CUST-5 What’s Coming in Records Management?


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This session will provide a sneak preview and demonstration of the new features coming in the next release of the Alfresco Records Management module. We will also look at the long-term road map and reveal some Alfresco’s plans for the future.

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CUST-5 What’s Coming in Records Management?

  1. 1. Whatʼs Coming In Records Management?" Roy Wetherall @rwetherall" Mike Farman" Kevin Dorr"
  2. 2. Agenda"• A Brief Introduction to Alfresco RM• What’s coming next!• Where are we going?• Questions
  3. 3. A Brief Introduction to Alfresco RM"
  4. 4. Records Management Overview"Document Management Record   File   Record Management
  5. 5. Alfresco Records Management"Current Implementation (v1.0) •  Built on top of Alfresco core repository" •  Packaged as an AMP" •  DOD5015.2 certified" •  Records management content model" •  General purpose records management content services" •  Share UI integration" •  One of the few Open Source Records Management implementations available"
  6. 6. Todays Key Features (v1.0)"•  File plan management•  Extended security model•  Detailed auditing•  Record search•  Disposition schedule configuration and management•  Record import and export•  Customisation models
  7. 7. Records Management Services"Service Interfaces Available in v1.0 •  File Plan " •  Disposition " •  Record Search " •  Record Action " •  Audit " •  Records Security "Implementation •  Available as Java, REST and JS"
  8. 8. Share User Interface Integration"
  9. 9. Whatʼs Coming Next: RM v2.0"
  10. 10. Overview of 2.0"•  V2.0 (Themis) of Records Management Module•  Expected release Q1/Q2 2012•  Fully backwards compatible with v1.0•  Strategic features added•  Focus on customisation and extensibility•  Laying the ground for future releases•  Under the covers consolidation to improve records management service API
  11. 11. Key Features of RM 2.0"•  Multi-Hierarchy File Plan•  New extension and configuration hooks•  Custom record modelling made easier•  Pre-Defined searches•  Extended physical record support•  Improved notifications
  12. 12. Multi-hierarchy File Plan"Why? •  Removes a performance bottle neck" •  Unable to model real life file plans" •  Key customer request"Advantages •  Allows complete flexibility in File Plan modelling" •  Ability to implement other RM specifications" •  Provides a mechanism for hierarchical inheritance" •  Improved architecture for future extensions "
  13. 13. Comparison of Implementations" File  Plan  Version 1.0 File Plan Disposi&on   Record   •  Fixed Hierarchy" Series   •  Based on the DOD 1505 Record   Category   Record   Hierarchy Definition" Folder   Record   Series  Version 2.0 File Plan File  Plan   •  Recursive Hierarchy" Disposi&on   Record   •  Disposition Schedule at Any Category   Level" Record   Category   Disposi&on   Record   Category   Record   Category   Record   Folder  
  14. 14. An Example Multi-Hierarchy File Plan" Record   Record   Folder   Schedule   Record   Category   Record   Schedule   Record   Record   Folder   Category   Record   Record   Record   Category   Folder   Record   Record  File  Plan   Folder   Schedule   Record   Record   Record   Record   Category   Category   Category   Record   Folder   Record   Record   Record   Category   Folder  
  15. 15. Custom Record Meta-Data"Why? •  Allow custom record meta-data to be easily added via custom content model" •  A single set of record meta-data isnʼt always enough" •  DOD5015 meta-data isnʼt suitable for everyone"Advantages •  Provides the ability to customize types via aspects" •  Provides for inclusion of multiple sets (types) of metadata" •  Improved architecture for future extensions "
  16. 16. Custom Record Meta-Data"Implementation •  Record meta-data aspect" •  Service API" •  Data-driven UI" •  Multi-select"
  17. 17. Customisable Types and Aspects"Why? •  Hard to extend" •  DOD model ʻhard codedʼ" •  UI not extensible" •  Single set of record meta-data too restrictive"Advantages •  Moves RM closer to the flexibility of the DM content model" •  Leverages current Share implementation " •  Improved architecture for future extensions"
  18. 18. Customisable Types and Aspects"Implementation •  Custom types and aspects customisable" •  Spring configured" •  Admin UI data driven" •  “Any” types can be made customisable"
  19. 19. Consolidation of DOD5015 ContentModel"Why? •  Dependency on DOD types makes it hard to extend" •  Make DOD example specification implementation" •  Make is easier for other specifications or records management systems requirements to be implemented"Advantages •  Allows modelling over any RM standard, including DOD"
  20. 20. Consolidation of DOD5015 ContentModel"Implementation •  Records Series removed" •  File Plan and Record Category made core types" •  DOD model simplified to just extended record meta-data" •  Data patch for V2.0 ensures backwards compatibility"
  21. 21. Pre-Defined Saved Searches"Why? •  Steep learning curve for records management search syntax" •  Pre-defined searches provide starting point" •  Easy access to useful views off file plan"Advantages •  Simplifies user interaction" •  Provides additional control for record managers"
  22. 22. Pre-Defined Saved Searches"Implementation •  Set of pre-canned saved searches accessible from Share integration" •  Pre-canned saved searches editable" •  Configurable via Spring"Other •  Consolidation of search code to create search service" •  Delete saved search"
  23. 23. Physical Record Meta-Data"Implementation •  Physical document location (Shelf, Box, File)" •  Record size" •  Number of copies" •  Non-electronic document customisable"Advantages •  Stepping stones towards further support for physical records"
  24. 24. Road Map: The Future of RM"
  25. 25. Road Map"•  In-Place Records Management•  Extended Physical Record Support•  Remote Records Management•  Multiple Records Management Sites•  Disposition Schedule Library
  26. 26. In Place Records Management" File Plan Document Record Collaboration Site
  27. 27. Physical Record Support"Extended Meta-Data •  Storage locations" •  Lease information"Process support •  Record creation" •  Document leasing" •  Transfer costs"
  28. 28. Remote Records Management" Alfresco  Records  Management   Alfresco   CMIS   3rd  Party   Cloud   Adapter   Adapter   Adapter   Adapter   CMIS  Repository   Cloud   Alfresco  CMS   Proprietary  CMS  
  29. 29. Multiple Records Management Sites"Proposed Capabilities •  Multiple file plans" •  Multi-tenancy support" •  Hosted Records Management"Share Extensions •  Tighter Share integration" •  Extended administration capabilities"
  30. 30. Disposition Schedule Library"Proposed Capabilities •  Hierarchy of template disposition schedules" •  Reusable across all file plans" •  Overrideable on a per instance basis" •  Import schedules from external sources" •  Better control for Records Management team"
  31. 31. Questions?"
  32. 32. Thank You for Attending!"