SlideShare a Scribd company logo
1 of 31
Download to read offline
Alfresco
Records Management
Paul Hampton
Director of Product Marketing
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
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.
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
SO WHAT ABOUT
RECORDS MANAGEMENT?
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!
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 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
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 Lifecycle
DM 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 Category
Old          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 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
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/trial

DevCon –
   http://devcon.alfresco.com
Alfresco Records Management  2.0

More Related Content

Viewers also liked

Globodox Document Management Software
Globodox Document Management SoftwareGlobodox Document Management Software
Globodox Document Management SoftwareZ. Ahmed
 
Evolution of Records Management in Law Firms
Evolution of Records Management in Law FirmsEvolution of Records Management in Law Firms
Evolution of Records Management in Law FirmsJim Merrifield, IGP, CIP
 
Records management
Records managementRecords management
Records managementreneedyer
 
Ch09 records management
Ch09 records managementCh09 records management
Ch09 records managementxtin101
 
Comparativa entre Alfresco Enterprise vs Community
Comparativa entre Alfresco Enterprise vs Community Comparativa entre Alfresco Enterprise vs Community
Comparativa entre Alfresco Enterprise vs Community Toni de la Fuente
 
Project Management with Alfresco
Project Management with AlfrescoProject Management with Alfresco
Project Management with AlfrescoITD Systems
 
Records & Information Management and the Law Firm - MCS Management Services
Records & Information Management and the Law Firm - MCS Management ServicesRecords & Information Management and the Law Firm - MCS Management Services
Records & Information Management and the Law Firm - MCS Management ServicesMCS Management Services
 
Alfresco 4.0 en français
Alfresco 4.0 en françaisAlfresco 4.0 en français
Alfresco 4.0 en françaisMichael Harlaut
 
Alfresco One (Enterprise) vs Alfresco Community 2014
Alfresco One (Enterprise) vs Alfresco Community 2014Alfresco One (Enterprise) vs Alfresco Community 2014
Alfresco One (Enterprise) vs Alfresco Community 2014Toni de la Fuente
 
La gestion des archives avec Alfresco
La gestion des archives avec AlfrescoLa gestion des archives avec Alfresco
La gestion des archives avec AlfrescoSavoir-faire Linux
 
Alfresco - Floating on the cloud
Alfresco - Floating on the cloudAlfresco - Floating on the cloud
Alfresco - Floating on the cloudPaul Hampton
 
Social Savvy Business
Social Savvy BusinessSocial Savvy Business
Social Savvy BusinessPaul Hampton
 
Summit2014 topic 0066 - 10 enhancements that require 10 lines of code
Summit2014 topic 0066 - 10 enhancements that require 10 lines of codeSummit2014 topic 0066 - 10 enhancements that require 10 lines of code
Summit2014 topic 0066 - 10 enhancements that require 10 lines of codeAngel Borroy López
 
Bee con2016 lightning_20160125005_ocr
Bee con2016 lightning_20160125005_ocrBee con2016 lightning_20160125005_ocr
Bee con2016 lightning_20160125005_ocrAngel Borroy López
 
Extending Share: Real World Examples
Extending Share: Real World ExamplesExtending Share: Real World Examples
Extending Share: Real World ExamplesDavid Webster
 
BeeCon 2016 Alfresco Engineering lightning talk
BeeCon 2016 Alfresco Engineering lightning talkBeeCon 2016 Alfresco Engineering lightning talk
BeeCon 2016 Alfresco Engineering lightning talkDavid Webster
 
Summit2014 topic 0153 - Alfresco Maven for shared properties
Summit2014 topic 0153 - Alfresco Maven for shared propertiesSummit2014 topic 0153 - Alfresco Maven for shared properties
Summit2014 topic 0153 - Alfresco Maven for shared propertiesAngel Borroy López
 
Bee con2016 presentation_20160125004_installing
Bee con2016 presentation_20160125004_installingBee con2016 presentation_20160125004_installing
Bee con2016 presentation_20160125004_installingAngel Borroy López
 
Alfresco : Extending The Alfresco Content Model
Alfresco : Extending The Alfresco Content ModelAlfresco : Extending The Alfresco Content Model
Alfresco : Extending The Alfresco Content ModelWildan Maulana
 

