steward or Discovery Delegate of a Data Source that s in the Scope of the Request. Manually Added : The recipient was manually added. Always Include: This is a Data Source that s always added to Scope. The user who added the recipient is allowed to edit the reason string. ntcr_is_manually_added BOOLEAN Y N A If the person was added to the Scope of the Notice s Request manually, this column will be Y; if the Person was added automatically because of a relationship with an Organization or Data Source, it will be N. ntcr_person_int_id ntcr_recipient_orgid ntcr_recipient_details Ignore these columns; they re provided for backwards compatibility. 90

91 IBM Atlas Suite Developers Guide: Reporting Views Notices 91

92 Notices IBM Atlas Suite Developers Guide: Reporting Views 7.6 Hold Notice Response and Response History Views FILENAME: rep_notice_response_vw FILENAME: rep_notice_resp_history_vw Each row in the Hold Notice Response view (rep_notice_response_vw) describes a recipient s most recent response to a Hold Notice that requires confirmation in other words, whether or not the recipient can comply with the Hold. Only those recipients who have actually responded are listed. The Hold Notice Response History view (rep_notice_resp_history_vw) provides the same information as the Hold Notice Response view, but includes responses to all Notice issuances, not just the most recent. With a few exceptions, the columns in these two views are named identically except for their prefixes: ntcr for rep_notice_response_vw and ntcrh for rep_notice_resp_history_vw. This view only pertains to Hold Notices. Release Notices and Collection Notices don t admit responses; Virtual Interview responses are listed in the Interview Response view. Notice Response and Response History Columns ntcr_hold_notice_fkey ntcrh_hold_notice_fkey ntcr_ntc_int_id ntcrh_notice_fkey A foreign key that identifies the Notice: FOREIGN KEY FOREIGN KEY rep_hold_notice_vw.hn_hold_notice_pkey rep_notices_vw.ntc_int_id If ntcr[h]_hold_notice_fkey is populated, this is a v6 Hold Notice. In this case, you should ignore the value of the ntcr_ntc_int_id/ntcrh_notice_fkey column (which will also be populated). If ntcr[h]_hold_notice_fkey isn t populated, this is an old Hold Notice. ntcr[h]_ntc_name [250] The name of the Notice. ntcr_person_int_id ntcrh_recipient_fkey FOREIGN KEY rep_person_vw.per_person_int_id ntcr[h]_notice_recipient_fkey FOREIGN KEY rep_notice_recipients_vw.ntcr_notice_recipient_pkey AND rep_notice_recipients_vw.ntcr_notice_type!= 4 Foreign keys that identify the recipient in the Person view and the Notice Recipients view, respectively. I M P O R T A N T ntcr[h]_recipient_name In order to retrieve the correct row from the Notice Recipients view, you must look for the row that has a notice type value (the ntcr_notice_type column) that isn t 4. [502] The name of the recipient, in the form Last, First. 92

93 IBM Atlas Suite Developers Guide: Reporting Views Notices ntcr[h]_recipient_ The address to which the Notice was sent. ntcr_reason ntcrh_recipient_scope_reason [250] A description of the Notice issuance, one of Original Notice, Change Notice, Auto-Reminder, or Global Notice. ntcr_sent_date ntcrh_notice_sent_on The day and time that the Notice was sent. ntcr[h]_response_received_on The day and time that the recipient responded to the Notice. ntcr[h]_question If the Notice contained a question, this is the text of the question. ntcr[h]_response [4000] If the Notice contained a question, this is the recipient s response to the question. ntcr_status ntcrh_recipient_status A string that describes the recipient s response to the Notice, either Accepted or Rejected. ntcr_confirm_type ntcrh_response_type The method the recipient used to respond to the Notice, one of . The recipient replied to the Notice with the appropriate text response. web/notice. The recipient responded through a Notice questionnaire, whether directly in the Notice , or through the My Holds page. VI. The recipient responded through a Virtual Interview. legal. The Matter s Attorney or Paralegal responded on behalf of the recipient. 93

94 Notices IBM Atlas Suite Developers Guide: Reporting Views ntcr_confirmation_done_by_fkey ntcrh_proxy_responder_fkey ntcr_confirmation_done_by_name ntcrh_proxy_responder_name ntcr_confirmation_reason ntcrh_proxy_response_reason FOREIGN KEY [502] rep_person_vw.per_person_int_id If the Matter s Attorney or Paralegal has responded on behalf of the recipient, these columns identify the Attorney/Paralegal in the Person view and by name, and give the Attorney/Paralegal s reason for confirming. If the respondent is the recipient (and not the Attorney/Paralegal), these columns are all NULL. ntcr_question_id ntcr_qdetail_id ntcr_is_confirmation_required Ignore these columns; they re provided for backwards compatibility. 94

95 8 Hold Notices (v6 and later) The construction of Hold Notices was enhanced in IBM Atlas Suite v6. The views described in this chapter pertain only to Hold Notices that were created in v6 and later. The views are: Hold Notice is the main v6 Hold Notice view. It provides general information about the Notice its name, whether it needs to be approved, when it was created, and so on. Hold Notice Details provides information about a component of a v6 Hold Notice. Each row describes an Initial Notice, Change Notice, or Auto-Reminder. Hold Notice Escalation Rule describes the escalation activities that are executed when a recipient doesn t respond to a Hold Notice that requires confirmation. Global Hold Reminder describes the Global Hold Reminder. If a Hold Notice uses the Global Hold Reminder feature, the system sends a single reminder Notice (for on-going Holds) rather than sending individual Auto-Reminders. Global Hold Reminder Recipients lists the recipients of all issuances of the Global Hold Reminder and the Hold Notices to which the Reminder is applied. Older Hold Notices are described in the general Notice view in the Notices chapter. Of the other views described in Notices, the following pertain to both old and new Hold Notices: Notice History Notice Approver Notice Recipient Hold Notice Response and Response History Views

96 Hold Notices (v6 and later) IBM Atlas Suite Developers Guide: Reporting Views 8.1 Hold Notice View FILENAME: rep_hold_notice_vw Each row in the Hold Notice view provides general setup information about a single Hold Notice that was created in v6 or later. Additional information about the various issuance types of the Notice (Initial Notice, Auto-Reminder, Change Notice) is provided by the Hold Notice Details view. Hold Notice Columns: General Information hn_hold_notice_pkey PRIMARY KEY An integer that uniquely identifies this Notice. hn_parent_hold_notice_fkey FOREIGN KEY rep_notices_vw.ntc_int_id If this Notice was created as a modification of a previous Notice, this is a foreign key that identifies the Notice that was modified. hn_name [250] The human-readable name of the Notice. hn_comments Comments about the Notice. hn_description A description of the Notice. hn_created_on The day and time that the Notice was created hn_created_by_fkey FOREIGN KEY rep_person_vw.per_person_int_id hn_created_by_name [502] A foreign key that identifies the Notice s author, and the author s name in the form Last, First. hn_status The Notice s status. The states are listed and described in Notice States. 96

