The following system configurations are specific to IRM. To view system configurations in IRM Library Manager, expand a library and select System Configurations. The list of system configurations is displayed on the right.

This section describes ‌IRM-specific system configurations. It also describes the default values and the available options if you were to edit these configurations. Some configurations aren't applicable to iManage Records Manager Service in the Cloud. Any items visible in System Configurations but not documented below, aren't ‌applicable to iManage Records Manager Service in the Cloud. For details on editing the configurations, refer to Change Records Manager System Configurations.

• Password expiration time in days: The number of days a trustee's password remains valid before the system times out. The default value is set to 0 (zero) days. This indicates that no expiration value is set. You may set the expiration time to any number of days, and the user is then prompted to create a new password upon expiration.

• Object ID of RecordManagement Default Facility: This field displays the internally-generated ID of the records management facility. Don't modify this setting.

• Format used to generate Bar Code Numbers for file part: IRM Server can automatically generate and assign unique bar code numbers when new file parts are created. Bar code numbers are unique across the entire system. By default, the system begins at 1, and increments for each new bar code generated.

  If the IRM CMS service is restarted, the next bar code generated starts at the next 100 value. For example, if the last bar code generated was 1776, the next bar code generated after restart would be 1800. The available formats are:

  • Fixed length: The bar code number length is predefined and zero-filled on the left. Enter \Z for each digit in the bar code. For example, to define a 5-digit bar code number (00001–99999), enter \Z\Z\Z\Z\Z.

  • Standard integer: Enter \D for the standard integer format. Both formats can be prefixed with any string. Prefixes can be used to prevent conflicting bar codes if separate Records Management databases need to be merged.

    For example, to create a 5-digit fixed length format with the prefix LEGAL, enter LEGAL\Z\Z\Z\Z\Z.

• Format used to generate Box IDs: IRM Server can automatically generate and assign unique box IDs. The ID numbers are unique only within the box object. By default, the system begins at 1, and increments for each new ID generated. The available formats are:

  • Fixed length: The box ID length is predefined and zero-filled on the left. Enter \Z for each digit in the box ID. For example, to define a 5-digit box ID (00001–99999) with prefix B, enter B\Z\Z\Z\Z\Z.

  • Standard integer: Enter \D for the standard integer format. The characters for each format must be entered in capital letters—for example, don't enter \d, rather \D.

  Both formats can be prefixed with any string. Prefixes can be used to prevent conflicting box IDs if separate Records Management databases need to be merged. For example, to create a 5-digit fixed length format with the prefix LEGALB, enter LEGALB\Z\Z\Z\Z\Z.

• Format used to generate Bar Code Numbers for location: IRM Server can automatically generate and assign unique bar code numbers for locations. Bar code numbers are unique across the entire system. By default, the system begins at 1, and increments for each new bar code generated.

  If the CMS service is restarted, the next bar code generated starts at the next 100 value. For example, if the last bar code generated was 1776, the next bar code generated after restart would be 1800. The available formats are:

  • Fixed length: The bar code number length is predefined and zero-filled on the left. 
    Enter \Z for each digit in the bar code number. For example, to define a 5-digit bar code number (00001–99999), enter \Z\Z\Z\Z\Z.

  • Standard integer: Enter \D for the standard integer format. The characters for each format must be entered in capital letters—for example, don't enter \d, rather \D.

  Both formats can be prefixed with any string. Prefixes can be used to prevent conflicting bar code numbers if separate Records Management databases need to be merged. For example, to create a 5-digit fixed length format with the prefix LOCATION, enter LOCATION\Z\Z\Z\Z\Z.

• Default box media type when creating new boxes: When a new box is created, the system can select a default media type for the box. No default box media type is defined by default. For more information, refer to ConfigureaBoxMediaType.

• Format used to generate file part IDs: IRM Server can automatically generate and assign unique file part IDs. The ID numbers are unique only within the file part object. By default, the system begins at 1, and increments for each new ID generated. The available formats are:

  • Fixed length: The file part ID length is predefined and zero-filled on the left. Enter \Z for each digit in the ID. For example, to define a 5-digit ID (00001–99999), enter \Z\Z\Z\Z\Z.

  • Standard integer: Enter \D for the standard integer format, such as 100, 101, 102, and so on. The characters for each format must be entered in capital letters—for example, don't enter \d, rather \D.

  Both formats can be prefixed with any string. Prefixes can be used to prevent conflicting file part IDs if separate Records Management databases need to be merged. For example, to create a 5-digit fixed length format with the prefix LEGAL, enter LEGAL\Z\Z\Z\Z\Z.

• Start date of fiscal year: This configuration setting is used to decide the start date of the fiscal cycle, such as the fiscal year or fiscal quarter. The valid format of the entry is “MM/dd”. This value is used for record cut-off and vital record review. The default setting is UNDEFINED.

