Records Management - The Art of Throwing Things Away - Alfresco Software

Records Management with Alfresco Paul Hampton Product Marketing Director Alfresco “ The Art of Throwing Things Away”

Agenda The importance of Records Management Questions and Answers Demo Overview of Alfresco RM Solution Exploring RM terminology and standards

The Power of Information Thanks goodness for Records Management & the Freedom of Information Act

“ Records Management” "The field of management responsible for the efficient and systematic control of the creation, receipt, maintenance, use and disposition of records, including the processes for capturing and maintaining evidence of and information about business activities and transactions in the form of records" Records Management "information created, received, and maintained as evidence and information by an organization or person, in pursuance of legal obligations or in the transaction of business". Records

Why Bother?

UK Legislation

US Legislation

Data Protection Act 1998 (DPA) Freedom of Information Act 2000 Companies Acts 1985, 1989; and The Human Rights Act 1998 Civil Evidence Act 1995 Criminal Justice Act 1988 Environmental Information Regulations 1992 & Environmental Information (Amendment) Regulations 1998 Regulation of Investigatory Powers Act 2000 (RIPA) Sarbanes Oxley Electronic Signature in Global and National Commerce Act R ules 26 & 34 of theFederal Rules of Civil Procedure Bank Secrecy Act The Paperwork Reduction Act of 1980 Uniform Photographic Copies of Business and Public Records as Evidence Act (UPA) Safe Harbor Act (Related to European Union Data Protection Directive)

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

What Needs to be Managed?

Physical Objects...

Printed documents

Letters

Film

Certificates

Fax

Forms

Electronic Files...

Office documents

Email

Images

Website content

Databases

Audio / Video files

Wiki entries

Blog posts

RM Standards

3 Main Standards

ISO 15489:2001

Defined by the International Organisation for Standardisation

Defines ‘Best Practice’

DoD 5015.2

US Standard defined by the US Department of Defence

Moreq2

European standard defined by the European Union

ISO 15489:2001 DoD 5015.2 Moreq2 Best Practice ERM System requirements

DoD “Types”

The word “Type” is overloaded in the DoD Standard

Type usage includes...

Physical vs. Electronic

Temporary vs. Permanent

Type defined by metadata

Email

Contract, Report...

User defined

Physical vs. Electronic

Physical records came first

Electronic RM is modelled on physical systems

Cabinet(s) Record Series Draw(s) Record Category Folders Record Folders

Physical Records Non-electronic

Permanent vs. Temporary

Records have an explicit lifecycle

Some will include regular reviews

Some Records are temporary

Physical records need to be physical destroyed

Electronics records need to be deleted (disk record wiped)

Some Records are permanent

Have to be kept forever (or even longer!)

Other RM Terminology

Fileplans

A pre-determined classification plan by which records are filed and/or electronically indexed to facilitate efficient retrieval and disposal of records.

Record Series

A group of related records that are normally used and filed together or otherwise linked and that allow consideration as a unit for use, review, retention or destruction purposes.

Vital Records

A vital record is one that is essential to the continued operation of the organisation following a disaster.

Metadata

Data describing context, content and structure of records and their management through time.

Registration

Act of giving a record a unique identifier on its entry into a system.

Disposition

Range of processes associated with deciding whether to keep, destroy, or transfer records.

Alfresco RM Solution Full-text Indexes & Categories Storage Metadata DBMS Content Repository Content Processes Services Services FTP CIFS WebDAV Virtual File System High Availability App Server Web Applications Web Services CMIS SOAP Portals Portal Server SharePoint

Uses same repository as DM, WCM, etc.

Records can be added via any interface

Web – Alfresco Share

Desktop – CIFS, FTP, MS Office, etc.

RM Aspects Type = Report Type Attributes... Subject Report date Business area Type = Contract Type Attributes... Customer Effective date Value Type = Email Type Attributes... Subject Sent By Sent To Type = Physical Type Attributes... Format Aspect = RM Record Aspect Attributes... Record identifier Classification code Creating organisation Date of record

Demo Walkthrough Caveat: These screen shots were taken from an Engineering build Things will change before final release!