97 IBM Atlas Suite Developers Guide: Reporting Views Hold Notices (v6 and later) hn_modified_on hn_modified_by_fkey hn_modified_by_name Ignore these columns; they re provided for backwards compatibility. Hold Notice Columns: Approval and Exceptions hn_approval_required BOOLEAN Y N If the Notice must be approved before it s published, this column is Y, otherwise, it s N. The Approvers are listed in the Notice Approver View. hn_send_exceptions_to If an Alert is sent when a Notice can t be sent due to a transmission error, or when there are non-responsive recipients, this column identifies the Alert list to which the Alert is sent, one of: Attorney Legal Assistant (Paralegal) All (both) Do Not Alert Hold Notice Columns: Notice Components hn_auto_reminder_type Identifies the type of Auto-Reminder the Notice is using, one of: none. The Notice doesn t use an Auto-Reminder notice specific. The Notice uses a customized Auto-Reminder. global. The Notice uses the Global Hold Reminder. hn_has_change_notice BOOLEAN Y N If the Notice includes a Change Notice, this is Y, otherwise it s N. hn_initial_ntc_details_fkey FOREIGN KEY rep_hold_notice_vw.hn_hold_notice_pkey hn_change_ntc_details_fkey FOREIGN KEY rep_hold_notice_vw.hn_hold_notice_pkey hn_autorem_ntc_details_fkey FOREIGN KEY rep_hold_notice_vw.hn_hold_notice_pkey Foreign keys to the Initial Notice, Change Notice (or NULL if it s not used), and Auto-Reminder (or NULL if it s not used), respectively. All three columns are NULL if this Notice s status is Inactive. 97

98 Hold Notices (v6 and later) IBM Atlas Suite Developers Guide: Reporting Views Hold Notice Columns: Matter and Request Information hn_matter_fkey FOREIGN KEY rep_matter_vw.mtr_int_id hn_matter_name ntc_matter_id [250] [250] A foreign key that identifies the Matter that this Notice is part of, the name of the Matter, and an additional string identifier for the Matter. hn_request_fkey FOREIGN KEY rep_request_vw.req_int_id ntc_request_name [250] A foreign key that identifies the Request that this Notice is part of, and the name of the Request. 98

99 IBM Atlas Suite Developers Guide: Reporting Views Hold Notices (v6 and later) 8.2 Hold Notice Details View FILENAME: rep_hold_notice_details_vw Each row in the Hold Notice Details view provides information about a single v6 Hold Notice issuance type. In other words, it represents an Initial Notice, a Change Notice, or an Auto-Reminder. General setup information about the Hold Notice is provided by the Hold Notice view. This view doesn t include Global Hold Reminder information; see the Global Hold Reminder view. Hold Notice Details Columns: General Information hnd_hold_notice_details_pkey PRIMARY KEY An integer that uniquely identifies this Notice issuance type. hnd_hold_notice_fkey FOREIGN KEY rep_hold_notice_vw.hn_hold_notice_pkey A foreign key that identifies the Hold Notice that this issuance type is part of. hnd_type A single character that identifies the type of Notice issuance, one of: I. Initial Notice C. Change Notice A. Auto-Reminder hnd_subject hnd_message CLOB The subject line and body of the Notice message for this component. The placeholder variables that don t represent recipient information ($NoticeName, $AttorneyName, and so on) are expanded. If the Notice hasn t yet been sent, these columns are NULL. hnd_sent_on The day and time on which the Notice for this component was sent. Hold Notice Details Columns: Confirmation hnd_confirm_required BOOLEAN Y N If the component requires confirmation, this column is Y, otherwise it s N 99

100 Hold Notices (v6 and later) IBM Atlas Suite Developers Guide: Reporting Views hnd_confirm_within hnd_conf_within_time_unit INTEGER If the component requires confirmation, these two columns give the amount of time a recipient is given to confirm. The first column is the number of units ; the second column names the units, one of: Day(s) Week(s) Month(s) Year(s) Hold Notice Details Columns: Auto-Reminder Only hnd_ar_resend_freq hnd_ar_resend_time_unit INTEGER If this is an Auto-Reminder, these two columns give the frequency with which the Notice is sent. The first column is the number of units ; the second column names the units, one of: Day(s) Week(s) Month(s) Year(s) The Auto-Reminder for a given Hold Notice is sent to all recipients at the same time regardless of when the recipient was added (but see the grace period setting, below). hnd_ar_grace_period hnd_ar_grace_per_time_unit INTEGER If this is an Auto-Reminder, these two columns give the Notice s grace period. This is the amount of time, after an Initial Notice is sent to a recipient, that that recipient won t be sent an Auto-Reminder. The first column is the number of units ; the second column names the units, one of: Day(s) Week(s) Month(s) Year(s) hnd_ar_next_issuance hnd_ar_send_until These two columns give the day and time that the Auto-Reminder will next be sent, and the day and time after which it will no longer be sent. 100

101 IBM Atlas Suite Developers Guide: Reporting Views Hold Notices (v6 and later) 101

102 Hold Notices (v6 and later) IBM Atlas Suite Developers Guide: Reporting Views 8.3 Hold Notice Escalation Rule View FILENAME: rep_hold_notice_esc_rule_vw Each row in the Hold Notice Escalation Rule view describes a single non-response escalation rule for a Hold Notice that requires confirmation Hold Notice Escalation Rule Columns: General Information hner_escalation_rule_pkey PRIMARY KEY An integer that uniquely identifies this escalation rule. hner_hold_notice_details_fkey FOREIGN KEY rep_hold_notice_vw.hn_hold_notice_pkey A foreign key that identifies the Hold Notice component (Initial Notice, Change Notice, or Auto-Reminder) that this escalation rule is part of. hner_first_issuance hner_repeat_count INTEGER INTEGER These two columns provide the duration of the escalation rule. The first column identifies the rule s first use as a count from the first missed deadline. The second column is the number of times the rule will be used. If a rule is used for all subsequent deadlines, the second column will be NULL. For example, let s say a Notice has three escalation rules; rule 1 is used for the first three deadlines at which point rule 2 takes over and is used twice, and then rule 3 is used for all subsequent deadlines. The columns values will look like this: Rule 1: 1, 3 Rule 2: 4, 2 Rule 3: 6, NULL hner_sent_on The day and time that the rule was mostly recently used. Hold Notice Escalation Rule Columns: Confirmation Reminder hner_send_confirm_reminder BOOLEAN Y N If the rule includes a Confirmation Reminder message that s sent to the non-responsive recipient, this column is Y, otherwise it s N. hner_cr_subject [250] The subject line for the Confirmation Reminder message. Placeholder variables are not expanded. 102

103 IBM Atlas Suite Developers Guide: Reporting Views Hold Notices (v6 and later) hner_cr_header [250] The header text for the Confirmation Reminder message. Placeholder variables are not expanded. Hold Notice Escalation Rule Columns: Escalation hner_escalate_to_manager BOOLEAN Y N If the rule sends an escalation message to the non-responsive recipient s manager, this column is Y, otherwise it s N. hner_mgr_subject [250] The subject line of the message that s sent to the recipient s manager. Placeholder variables are not expanded. hner_mgr_message CLOB The body of the message that s sent to the recipient s manager. Placeholder variables are not expanded. Hold Notice Escalation Rule Columns: Alerts hner_send_alerts_to If the rule generates a non-response Alert, this column identifies the Alert list to which the Alert message is sent, one of: Attorney Legal Assistant (Paralegal) All (both) Do Not Alert 103