• Enable dynamic check-in: To audit each item during check-in, IRM supports a dynamic, or interactive mode of check-in. This configuration must be set before users are allowed to connect to the server.

  Don't change this configuration when active requests exist on the server. The default setting is FALSE.

• Metadata property used for Standards Matching: Template file parts are grouped and managed according to “standards” in IRM. When creating a file part from a template, a user may choose templates from any of the configured standards. The default standard is chosen based on the Practice Area of the matter. For more information, refer to ConfigureFlexibleStandardsMatching.

• Media type SID for unique file part ID generation: When dynamic check-in is enabled, automatically changes the way it assigns file part IDs. To enable the reparenting of file parts within the same matter, file part IDs must be kept unique within the matter to prevent ID conflicts. IRM lets you specify the level at which file part IDs must be unique.

  Any file parts of the same media type created beneath the specified level will be assigned unique IDs. The default setting is -1 (undefined). You can change the default setting and use the system ID (SID) of the media type to define the media type. All file parts created beneath this media type level will be assigned unique IDs.

• Minimum length required for trustee passwords: This configuration setting is used to decide the minimum password length. The Trustee password must exceed this length for security purposes. The default value is 0.

• Update Sub-Items with Retention Schedule changes on Container: This configuration setting lets you determine if you want the changes made in the retention schedule of the container to also apply to the sub-items. The default setting is TRUE.

• Request notification interval in minutes: This configuration setting controls how often the Request Notification queries the server for new requests. The default setting is 5 minutes. You can change the settings to any time between 1 and 5 minutes.

• File Part Property used for Reprinting Label: In the IRM Desktop Client for Records Managers, when certain specific properties of a file part item are modified, the file part item’s label must be reprinted. This configuration setting specifies which file part item properties, when modified, require the label to be reprinted. They must be valid file part record attributes separated by “;”.
  Example:
  BASE::MEDIA_TYPE_RSID; APP:LOCATION_RSID. The default value is APP::RECORD_ID;APP::NAME;APP::BARCODE;BASE::RECORD_CATEGORY_RSID

• Box Property Used for Reprinting Label: In the IRM Desktop Client for Records Managers, when certain specific properties of a box item are modified, the box item’s label must be reprinted. This configuration setting specifies which box item properties, when modified, trigger a label reprint. They must be valid box attributes separated by “;”.
  Example:
  BASE::DESCRIPTION; BASE::OPEN_DATE. The default value is BASE::BOX_ID;BASE::NAME

• Audit each file part on check-out and check-in scans: This configuration setting determines if it's mandatory that each item is scanned directly before check in\check out can take place. The default setting is FALSE.

• Metadata property used for folder template matching: This configuration setting determines the metadata used for matching iManage Work folder template.

• Sets the property to use to collect authorization comments in the file part audit trail during disposition processing. Set to blank to remove the prompt for comments: Per description. The default setting is APP::AUTHORIZED_BY_COMMENTS.

• Sets the property to use to collect an authorizing user in the file part audit trail during disposition processing. Set to blank to remove the prompt for an authorizing user: Per description. The default setting is APP::AUTHORIZED_BY_USER_RSID.

• Sets the property to use to collect authorization comments in the box audit trail during disposition processing. Set to blank to remove the prompt for comments: Per description. The default setting is BASE::AUTHORIZED_BY_COMMENTS.

• Sets the property to use to collect an authorizing user in the box audit trail during disposition processing. Set to blank to remove the prompt for an authorizing user: Per description. The default setting is BASE::AUTHORIZED_BY_USER_RSID.

• Is Input required for comments in the file part audit trail during disposition processing: Set value to true to collect authorization comments in the file part audit trail during disposition processing. Set to blank to remove the prompt for comments.

• Is input required for authorizing user in the file part audit trail during disposition processing: Set value to true to collect an authorizing user in the file part audit trail during disposition processing. Set to blank to remove the prompt for ‌authorizing user.

• Is Input required for comments in the box trail during disposition processing: Set value to true to collect authorization comments in the box audit trail during disposition processing. Set to blank to remove the prompt for comments.

• Is Input required for authorizing user in the box trail during disposition processing: Set value to true to collect authorizing user in the box audit trail during disposition processing. Set to blank to remove the prompt for ‌authorizing user.

• Are users warned of active holds when creating a circulation request: Set value to true to enable warning of users making circulation requests, of active holds. Set to false to disable such warning.

• Minimum number of lowercase characters required for trustee passwords: Set a value of 0, 1, or 2 to specify the number of lowercase characters required for new trustee passwords.
  NOTE: The value specific in this configuration setting applies only to new or newly edited passwords, that is, passwords that are created or updated after this password policy configuration has been specified and applied. The minimum value specified isn't imposed on previously-created passwords.