Viewers also liked (20)

Globodox Document Management Software
Globodox Document Management SoftwareGlobodox Document Management Software
Globodox Document Management Software
 
Evolution of Records Management in Law Firms
Evolution of Records Management in Law FirmsEvolution of Records Management in Law Firms
Evolution of Records Management in Law Firms
 
Records management
Records managementRecords management
Records management
 
Ch09 records management
Ch09 records managementCh09 records management
Ch09 records management
 
Comparativa entre Alfresco Enterprise vs Community
Comparativa entre Alfresco Enterprise vs Community Comparativa entre Alfresco Enterprise vs Community
Comparativa entre Alfresco Enterprise vs Community
 
Project Management with Alfresco
Project Management with AlfrescoProject Management with Alfresco
Project Management with Alfresco
 
Records & Information Management and the Law Firm - MCS Management Services
Records & Information Management and the Law Firm - MCS Management ServicesRecords & Information Management and the Law Firm - MCS Management Services
Records & Information Management and the Law Firm - MCS Management Services
 
Alfresco 4.0 en français
Alfresco 4.0 en françaisAlfresco 4.0 en français
Alfresco 4.0 en français
 
Alfresco One (Enterprise) vs Alfresco Community 2014
Alfresco One (Enterprise) vs Alfresco Community 2014Alfresco One (Enterprise) vs Alfresco Community 2014
Alfresco One (Enterprise) vs Alfresco Community 2014
 
La gestion des archives avec Alfresco
La gestion des archives avec AlfrescoLa gestion des archives avec Alfresco
La gestion des archives avec Alfresco
 
Alfresco - Floating on the cloud
Alfresco - Floating on the cloudAlfresco - Floating on the cloud
Alfresco - Floating on the cloud
 
Social Savvy Business
Social Savvy BusinessSocial Savvy Business
Social Savvy Business
 
Summit2014 topic 0066 - 10 enhancements that require 10 lines of code
Summit2014 topic 0066 - 10 enhancements that require 10 lines of codeSummit2014 topic 0066 - 10 enhancements that require 10 lines of code
Summit2014 topic 0066 - 10 enhancements that require 10 lines of code
 
Bee con2016 lightning_20160125005_ocr
Bee con2016 lightning_20160125005_ocrBee con2016 lightning_20160125005_ocr
Bee con2016 lightning_20160125005_ocr
 
Extending Share: Real World Examples
Extending Share: Real World ExamplesExtending Share: Real World Examples
Extending Share: Real World Examples
 
BeeCon 2016 Alfresco Engineering lightning talk
BeeCon 2016 Alfresco Engineering lightning talkBeeCon 2016 Alfresco Engineering lightning talk
BeeCon 2016 Alfresco Engineering lightning talk
 
Firma electrónica
Firma electrónicaFirma electrónica
Firma electrónica
 
Summit2014 topic 0153 - Alfresco Maven for shared properties
Summit2014 topic 0153 - Alfresco Maven for shared propertiesSummit2014 topic 0153 - Alfresco Maven for shared properties
Summit2014 topic 0153 - Alfresco Maven for shared properties
 
Bee con2016 presentation_20160125004_installing
Bee con2016 presentation_20160125004_installingBee con2016 presentation_20160125004_installing
Bee con2016 presentation_20160125004_installing
 
Alfresco : Extending The Alfresco Content Model
Alfresco : Extending The Alfresco Content ModelAlfresco : Extending The Alfresco Content Model
Alfresco : Extending The Alfresco Content Model
 

Similar to Alfresco Records Management 2.0

What Are you Waiting For? Remediate your File Shares and Govern your Informat...
What Are you Waiting For? Remediate your File Shares and Govern your Informat...What Are you Waiting For? Remediate your File Shares and Govern your Informat...
What Are you Waiting For? Remediate your File Shares and Govern your Informat...Everteam
 
Web ISO Documentation Management System
Web ISO Documentation Management SystemWeb ISO Documentation Management System
Web ISO Documentation Management SystemT7SR, ISOM
 
SPS Cinci 2012 - Enterprise Content Management
SPS Cinci 2012  - Enterprise Content Management SPS Cinci 2012  - Enterprise Content Management
SPS Cinci 2012 - Enterprise Content Management Patrick Tucker
 