104 Hold Notices (v6 and later) IBM Atlas Suite Developers Guide: Reporting Views 8.4 Global Hold Reminder View FILENAME: rep_global_hold_reminder_vw Each row in the Global Hold Reminder view contains the details of a version of the Global Hold Reminder. The current version is denoted by the greatest ghr_global_hold_reminder_pkey value. Global Hold Reminder Columns ghr_global_hold_reminder_pkey PRIMARY KEY An integer that uniquely identifies this Global Hold Reminder. The row with the greatest value in this column is the current version of the Reminder. ghr_resend_freq ghr_resend_time_unit INTEGER The frequency with which the Global Hold Reminder is sent. The first column is the number of units ; the second column names the units, one of: Day(s) Week(s) Month(s) Year(s) ghr_grace_period ghr_grace_period_time_unit INTEGER These two columns give the Global Hold Reminder s grace period. This is the amount of time, after an Initial Notice is sent to a recipient, that that recipient won t be sent a Reminder. The first column is the number of units ; the second column names the units, one of: Day(s) Week(s) Month(s) Year(s) ghr_next_issuance The day and time that the Global Hold Reminder will next be sent. send_exceptions_to FOREIGN KEY rep_person_vw.per_person_int_id A foreign key that identifies the Person who receives and Alert if the Global Hold Reminder couldn t be sent to one or more recipients. 104

105 IBM Atlas Suite Developers Guide: Reporting Views Hold Notices (v6 and later) ghr_is_suspended BOOLEAN 1 0 If this column is 1, the Global Hold Reminder is currently suspended; if it s 0, it s not suspended (although, of course, only the most recent Reminder is actually active). 105

106 Hold Notices (v6 and later) IBM Atlas Suite Developers Guide: Reporting Views 8.5 Global Hold Reminder Recipients View FILENAME: rep_global_hold_rem_recps_vw The Global Hold Reminder Recipients view lists the recipients of an issuance of the Global Hold Reminder and the Hold Notices to which the Reminder applies. Each row is a unique combination of a recipient and a Hold Notice. Global Hold Reminder Recipients Columns ghrr_global_hold_reminder_fkey FOREIGN KEY rep_global_hold_reminder_vw.ghr_global_hold_reminder_pkey A foreign key that identifies the Global Hold Reminder issuance. ghrr_sent_on The day and time that the Global Hold Reminder was sent. ghrr_hold_notice_fkey FOREIGN KEY rep_hold_notice_vw.hn_hold_notice_pkey ghrr_hold_notice_name [250] A foreign key that identifies the Hold Notice that this issuance of the Global Hold Reminder applies to, and the name of the Notice. ghrr_recipient_fkey FOREIGN KEY rep_person_vw.per_person_int_id ghrr_recipient_name ghrr_recipient_ [502] A foreign key that identifies the recipient, the recipient s name in the form Last, First, and the address to which the Global Hold Reminder was sent. ghrr_notice_status The transmission status of the Global Hold Reminder, either Sent or Error. ghrr_is_confirmed BOOLEAN 1 0 If this column is 1, the recipient confirmed the Notice through the Global Hold Reminder; if it s 0, the recipient didn t confirm. ghrr_confirmed_on The day and time that the recipient confirmed the Notice. If the recipient hasn t confirmed the Notice, this column will be NULL. 106

107 9 Active Holds 9.1 Active Hold Details View FILENAME: rep_active_hold_details_vw Active Hold Details provides information about the Targets (Persons and Others only, no Data Sources) of all Hold Notices and Preservation Plans, including those Notices/Plans that haven t yet been published and those that have been completed. Each row represents a unique combination of either a Hold Notice and Notice recipient, or a Preservation Plan and Plan Custodian. The view contains entries for each generation of a multi-generation Hold Notice. Older generation Notices in other words, those Notices that have been replaced by newer versions have a status of Modified. You can reconstruct a Notice s lineage by tracing back through the ahold_parent_notice_fkey columns: A child Notice identifies its parent through this column. Note that a parent Notice doesn t identify its child. N O T E Unless otherwise noted, the columns in this view apply equally to Hold Notices and Preservation Plans. For brevity, the term Hold is used to mean Hold Notice or Preservation Plan, and Target means Notice recipient or Plan Custodian. Active Hold Details Columns: Person Information ahold_recipient_fkey FOREIGN KEY rep_person_vw.per_person_int_id A foreign key that identifies the Target in the Person view. ahold_notice_recipient_fkey FOREIGN KEY rep_notice_recipients_vw.ntcr_notice_recipient_pkey AND rep_notice_recipients_vw.ntcr_notice_type = 1 Hold Notices A foreign key that identifies the Target in the Notice Recipients view. I M P O R T A N T In order to retrieve the correct row from the Notice Recipients view, you must look for the row that has an ntcr_notice_type value of 1 (which represents Hold Notices). Preservation Plans NULL ahold_recipient_name ahold_recipient_first_name ahold_recipient_last_name [250] [250] ahold_recipient_name was the name of the Target when the Notice was sent, in the form Last, First. The other two columns are the Target s current first and last names.

108 Active Holds IBM Atlas Suite Developers Guide: Reporting Views ahold_recipient_ The Target s current address. To retrieve the address at the time the Notice was sent (or the Plan was initiated) see the ahold_notice_sent_to column. ahold_recipient_status ahold_recipient_notice_status Hold Notices Taken together, these columns give the status of the recipient with regard to the Notice. The only ahold_recipient_status value that provides useful information is Inactive; this means the recipient has been removed from the Notice s recipient list but is still obliged to fulfill the Hold. The column s other values can be ignored. The ahold_recipient_notice_status values are: Drafted. The Notice hasn t yet been sent to the recipient (even if it has already been sent to other recipients in other words, this isn t the state of the Notice itself). Transmission Error. The Notice has been sent but it couldn t be delivered. The rest of the status values indicate that the Notice was successfully delivered: Sent. The Hold doesn t require confirmation. No Reply. The Hold requires confirmation but the recipient hasn t responded. Replied, Confirmed. The recipient has confirmed the Hold. Replied, No Confirmation. The recipient can t comply with the Hold. Preservation Plans Ignore these columns. Active Hold Details Columns: Hold Notice Information ahold_matter_fkey FOREIGN KEY rep_matter_vw.mtr_int_id A foreign key that identifies the Matter that this Hold is part of. ahold_matter_name [250] The name of the Matter that this Hold is part of. ahold_matter_identifier [250] The external identifier for the Matter that this Hold is part of. ahold_request_fkey FOREIGN KEY rep_request_vw.req_int_id A foreign key that identifies the Request that this Hold is part of. 108

