Industry-focused Compliance - Governance, Risk, and Compliance Topic for Oracle Applications - page 379

• Electronic records : Records are extracted into an applications agnostic (XML)
format and stored in an evidence store. The records are presented to the
signer to ensure that the user signs what he/she sees at the time when they
give their approval response.
E-records management components
The following are the components of the E-records management system:
• Workflow business events : The E-records framework makes use of Business
Events that are subscribed to by approval workflows.
• XML gateway : The XML gateway extracts records from the application's
tables into XML format to populate the evidence store.
• Workflow Notification system : The workflow notification system prompts
the users to provide their approval response.
• XML publisher : XML publisher formats the XML extracts from the evidence
store to ensure that the user signs what he/she sees.
• Evidence store : The evidence store is an XML repository, which is extracted
from the tables that store the transactions that are signed in E-records. As
they are not the raw application's tables and the fact that they are in XML,
there is some chance that they remain human readable, even when the
applications are upgraded and the tables become obsolete.
Responsibilities in E-records management
The following are the responsibilities seeded with, and used to access the E-records
functionality:
• ERES Administrator : This person has the responsibility for overall
administration of the Oracle E-records application. Only a small number
of people should be assigned this responsibility.
• ERES User : This person can access the Oracle E-records application for
user tasks such as querying the evidence store. No administration-related
functions are exposed to this responsibility.
• iSignatures Administrator : This person is the administrator for the
iSignature process. This person can do all the functions of a user, in addition
to updating and deleting other users' files.
• iSignatures User : This person can upload files and send them for approval.
However, they can only update or delete their own files.