• Minimum number of uppercase characters required for trustee passwords: Set a value of 0, 1, or 2 to specify the number of uppercase characters required for new trustee passwords.
  NOTE: The value specific in this configuration setting applies only to new or newly edited passwords, that is, passwords that are created or updated after this password policy configuration is specified and applied. The minimum value specified isn't imposed on previously-created passwords.
  

• Minimum number of numeric characters required for trustee passwords: Set a value of 0, 1, or 2 to specify the number of numeric characters required for new trustee passwords.
  NOTE: The value specific in this configuration setting applies only to new or newly edited passwords, that is, passwords that are created or updated after this password policy configuration has been specified and applied. The minimum value specified isn't imposed on previously-created passwords.
  

• Minimum number of punctuation and other non-alphanumeric characters required for trustee passwords: Set a value of 0, 1, or 2 to specify the number of punctuation or other non-alphanumeric characters required for new trustee passwords.
  NOTE: The value specific in this configuration setting applies only to new or newly edited passwords, that is, passwords that are created or updated after this password policy configuration has been specified and applied. The minimum value specified isn't imposed on previously-created passwords.
  

• Display user RDN first in friendly name. Affects how a user is displayed in Web Client. If true, RDN is before "FirstName LastName". If false, it will be displayed after: Set value of true or false (default is false) as required.

• Default location type for location grouping in a web client chart: Set value to specify the default Location Group type when creating a dashboard chart in the IRM Web Client:

  • Enter the value corresponding to the SID of the required Location Type metadata SID.
    (These can be viewed in Library Manager by expanding the cluster, then the library, and then selecting Metadata, and Location Type).
    The SID values for the default set of location types are:

• Maximum limit on number of groupings to be shown in a web client chart: Set a numerical value to specify the maximum number of Groupings for a dashboard chart in the IRM Web Client.

  • This limit is also applied to custom numbers of groupings.

• Maximum limit on number of subgroupings within a grouping to be shown in a web client bar chart with secondary groupings: Set a numerical value to specify the maximum number of Separate Groupings by subgroupings within a Grouping for a dashboard bar chart in IRM Web Client.

  • This limit is also applied when a custom number of groupings is specified.

• Controls whether the XML Report Format is available in the Web Client: Set a value TRUE (default) or FALSE to specify whether XML-format reports are to be made available in IRM Web Client.

• Allow the deletion of checked out items: This setting allows the deletion of checked-out records and boxes (in IRM Desktop Clients, for users with sufficient privileges). Set the value of true or false (default is true) as required.

• Allow record separator character to be used in item ID: Set a value TRUE or FALSE (default) to enable loading of items in IRM Web Client when the configured record separator character is used within an item ID, such as client ID, matter ID, or file part ID.
  We recommend that this setting is left at the default value of FALSE unless your organization uses the configured record separator character (RecordIDSeparator) within item IDs, and you want to ensure full operation of the quick navigation functionality in IRM Web Client. For more information about how to configure a record separator character (RecordIDSeparator), refer to the Captions section of iManage Records Manager Application Designer User Guide.

• Schedule for eligibility calculation job in format "D-HHMM". D:* for every day, 0–6 for weekly each Sunday–Saturday. HHMM: time with 24-hour format. "-" to disable:

  • You can configure the schedule of eligibility calculation used for Disposition Eligibility. The calculation can be set to run once a week, or every day, at a particular time.

    1. Set the value to specify the schedule.

       • The format is D-HHMM.

         • D refers to day of the week, and can have the following values:

           • 0 = Sunday

           • 1 = Monday

           • 2 = Tuesday

           • 3 = Wednesday

           • 4 = Thursday

           • 5 = Friday

           • 6 = Saturday

           • * = Every day of the week

         • HHMM is time in 24-h format.

    2. Modify the values as required.
       The default Value is 0-0030. This means that the eligibility calculation is run every Sunday at 00:30.
       Example values:

       • 1-1930 means that the calculation will run every Monday at 19:30.

       • *-2359 means that the calculation will run every day at 23:59.

    3. Select OK to save and apply changes.

• Schedule for clean-up of orphaned data: You can configure the schedule of clean-up for orphaned approval-related data—for example, to clean up approval-requiring events that have been deleted, or to clean up an item created in the file plan requiring approval and then subsequently deleted using the desktop client.

  1. The calculation can be set to run at specified intervals (in milliseconds). By default, it runs once a day (86400000 milliseconds). This setting can be left at the default value as this will suit most of the typical use cases.

  2. If you wish to change the value, select OK after doing so to apply the change.