109 IBM Atlas Suite Developers Guide: Reporting Views Active Holds ahold_request_name [250] The name of the Request that this Hold is part of. ahold_request_status [250] The status of the Request that this Hold is part of, one of: In Progress Completed ahold_notice_fkey FOREIGN KEY rep_notices_vw.ntc_int_id Hold Notices A foreign key that identifies the Hold Notice in the Notice view. I M P O R T A N T After joining to the Notice view, you should check the value of the ntc_hold_notice_fkey column. If the column is populated, then this is a v6 Hold Notice, and you should use the Hold Notice view (to which the ntc_hold_notice_fkey column points) to retrieve more information about the Notice. Preservation Plans NULL ahold_hold_ntc_details_fkey FOREIGN KEY rep_hold_notice_details_vw.hnd_details_pkey ahold_global_hold_rem_fkey FOREIGN KEY rep_global_hold_reminder_vw.ghr_global_hold_reminder_pkey Hold Notices For v6 Hold Notices, this is a foreign key to the most recent issuance of the Hold. No more than one of these columns will be populated: If ahold_hold_ntc_details_fkey is populated, the latest most recent was an Initial Notice, Change Notice, or Notice-specific Auto-Reminder. If ahold_global_hold_rem_fkey is populated, the latest most recent was the Global Hold Reminder. If neither column is populated, the (v6) Hold hasn t been published, or this is a pre-v6 Hold. Preservation Plans NULL ahold_ach_plan_fkey FOREIGN KEY rep_ach_plan_vw.achp_plan_pkey Hold Notices NULL Preservation Plans A foreign key that identifies the Preservation Plan. ahold_notice_name [250] The name of the Hold Notice or Preservation Plan. 109

110 Active Holds IBM Atlas Suite Developers Guide: Reporting Views ahold_notice_subject Hold Notices The subject line from the Hold Notice message. Preservation Plans NULL ahold_notice_status Hold Notices The state of the Notice. This state is independent of the state of the recipient. For example, the Notice state (here) could be Sent, while the state of the recipient is Transmission Error. See the ahold_recipient_notice_status column for the recipient s state. Possible values are: Drafted. This includes all pre-sent states: Drafted, Pending Approval, Approved, Rejected, and Published. Error. The Notice couldn t be delivered to any recipients because of transmission errors (typically, faulty addresses). Sent. The Notice has been sent and was successfully delivered to at least one recipient. Suspended. The Notice was sent, but is currently suspended (i.e. no auto-reminders will be issued). Modified. The Notice has been replaced by a newer version. To find the newer version, find the entry in this view that has an ahold_parent_notice_fkey that s equal to this entry s ahold_notice_fkey. Preservation Plans The state of the Preservation Plan, as described in Manual Plan States and Automated Plan States. This view excludes Plans that have a status of RELEASE, RELEASED, or RELEASE FAILED. ahold_notice_sent_on Hold Notices The day and time that the Hold Notice was sent. If the Notice is in Drafted status, this column will be NULL. Preservation Plans The day and time that the Preservation Plan was published. ahold_notice_sent_to Hold Notices The address that the system used when it sent the Notice to the recipient. Preservation Plans The address of the Custodian at the time that the Custodian was added to the Plan. ahold_hold_ntc_esc_rule_fkey Ignore this column; it s provided for backwards compatibility. 110

111 10 Collections This chapter describes the views that provide information about a Matter s Collections. There are two types of Collections: In an Unstructured Collection, instructions for performing the collection action are described prosaically and sent to individual Custodians for manual execution. An Unstructured Collection is typically defined as a Plan, but it doesn t have to be it could be a Collection Notice without an associated Plan. In a Structured Collection a user creates the collection instructions by filling out a Query Template. The Template is then sent to IT for manual execution, or to a Policy Federation Connector for automated execution. (A Policy Federation Connector is a program that knows how to search for files and perform collections on a particular Data Source.) The views that are described in this chapter are: Collection Details provides information about active and completed Collections. Collection Plan provides information about Collection Plans (Structured and Unstructured). Collection Target lists the Targets of a Collection. Collection Log lists the entries that have been made in the Collection Log. Exported Document lists the collected documents that have been exported from the system. The next chapter, Structured Collection and Preservation Plans, provides more information about Structured Collection Plans.

112 Collections IBM Atlas Suite Developers Guide: Reporting Views 10.1 Collection Details View FILENAME: rep_collection_details_vw The Collection Details view provides detailed information about the Collections in your system. This includes Self- Collection Plans, Ad-hoc Collection Plans (Plans with no Notice), and Manual and Automated Structured Plans. It doesn t include Collection Notices that don t have a Plan. Each row in the view describes a Collection Log entry or, if a Collection Plan doesn t yet have a Log entry, it expresses the current state of the Plan. Both active and inactive Plans are represented. I M P O R T A N T Only those Structured Plans that have Log entries are represented in this view. If a Structured Plan doesn t have a Log entry, it won t appear here. The information that s brought out through the view falls into five groups: The Matter and Request that the Collection is part of. These two elements are always present in every row. The Collection Plan. Some Log entries aren t associated with a Plan, so the Plan information could be empty. The Collection Log entry. If a Collection Plan doesn t have a Log entry, this information (and the following groups) will be empty. The Target that s named in the Collection Log. The Target can be a Person or a Data Source. The Document that was collected (if any). If more than one document was collected, a separate entry is created for each. Collection Details Columns: Matter and Request Information cold_mtr_int_id FOREIGN KEY rep_matter_vw.mtr_int_id A foreign key that identifies the Matter that this Collection is part of. cold_req_int_id FOREIGN KEY rep_request_vw.req_int_id A foreign key that identifies the Request that this Collection is part of. cold_req_name cold_request [250] [262] These two columns give the human-readable name of the Request. The cold_req_name column is the unadorned version of the name, as given by the user who created the Request. The cold_request column is a concatenation of the Request s ID and name in the form ID Name. The ID value is only unique within the Matter it s not the same as the cold_req_int_id value. These IDs are monotonically increasing integers starting with 1. The Name part of the concatenation is the same as the cold_req_name value. 112

113 IBM Atlas Suite Developers Guide: Reporting Views Collections Collection Details Columns: Plan Information cold_plan_id FOREIGN KEY rep_collectionplan_vw.colp_plan_int_id cold_ach_plan_fkey FOREIGN KEY rep_ach_plan_vw.achp_plan_pkey A foreign key that identifies the Collection s Plan. For Unstructured Collections, cold_plan_id will be populated and cold_ach_plan_fkey will be NULL. Not all Unstructured Collections are based on a Plan. For Structured Collections, the cold_ach_plan_fkey column will be populated and cold_plan_id will be NULL. All Structured Collections are based on a Plan. cold_plan_name [250] The human-readable name of the Collection Plan. cold_plan_type The type of Collection Plan. For Unstructured Collections, it s Individual Collection, Ad-hoc Collection, or Bulk Collection (for legacy systems). For Structured Collections, it s either ACH Individual Collection (Custodian Plan) or ACH Bulk Collection (Non- Custodian Plan) cold_plan_status The Collection Plan s state. For Unstructured Collections, it s Not Started, In Progress, Completed, or Inactive. The states for Structured Plans are listed in the Structured Collection and Preservation Plan view. Because this view only brings out Structured Plans that have Logs, the earliest state that s presented, here, is Execute. cold_start_date cold_due_by The start and end dates for the Collection Plan. The dates are provided as a reminder, only. A Plan can be published before the start date, and can continue to be used after the end date. Collection Details Columns: Log Information cold_log_int_id FOREIGN KEY rep_collectionlog_vw.colg_log_int_id A foreign key that identifies the Collection Log entry. 113

