AlfrescoRecords ManagementPaul HamptonDirector of Product Marketing
What is Alfresco?Alfresco is the cloud connected content platformthat allows you to work anywhere, on any device,with the apps of your choice1 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
Alfresco Success2,300 Enterprisescustomers in 75 countries6.6 Million users70% of which are paid3.3 Billion ﬁlesbeing managed globallyActive communitythousands of developers, "300+ partners …the largest open source content management company in the world.
Alfresco is now the largest open sourcecontent 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
Records ManagementWhat is Records Management? What is a Record?"The field of management "information created, received,responsible for the efficient and and maintained as evidence andsystematic control of the information by an organization orcreation, receipt, maintenance, person, in pursuance of legaluse and disposition of records, obligations or in the transactionincluding the processes for of business".capturing and maintainingevidence of and informationabout business activities andtransactions in the form ofrecords" The art of throwing things away!
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
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
DM Does That? Document Management Records ManagementDocument filing structure, is built Classification scheme is defined byby users and changes over time,typically by adding new folders to ≠ the organization and cannot be altered by users, often it isthe hierarchy prescribedDocuments can be created at anytime and for any purpose ≠ Records are created as part of a business process or transactionA document can be changed as Once a record is declared it musttimes goes on it is a work inprogress ≠ not change except in exceptional circumstancesDocuments are kept or deleted Records are retainedaccording to user requirements ≠ for predetermined time periods and disposed of after they expire
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
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
Support for Full Record LifecycleDM and Collaboration Record Vault • Workflow • Security • Versions • Disposition • Comments • Audit • Access control One System
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
Feature Set• File Plan • Security• Record Types • References• Record Filing • Searching• Disposition Schedules • Auditing• Events • Administration
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
File Plan New File Plan Record CategoryOld New Record Folder
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
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
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 ToAspect = RM RecordAspect Attributes...Record identifierClassification codeCreating organisationDate of record Any document type can be put under the control of RM
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
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
Security – Overview• Certified with LDAP or external authentication• Users have to be Records Management users• Enhanced Security – Capabilities – Records Management Roles – Supplementary Markings / Caveats
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
Security – Roles• Pre-Defined Records Management Roles – Administrator – Manager – Power User – Security Officer – User• A way of grouping capabilities• Can be extended
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
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
Auditing• Audit trail of actions • Searches can be• Filtered by Event, exported or filed and User or Date declared as records
Administration – Dashlet• Dashlet – Can be given to any user• Allows access to Management Console• Only admin functions applicable will be available – Based on roles
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
QUESTIONS?What to do next…Try for free – http://www.alfresco.com/products/enterprise/trialDevCon – http://devcon.alfresco.com
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