Alfresco Records Management 2.0
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The document discusses Alfresco's records management capabilities. It provides an overview of what records management is and why it is important. It then details Alfresco's records management features such as file plans, record types, disposition schedules, security, and references. Alfresco aims to provide a simplified yet comprehensive records management solution integrated into its existing content management platform.
Alfresco Records Management 2.0
- 1. Alfresco Records Management Paul Hampton Director of Product Marketing
- 2. What is Alfresco? Alfresco is the cloud connected content platform that allows you to work anywhere, on any device, with the apps of your choice 1 business critical content platform in the cloud, on-premise or both tablet & mobile workplace in the cloud, on-premise or both open standard API for content apps in the cloud, on-premise or both in the cloud on-premise or both multi-tenant SaaS full ECM platform enterprise cloud sync
- 3. Alfresco Success 2,300 Enterprises customers in 75 countries 6.6 Million users 70% of which are paid 3.3 Billion files being managed globally Active community thousands of developers, " 300+ partners …the largest open source content management company in the world.
- 4. Alfresco is now the largest open source content management company in the world. • $1.3 million in IT & training cost savings • 10 month average payback period • 53% ROI in three years • Flexibility and Open Standards praised
- 5. SO WHAT ABOUT RECORDS MANAGEMENT?
- 6. Records Management What is Records Management? What is a Record? "The field of management "information created, received, responsible for the efficient and and maintained as evidence and systematic control of the information by an organization or creation, receipt, maintenance, person, in pursuance of legal use and disposition of records, obligations or in the transaction including the processes for of business". capturing and maintaining evidence of and information about business activities and transactions in the form of records" The art of throwing things away!
- 7. Why Bother? • Legislation – Data Protection Act Bottom Line – Freedom of Information Act Legal requirement to manage – Companies Acts company information – The Human Rights Act – Civil Evidence Act Used to prove who knew what and when – Criminal Justice Act – Environmental Information Badly managed Records Regulations could be a liability – Regulation of Investigatory Powers Act
- 8. AIIM Research “As can be seen, 28% of organizations would take more than a month to produce documents for a legal discovery process, and there is a suspicion that those declaring 2-4 weeks are more in hope than truth, since this period is mandated in a number of data protection and freedom of information rules.” Source: State of the ECM Industry 2009, AIIM
- 9. DM Does That? Document Management Records Management Document filing structure, is built Classification scheme is defined by by users and changes over time, typically by adding new folders to ≠ the organization and cannot be altered by users, often it is the hierarchy prescribed Documents can be created at any time and for any purpose ≠ Records are created as part of a business process or transaction A document can be changed as Once a record is declared it must times goes on it is a work in progress ≠ not change except in exceptional circumstances Documents are kept or deleted Records are retained according to user requirements ≠ for predetermined time periods and disposed of after they expire
- 10. Drawback of Traditional Approach Approach Result • Standalone solutions • Inconsistent information • Complex • Lack of adoption • Expensive • Limited usage • Technology • Expensive to maintain • Limited scope • Not covering all content Traditional Records Management: Not integrated into common business practice, domain of records specialists
- 11. Design Goals ‘Records Management without the tears’ • Simplicity – of use for occasional users • Reach – to all users in an organization • Cost – deliver an open source records management solution • Implementation – minimize the desktop footprint • Future proofing – provide a potential model and basis for future standards work
- 12. Support for Full Record Lifecycle DM and Collaboration Record Vault • Workflow • Security • Versions • Disposition • Comments • Audit • Access control One System
- 13. RM 2.0 July 2012 • New version of RM – Removed DOD constraints – Support multilevel File Plan – Leverages Alfresco 4 customization – Saved searches – Better performance – Extensible – Model, Actions and Forms • Will need Alfresco 4.0.2 – Delivered as two AMPs
- 14. Feature Set • File Plan • Security • Record Types • References • Record Filing • Searching • Disposition Schedules • Auditing • Events • Administration
- 15. File Plan • Used to store ‘Records’ – Categories hold disposition schedule – Records are filed in Record Folders • Administrators create the File plan – Security used to control what users can see – Users can add records • Supports custom metadata
- 16. File Plan New File Plan Record Category Old New Record Folder
- 17. Record Types • Support both Electronic and Physical records • Multiple electronic types: – Default – Scanned Record – Digital Photograph Record – PDF Record – Web Record • A folder can contain both electronic and physical records
- 18. Record Filing • Records can be filed • 3 Stage process through multiple – File interfaces: – Complete data – Import to RM site – Declare – From within Alfresco • Records Managers – Desktop with CIFS, can un-declare WebDAV, FTP, etc. records – IMAP email client – Before cutoff only • Workflow – Allow multiple users to complete the metadata
- 19. Alfresco Flexible Data Model Type = Report Type = Contract Type = Email Type = Physical Type Attributes... Type Attributes... Type Attributes... Type Attributes... Subject Customer Subject Format Report date Effective date Sent By Business area Value Sent To Aspect = RM Record Aspect Attributes... Record identifier Classification code Creating organisation Date of record Any document type can be put under the control of RM
- 20. Disposition Schedules • Attached to Record Categories – Apply to categories and folders below • Control Records – Retention – Disposition • A number of steps – Cutoff – Transfer – Retain – Accession – Destroy
- 21. Events • User Events – Defined by a suitably privileged user – Can then be included in disposal schedules – Completed by suitably privileged user • System Events – Completed by the system – Trigger – Obsolete, Supersede, Transfer • Supports multiple events
- 22. Security – Overview • Certified with LDAP or external authentication • Users have to be Records Management users • Enhanced Security – Capabilities – Records Management Roles – Supplementary Markings / Caveats
- 23. Security – Capabilities • There are over 50 of these – Extend Retention Period Or Freeze, Close Folders, Create Modify Destroy Reference Types, Destroy Records Scheduled For Destruction, etc. • Each allows one specific capability in the system Extend Retention Period Or Freeze – Allow the user who has this to freeze records and folder, thus extending their retention period Close Folders – A user who has this can close folders to further filing – Note there is also another capability which is the reverse: Re- Open Folders
- 24. Security – Roles • Pre-Defined Records Management Roles – Administrator – Manager – Power User – Security Officer – User • A way of grouping capabilities • Can be extended
- 25. References Examples • Relationships between • Parent / Child records – Obsoletes, ObsoletedBy • Can be… – Rendition, Rendition Of – Parent / Child – Supersedes, – Bi-directional SupersededBy – User Defined – Supporting Documentation, Supported Documentation • Email splits automatically – Versions, VersionedBy create a reference – Message, Attachment • Can act like events • Bi-Directional – Cross-Reference
- 26. Searching • Search on – Record and content properties – Disposal schedules – Calculated values (e.g. Dates) – Record status – Custom properties • Configurable results – Returned values – Re-order columns • Save for later use / re-edit
- 27. Auditing • Audit trail of actions • Searches can be • Filtered by Event, exported or filed and User or Date declared as records
- 28. Administration – Dashlet • Dashlet – Can be given to any user • Allows access to Management Console • Only admin functions applicable will be available – Based on roles
- 29. Summary • Legislation means companies need to Document Management control vital records Electronic Records Team Collaboration Management – But it is not about keeping everything forever Alfresco Image Enterprise Rich Media • One system for RM Management Support and DM • Designed for ease of Process Management Web Content Services use to drive user adoption
- 30. QUESTIONS? What to do next… Try for free – http://www.alfresco.com/products/enterprise/trial DevCon – http://devcon.alfresco.com