114 Collections IBM Atlas Suite Developers Guide: Reporting Views cold_entered_by [250] The name of the Person who created the Log entry. The name is in the form Last, First. cold_conducted_on The day and time of the action that s described by the Log entry. cold_log_notes A description of the action, as composed by the Log author. Collection Details Columns: Target Information cold_target_int_id FOREIGN KEY rep_collection_targets_vw.colt_target_int_id A foreign key that identifies the Target that s named in the Collection Log. The Collection Targets view only contains the Targets for active Collections. If the Plan is Inactive, the value given here can t be used to join to the Collection Targets view. cold_target_name The name of the Target. If the Target is a Person, the name is in the form Last, First ; if it s a Data Source, the name is given literally, without additional formatting. cold_target_status The Target s state, one of Not Started, In Progress, Completed, and Inactive. Collection Details Columns: Document Information cold_document_int_id FOREIGN KEY None A foreign key that identifies the exported document. Currently, this column doesn t refer to any other views. cold_filename The name of the file that contains the document. If the event doesn t include a collected document, or if the event was an external collection, this column will be NULL. 114

115 IBM Atlas Suite Developers Guide: Reporting Views Collections cold_filesize cold_pages INTEGER FLOAT These columns give the size of the document in bytes (the filesize column) and the number of pages. The page count is computed by dividing filesize by the pages-per-byte-per-filetype mapping that s provided by the PAGECOUNT component. If this is an external collection, the numbers are provided by the person who created the Log. cold_resource_type RESOURCETYPE Component A description of the type of device that the file was stored on. The default resource types are CD ROM Cell Phone Floppy Disk Electronic Files Hard Drive PDA Paper Documents Others For external Collections, this column will be NULL. cold_resource_location A description of the location of the device that the file was stored on. The value is supplied by the Collection Target when the Log entry is created. For external Collections, this column will be NULL. 115

116 Collections IBM Atlas Suite Developers Guide: Reporting Views 10.2 Collection Plan View FILENAME: rep_collection_plan_vw Each row in the Collection Plan view provides information about a single Collection Plan. Additional information for Structured Collection (and Preservation) Plans is provided in Structured Collection and Preservation Plan. Collection Plan Columns colp_plan_int_id colp_ach_plan_fkey PRIMARY KEY PRIMARY KEY and FOREIGN KEY rep_ach_plan_vw.achp_plan_pkey An integer that uniquely identifies this Collection Plan. For Unstructured Collection Plans, colp_plan_int_id will be populated and colp_ach_plan_fkey will be NULL. For Structured Collection Plans, the colp_ach_plan_fkey column will be populated and colp_plan_int_id will be NULL. In this case, the column also acts as a foreign key to the Structured Collection and Hold Plan view. colp_plan_name [250] The human-readable name of the Collection Plan. colp_ntc_int_id FOREIGN KEY rep_notices_vw.ntc_int_id A foreign key that identifies the Notice that s sent to the targets of the Collection. colp_req_int_id FOREIGN KEY rep_request_vw.req_int_id A foreign key that identifies the Request that this Collection is part of. colp_matter_fkey FOREIGN KEY rep_matter_vw.mtr_int_id A foreign key that identifies the Matter that this Collection is part of. colp_start_date The day and time that the Collection Plan became or will become active. colp_due_by The day and time by which that the Collection Plan is supposed to be completed. 116

117 IBM Atlas Suite Developers Guide: Reporting Views Collections colp_plantype The type of Collection Plan. For Unstructured Collections, this will be one of Individual Collection, Ad-hoc Collection, or Bulk Collection (for legacy systems). For Structured Collections, it s either ACH Individual Collection (Custodian) or ACH Bulk Collection (Data Source). colp_status The Collection Plan s state, one of Not Started, In Progress, Completed, or Inactive. The state is set by the system. colp_created_on The day and time that the Collection Plan was created. colp_created_by [502] The name of the Person who created the Collection Plan, in the form Last, First. 117

118 Collections IBM Atlas Suite Developers Guide: Reporting Views 10.3 Collection Target View FILENAME: rep_collection_targets_vw A Collection Target is a Person or Data Source that owns or contains information that s requested by a Collection. Each row in the Collection Target view identifies a single active Target of a single active Collection request. This view lists the Targets for both Unstructured and Structured Plans. Collection Target Columns colt_target_int_id PRIMARY KEY An integer that uniquely identifies this combination of Collection and Target. colt_target_type A string that identifies the type of Target: Either PERSON (for a Person) or SYSTEM (for a Data Source). colt_target_fkey FOREIGN KEY See below A foreign key that identifies the Target. The view and column that you join to through this column depends on the object s type, as given by the colt_target_type value: colt_target_type Object Type colt_target_fkey Joins To PERSON Person rep_person_vw.per_person_int_id SYSTEM Data Source rep_ds_custodialsystem_vw.ds_datasource_id colt_target_name [502] The Target s name. If the Target is a Person, the name is given as Last, First ; if it s a Data Source, the name is presented literally without additional formatting. colt_reason A human-readable explanation of why the Target was added to the Collection request. colt_status The Target s status with regard to this Collection request. For Unstructured Plans, the states are Not Started, In Progress, and Completed. For Structured Plans, this column is inapplicable; instead, see the ache_status column in the Structured Plan Execution View. Keep in mind that this view only supplies information for active Targets. colt_due_date The day and time that the Collection is due. 118

119 IBM Atlas Suite Developers Guide: Reporting Views Collections colt_mtr_int_id FOREIGN KEY rep_matter_vw.mtr_int_id A foreign key that identifies the Matter that the Collection is part of. colt_mtr_id [250] For Matters that are imported from external sources, this is the Matter s native external identifier. colt_plan_int_id FOREIGN KEY rep_collectionplan_vw.colp_plan_int_id colt_ach_plan_fkey FOREIGN KEY rep_ach_plan_vw.achp_plan_pkey A foreign key that identifies the Collection s Plan. For Unstructured Collection Plans, colt_plan_int_id will be populated and cold_ach_plan_fkey will be NULL. For Structured Collection Plans, the colt_ach_plan_fkey column will be populated and cold_plan_int_id will be NULL. If the Collection isn t part of a Plan, both columns will be NULL. colt_plan_type The type of Collection Plan. For Unstructured Collections, this will be one of Individual Collection, Ad-hoc Collection, or Bulk Collection (for legacy systems). For Structured Collections, it s either ACH Individual Collection (Custodian) or ACH Bulk Collection (Data Source). colt_target_details Ignore this column; it s provided for backwards compatibility. 119

120 Collections IBM Atlas Suite Developers Guide: Reporting Views 10.4 Collection Log View FILENAME: rep_collectionlog_vw Each row in the Collection Log view provides information about a single Collection Log entry. Collection Log Columns colg_log_int_id PRIMARY KEY An integer that uniquely identifies this Collection Log entry. colg_notes A description of the event that s being logged, as composed by the Log creator or by the system (for events such as the fulfillment of the Collection request). colg_plan_int_id FOREIGN KEY rep_collectionplan_vw.colp_plan_int_id colg_ach_plan_fkey FOREIGN KEY rep_ach_plan_vw.achp_plan_pkey A foreign key that identifies the Collection s Plan. For Unstructured Collection Plans, colg_plan_int_id will be populated and colg_ach_plan_fkey will be NULL. For Structured Collection Plans, the colg_ach_plan_fkey column will be populated and colg_plan_int_id will be NULL. If this row represents a Log entry that isn t associated with a Plan, both columns will be NULL. colg_matter_fkey FOREIGN KEY rep_matter_vw.mtr_int_id colg_request_fkey FOREIGN KEY rep_request_vw.req_int_id Integers that identify the Matter and Request that this Collection Log is part of. colg_target_int_id FOREIGN KEY rep_collectiontargets_vw.colt_target_int_id A foreign key that identifies the Target of the Collection. colg_target_name [502] The name of the Target of the Collection. If the Target is a Person, the name is given as Last, First ; if it s a Data Source, the name is presented literally without additional formatting. colg_entered_by [502] The name of the Person who created the Log entry, or, in the case of a system-generated entry, for whom the entry was created. This will either be the assigned-to Person (colg_assigned_to) or, if the assigned-to column is NULL, it s the Collection s Target (colg_target_name). The name is in the form Last, First. 120

121 IBM Atlas Suite Developers Guide: Reporting Views Collections colg_entered_on The day and time of the event for which this Log entry was created. colg_date_conducted_on The day and time of the event that s described by the Log entry. This information can be entered by the user; it isn t necessarily the same as the entered on date (colg_entered_on). colg_ext_collected_volume colg_ext_page_count INTEGER FLOAT If this Log entry represents an external Collection, these columns give the size of the collected information in bytes (the volume column) and number of pages. If the documents are stored in the database, these columns will be NULL. In this case, you can find the size information on a file-by-file basis in the Collection Details view. colg_created_on colg_created_by colg_assigned_to Ignore these columns; they re provided for backwards compatibility. 121

122 Collections IBM Atlas Suite Developers Guide: Reporting Views 10.5 Exported Document View FILENAME: rep_document_exported_vw The Exported Document view lists and describes the collected documents that have been exported from the system for review. Exported Document Columns dexp_mtr_int_id FOREIGN KEY rep_matter_vw.mtr_int_id A foreign key that identifies the Matter for which this document was collected. dexp_file_name The name of the document. dexp_log_filename If the document was exported as a zipfile, this is the name of the zipfile. If it was exported to a Drop Box, this column will be NULL. dexp_log_location [4000] If the document was exported as a zipfile, this is the name of the directory on the application server that holds the zipfile. If it was exported to a Drop Box, this column will be NULL. dexp_person_int_id FOREIGN KEY rep_person_vw.per_person_int_id A foreign key that identifies the Person who requested that the document be exported. dexp_requested_by [502] The name of the Person who requested that the document be exported. The name is in the form Last, First. dexp_requested_on The day and time that the export request was made. dexp_completed_on The day and time that the export was completed. 122

123 IBM Atlas Suite Developers Guide: Reporting Views Collections dexp_current_status The status of the export operation, one of Requested InProgress Exported Completed Cancelled Expired Error 123

124 11 Structured Collection and Preservation Plans In a Structured Collection or Preservation Plan a user creates the collection or hold instructions by filling out a Query Template. The Template is then sent to IT for manual execution, or to a Policy Federation Connector for automated execution. (A Policy Federation Connector is a program that knows how to search for files and perform holds and collections on a particular Data Source.) Structured Collection and Preservation Plan provides information about Structured Collection Plans and Structured Preservation Plans. Structured Plan Owner lists the Persons who are designated as Owners of each Structured Plan. An Owner is an IT employee who is responsible for executing the Plan. Structured Plan Execution describes the current state of the Structured Plan on a Target-by-Target basis. Structured Plan History provides a history of the changes and actions that have occurred within a Structured Plan. Structured Plan Note is a list of the Notes that have been logged with the Structured Plans. Policy Federation Connector lists the Policy Federation Connectors that have been added to the system. Query Template lists the Query Templates that have been defined for your system. Query Template Owner associates a Query Template, represented in the Query Template view, with an owner. For Abstract Query Templates, the owner is either a Data Source or it s global ; for, in which case the Query Template is truly a Template

125 IBM Atlas Suite Developers Guide: Reporting Views Structured Collection and Preservation Plans 11.1 Structured Collection and Preservation Plan View FILENAME: rep_ach_plan_vw Each row in the Structured Collection and Preservation Plan view provides information about a single Structured Collection or Preservation Plan. A Structured Plan contains a set of instructions, called the Query Template, that specify the set of files that need to be preserved or collected. A Legal user fills out the Query Template and then submits it to IT or to a Data Source for execution. Structured Plans can be described as either Manual or Automated, and as either Custodian or Non-Custodian: Manual vs. Automated Manual Plans are fulfilled by IT employees. The Plan describes the files that need to be preserved or collected, and the employee performs the required actions. The Plan can specify a Data Source that holds the files. Automated Plans are performed by Policy Federation Connectors that are hosted by a Data Source (or a proxy for the Data Source). The preservation/collection instructions are created by a Legal user through a web form that s provided by the Connector and presented in the Atlas UI. When the Legal user publishes the Plan, the Connector automatically performs the preservation or collection. Custodian vs. Non-Custodian A Custodian Plan contains a list of the Custodians (Persons and Others) who own the files that need to be preserved or collected. When the Legal user creates a Custodian Plan, he or she adds people to the Custodian list. The instructions in the Plan, whether Manual or Automated, are performed independently for each Custodian, and each Custodian has their own state. A Custodian Plan can have an associated Data Source, but it doesn t have to. A Non-Custodian Plan doesn t contain a list of Custodians. Instead, the instructions in the Plan are performed as a single transaction with a single state. For on-going Plans, the instructions may be repeated, but they re always performed as a single transaction at each repetition. This type of Plan must contain an associated Data Source. N O T E Throughout the Structured Plan views, a Target is either a Custodian (for Custodian Plans) or a Data Source (for Non-Custodian Plans). Structured Collection and Preservation Plan Columns achp_plan_pkey PRIMARY KEY An integer that uniquely identifies this Structured Plan. achp_name [250] The name of the Plan. achp_type The type of Plan, either Collection or Hold (Preservation). 125

126 Structured Collection and Preservation Plans IBM Atlas Suite Developers Guide: Reporting Views achp_connector_fkey FOREIGN KEY rep_ach_connector_vw.achc_connector_pkey For Automated Plans, this is a foreign key that identifies the Policy Federation Connector that will perform the Collection or Preservation. achp_datasource_fkey FOREIGN KEY rep_ds_custodialsystem_vw.ds_datasource_id For Automated and Manual Non-Custodian Plans, this is a foreign key that identifies the associated Data Source. For Manual Custodian Plans, this column is NULL. achp_template_name [250] The name of the query template that this Plan is using. Query Templates are represented in the Query Template view. achp_matter_fkey FOREIGN KEY rep_matter_vw.mtr_int_id achp_request_fkey FOREIGN KEY rep_request_vw.req_int_id Foreign keys that identify the Matter and Request that this Plan is part of. achp_instructions A description of the Collection or Preservation that should be executed. achp_is_automatic BOOLEAN Y N If this is an Automated Plan, this column will be Y; if it s Manual, it will be N. achp_per_individual BOOLEAN Y N If this is a Custodian Plan, this column will be Y; if it s a Non-Custodian Plan, it will be N. achp_num_custodians INTEGER The number of Custodians that have been assigned to the Plan. For Non-Custodian Plans, this will always be 1. achp_needs_approval BOOLEAN Y N If the Plan needs to be approved before it s executed, this column will be Y; if it doesn t need to be approved, it will be N. achp_approval_routed_on The day and time that the approval message was sent to the approvers. 126

127 IBM Atlas Suite Developers Guide: Reporting Views Structured Collection and Preservation Plans achp_is_secret BOOLEAN Y N If the Custodians in a Custodian Plan shouldn t be notified about the collection or preservation that s being performed on their behalf, this column will be Y; if the Custodians can be told, it will be N. This is for information only; the Custodians aren t automatically informed if the column is N. achp_is_ongoing BOOLEAN Y N If the Plan must be re-executed periodically, this column will be Y; if it only needs to performed once, it will be N. achp_reminder_period_in_secs INTEGER For on-going Plans, this is the number of seconds the system waits between the reminders it sends to the Plan s Owners. achp_reminder_period_in_secs INTEGER For on-going Plans, this is the number of seconds the system waits between the reminders it sends to the Plan s Owners. achp_reminder_sent_on The day and time that the most recent on-going Plan reminder was sent. achp_preserve_metadata BOOLEAN Y N If the Plan should capture metadata about the files that were found (the directory where they re located, the owner accounts, access permissions, and so on), this column will be Y. If metadata doesn t need to be captured, it will be N. achp_created_by_fkey FOREIGN KEY rep_person_vw.per_person_int_id A foreign key that identifies the Person who created the Plan. achp_created_on The day and time that the Plan was created. achp_modified_by_fkey FOREIGN KEY rep_person_vw.per_person_int_id achp_modified_on A foreign key that identifies the Person who most recently modified the Plan, and the day and time it was most recently modified. achp_started_on The day and time that the Plan started or will start. 127

128 Structured Collection and Preservation Plans IBM Atlas Suite Developers Guide: Reporting Views achp_due_date The day and time by which the Plan must be executed. achp_status The Plan s current status. The states are listed and described in the following sections Manual Plan States The values that you ll find in the achp_status column, for Manual Plans, are listed and described in the table below, in rough chronological order. Some states are set automatically for example, when a Plan has been approved by all of the designated Approvers, the Plan s status is set to Approved. Other states, which must be set manually, are a means for a Matter s Legal staff (Attorney, Paralegal, or anyone else who is given access to the Matter) to communicate with the IT personnel who are assigned the responsibility of executing the Plan (these are the Plan s Owners). Most of these states come in pairs; for example: The Attorney sets a Plan s state to Suspend in order to ask a Plan Owner to suspend the Plan. The Plan Owner responds by doing whatever needs to be done to fulfill the request, and then sets the Plan s state to Suspended. The Release/Released and Complete/Completed pairs are similarly constructed. The first of each pair is a request from Legal, the second is the Plan Owner s response. Drafted Inactive Approval Pending Approved Rejected Execute Suspend Suspended On Hold Release The Plan has been created, but it hasn t been routed for approval (if approval is required) or published. The Plan was deactivated before it was routed for approval or published. The Plan has been routed for approval, but not all of the Approvers have responded. All Approvers have approved the Plan, which now waits to be published. One of the Approvers has rejected the Plan. The Plan must be re-submitted for approval (or deactivated). The Plan has been approved and published, and is currently active. It s the Plan Owner s responsibility to perform the Preservation or Collection that the Plan describes. Legal has requested that the Plan be suspended. The Plan remains active until a Plan Owner performs the suspension. A Plan Owner has suspended the Plan. The Plan will remain idle until Legal resumes it. Preservations only A Plan Owner has declared that all documents have been identified and preserved. Preservations only Legal has requested that all the Plan s Custodians (and preserved documents) be released from the Preservation. 128

129 IBM Atlas Suite Developers Guide: Reporting Views Structured Collection and Preservation Plans Released Collected Complete Completed Preservations only A Plan Owner has released all the Custodians. The Plan is still active, but nothing more needs to be done at this point. Collections only A Plan Owner has declared that the Plan s files have been collected and imported into the system. On-going Collections only Legal has requested that an on-going Plan be discontinued. Collections only A Plan Owner has declared that the Plan s files have been collected and imported into the system Automated Plan States The set of states for Automated Plans is the same as those for Manual Plans, but with these additions: Hold Failure(s) Release Failure Collection Failure(s) Completion Failed Preservations only One or more files couldn t be preserved. Preservations only One or more files couldn t be released from the preservation. Collections only One or more files couldn t be collected. On-going Collections only The Plan couldn t be marked as Completed because of collection failures. In an Automated Plan, there s no Plan Owner who s responsible for executing the Plan. Instead, the Plan is executed by a Policy Federation Connector that s installed on a Data Source. The failure states, here, are reported by the Connector. 129

130 Structured Collection and Preservation Plans IBM Atlas Suite Developers Guide: Reporting Views 11.2 Structured Plan Owner FILENAME: rep_ach_plan_owner_vw Each row in the Structured Plan Owner view provides information about a single active Owner (a Person) of a single Structured Collection or Preservation Plan. A Plan Owner is an IT employee who s responsible for executing the Preservation or Collection instructions that are defined by the Plan. A single Plan can have more than one Owner. Only Manual Plans have Owners. Structured Plan Owner Columns acho_plan_fkey FOREIGN KEY rep_achp_plan_vw.achp_plan_pkey A foreign key that identifies the Structured Plan. acho_owner_fkey FOREIGN KEY rep_person_vw.per_person_int_id A foreign key that identifies one of the Persons who s currently listed as an Owner of the Plan. acho_owner_name [502] The name of the Owner in the form Last, First. acho_added_by_fkey FOREIGN KEY rep_person_vw.per_person_int_id A foreign key that identifies the Person who added the Owner to the Plan. acho_added_on The day and time that the Owner was added to the Plan. 130

131 IBM Atlas Suite Developers Guide: Reporting Views Structured Collection and Preservation Plans 11.3 Structured Plan Execution View FILENAME: rep_ach_execution_vw Each row in the Structured Plan Execution view represents the most recent execution (or transaction) for a single Target within a Structured Plan. For Custodian Plans, the Target is a Person; if it s a Non-Custodian Plan, the Target is the Plan s Data Source. Structured Plan Execution Columns ache_exec_pkey PRIMARY KEY An integer that uniquely identifies this combination of Plan and Target. ache_status The state of the Target with regard to the execution of the Plan. See Target States for a list of the possible values. ache_plan_fkey FOREIGN KEY rep_achp_plan_vw.achp_plan_pkey A foreign key that identifies the Plan. ache_plan_status [250] The status of the Plan. The Plan states are listed and explained in Manual Plan States and Automated Plan States. ache_plan_name [250] The name of the Plan. ache_datasource_fkey FOREIGN KEY rep_custodialsystem_vw.ds_datasource_id A foreign key that identifies the Data Source that s associated with the Plan. Automated and Manual Non- Custodian Plans always have a Data Source; a Manual Custodian Plan can have a Data Source, but it s not a requirement. ache_datasource_name [250] The name of the Data Source that s associated with the Plan. ache_progress_msg A message that describes the (successful) progress of the action that was performed for the Target. ache_error_msg A message that describes errors that were encountered while performing the action. 131

132 Structured Collection and Preservation Plans IBM Atlas Suite Developers Guide: Reporting Views ache_created_by_fkey FOREIGN KEY rep_person_vw.per_person_int_id A foreign key that identifies the Legal user who requested the action. ache_created_on The day and time that the action was requested. ache_modified_by_fkey FOREIGN KEY rep_person_vw.per_person_int_id A foreign key that identifies the Plan Owner who performed the action. ache_modified_on The day and time that the action was performed. ache_target_fkey FOREIGN KEY rep_collection_targets_vw.colt_target_int_id If this is a Collection Plan, this column identifies the Target in the Collection Target View. If it s a Preservation Plan, you should ignore this column. ache_target_type If this is a Custodian Plan, this column will be PERSON; if it s a Non-Custodian Plan, the column will be SYSTEM (for Data Source). ache_person_fkey FOREIGN KEY rep_person_vw.per_person_int_id If ache_target_type is PERSON and the Target isn t an Other, this is the ID of the Target in the Person view. If the Target is an Other or a Data Source, this column will be NULL. ache_person_identifier [250] An additional identifier for the Target (Persons and Others only). ache_person_name [502] The name of the Target in the form Last, First (Persons and Others only). ache_person_ The Target s address (Persons and Others only). ache_person_fulldn [250] For Targets who are registered in an LDAP system, this is the Target s full distinguished name (Persons and Others only). 132

133 IBM Atlas Suite Developers Guide: Reporting Views Structured Collection and Preservation Plans ache_person_custom_data1 ache_person_custom_data2 ache_person_custom_data3 ache_person_custom_data4 ache_person_custom_data5 Custom data for the Target (Persons and Others only). ache_target_status Ignore this column; it s provided for backwards compatibility Target States Common to Preservation and Collection Plans Inactive The Target was removed from the Plan before the Plan was published. Not Executed Files haven t yet been preserved or collected for this Target. Preservation Plans Only On Hold Hold Failed Release Released Release Failed The Target s files have been preserved. The Target s files weren t able to be preserved. A Legal user has requested that the Target be released from the Perservation Plan. The Target s participation in the Preservation Plan is complete. The Target couldn t be released from the Preservation Plan. Collection Plans Only Collected Collection Failed Complete Completed Completion Failed Some of the Target s files have been collected. The Target s files weren t able to be collected. A Legal user has requested that the Target be released from the Collection Plan. The Target s participation in the Collection Plan is complete. The Target s participation in the Plan couldn t be completed. Automated Plans Only Failed The Policy Federation Connector can t be found or isn t running. 133

134 Structured Collection and Preservation Plans IBM Atlas Suite Developers Guide: Reporting Views 11.4 Structured Plan History View FILENAME: rep_ach_history_vw Each row in the Structured Plan History view captures a single change to a Structured Preservation or Collection Plan that was caused by a Legal user or Plan Owner. The view doesn t capture the actions of an Automated Plan s Policy Federation Connector. For example, when a Plan Owner collects files and sets the Plan s status to Collected, the action is captured in this view, but when a Policy Federation Connector collects files and causes the Plan s status to change, the action isn t captured. Structured Plan History Columns achh_history_pkey PRIMARY KEY An integer that uniquely identifies this Plan History entry. achh_plan_fkey FOREIGN KEY rep_achp_plan_vw.achp_plan_pkey A foreign key that identifies the Structured Plan. achh_change_type A string that describes the change that caused this entry to be created. The change types are: PLAN_CREATED PLAN_APPROVED PLAN_REJECTED OWNER_ADDED OWNER_REMOVED CUSTODIAN_ADDED CUSTODIAN_REMOVED NOTE_ADDED PLAN_STATUS_CHANGED CUSTODIAN_STATUS_CHANGED achh_status_before achh_status_after If achh_change_type is PLAN_STATUS_CHANGED or CUSTODIAN_STATUS_CHANGED, these two columns describe the state of the Plan or Target (Custodians only) before and after the change. The Plan states are listed in the Structured Collection and Preservation Plan View. Custodian states are listed in the Structured Plan Execution View (in the ache_status column). achh_execution_fkey FOREIGN KEY rep_ach_execution_vw.ache_exec_pkey If achh_change_type is CUSTODIAN_STATUS_CHANGED, this column points to the execution record that describes the change to the Custodian. 134

135 IBM Atlas Suite Developers Guide: Reporting Views Structured Collection and Preservation Plans achh_owner_or_custodian_fkey FOREIGN KEY rep_person_vw.per_person_int_id achh_owner_or_custodian_name [502] If achh_change_type is one of the following OWNER_ADDED OWNER_REMOVED CUSTODIAN_ADDED CUSTODIAN_REMOVED CUSTODIAN_STATUS_CHANGED these columns identify the Owner or Custodian by Person record and by name. If the Custodian is an Other, the foreign key column will be NULL. For all other change types, you should ignore these columns. achh_note_index INTEGER If achh_change_type is NOTE_LOGGED, this column is the index (starting with 1 and increasing monotonically) of the note that was added. achh_changed_by_fkey FOREIGN KEY rep_person_vw.per_person_int_id achh_changed_on A foreign key that identifies the Person who made the change (either be a Plan Owner or a Legal user) and the day and time the change was made. 135

136 Structured Collection and Preservation Plans IBM Atlas Suite Developers Guide: Reporting Views 11.5 Structured Plan Note View FILENAME: rep_ach_plan_note_vw Each row in the Structured Plan Note view records the text of a Note that was logged with a Structured Preservation or Collection Plan. Structured Plan Note Columns achn_note_pkey PRIMARY KEY An integer that uniquely identifies this Note. achn_plan_fkey FOREIGN KEY rep_achp_plan_vw.achp_plan_pkey A foreign key that identifies the Structured Plan. achn_index INTEGER An integer that you can use to order the Notes chronologically (within the same Plan). The first Note has an index of 1; indices increase monotonically. achn_created_by_fkey FOREIGN KEY rep_person_vw.per_person_int_id achn_created_on A foreign key that identifies the Person who created the Note, and the day and time it was created. achn_text The text of the Note. 136

137 IBM Atlas Suite Developers Guide: Reporting Views Structured Collection and Preservation Plans 11.6 Policy Federation Connector View FILENAME: rep_ach_connector_vw An Policy Federation Connector is an application that knows how to search for and operate on the files, identified in a Preservation or Collection Plan, that are stored on a Data Source. Each Connector serves a single Data Source, and each Data Source can have only one Connector. The Policy Federation Connector view lists and describes the Connectors that have been added to your system s Data Sources Joins to the Connector View To create a mapping between a Data Source and its Connector (if any), join rep_ds_custodialsystem_vw.ds_connector_id to achc_connector_pkey. To create a mapping between a Structured Plan and its Connector (if any), join rep_ach_plan_vw.achp_connector_fkey to achc_connector_pkey. Policy Federation Connector Columns achc_connector_pkey PRIMARY KEY An integer that uniquely identifies this Connector. achc_name [250] The human-readable name of the Connector. Connector names don t have to be unique. achc_url The URL through which the system communicates with the Connector. achc_version [250] The Connector s version number (or text). This version is internal to the Connector the system doesn t regard a Connector s version. 137