Steve Davis: Federalconference.com: Alfresco based Armedia Case Management So...
Steve Davis: Federalconference.com: Alfresco based Armedia Case Management So...Steve Davis: Federalconference.com: Alfresco based Armedia Case Management So...
Steve Davis: Federalconference.com: Alfresco based Armedia Case Management So...Alfresco Software
 
Intergen Twilight - Corralling the Document Chaos
Intergen Twilight - Corralling the Document ChaosIntergen Twilight - Corralling the Document Chaos
Intergen Twilight - Corralling the Document ChaosIntergen
 
A Practical Guide to Capturing, Organizing, and Securing Your Documents
A Practical Guide to Capturing, Organizing, and Securing Your DocumentsA Practical Guide to Capturing, Organizing, and Securing Your Documents
A Practical Guide to Capturing, Organizing, and Securing Your DocumentsScott Abel
 
Q2 Briefing Presentation
Q2 Briefing PresentationQ2 Briefing Presentation
Q2 Briefing PresentationKurt Carlsen
 
Taming the West: ECM and RM in SharePoint 2010
Taming the West: ECM and RM in SharePoint 2010Taming the West: ECM and RM in SharePoint 2010
Taming the West: ECM and RM in SharePoint 2010InnoTech
 
Dns DMS - Document Management System
Dns DMS - Document Management SystemDns DMS - Document Management System
Dns DMS - Document Management SystemKartik Shrivastava
 
Armedia nci content gov_alfresco_20120124_v1.0
Armedia nci content gov_alfresco_20120124_v1.0Armedia nci content gov_alfresco_20120124_v1.0
Armedia nci content gov_alfresco_20120124_v1.0Armedia LLC
 
Infoaxon extended enterprise
Infoaxon extended enterpriseInfoaxon extended enterprise
Infoaxon extended enterpriseNavnit Saurabh
 

Similar to Alfresco Records Management 2.0 (20)

Digital documents & e-discovery
Digital documents & e-discovery Digital documents & e-discovery
Digital documents & e-discovery
 
Andrew Waugh presentation
Andrew Waugh   presentationAndrew Waugh   presentation
Andrew Waugh presentation
 
Andrew waugh
Andrew waughAndrew waugh
Andrew waugh
 
What Are you Waiting For? Remediate your File Shares and Govern your Informat...
What Are you Waiting For? Remediate your File Shares and Govern your Informat...What Are you Waiting For? Remediate your File Shares and Govern your Informat...
What Are you Waiting For? Remediate your File Shares and Govern your Informat...
 
E-discovery
E-discoveryE-discovery
E-discovery
 
Web ISO Documentation Management System
Web ISO Documentation Management SystemWeb ISO Documentation Management System
Web ISO Documentation Management System
 
Proact story on Archiving
Proact story on ArchivingProact story on Archiving
Proact story on Archiving
 
Andrew waugh
Andrew waughAndrew waugh
Andrew waugh
 
SPS Cinci 2012 - Enterprise Content Management
SPS Cinci 2012  - Enterprise Content Management SPS Cinci 2012  - Enterprise Content Management
SPS Cinci 2012 - Enterprise Content Management
 
Steve Davis: Federalconference.com: Alfresco based Armedia Case Management So...
Steve Davis: Federalconference.com: Alfresco based Armedia Case Management So...Steve Davis: Federalconference.com: Alfresco based Armedia Case Management So...
Steve Davis: Federalconference.com: Alfresco based Armedia Case Management So...
 
Intergen Twilight - Corralling the Document Chaos
Intergen Twilight - Corralling the Document ChaosIntergen Twilight - Corralling the Document Chaos
Intergen Twilight - Corralling the Document Chaos
 
A Practical Guide to Capturing, Organizing, and Securing Your Documents
A Practical Guide to Capturing, Organizing, and Securing Your DocumentsA Practical Guide to Capturing, Organizing, and Securing Your Documents
A Practical Guide to Capturing, Organizing, and Securing Your Documents
 
Digital Preservation with Archivematica: An Introduction
Digital Preservation with Archivematica: An IntroductionDigital Preservation with Archivematica: An Introduction
Digital Preservation with Archivematica: An Introduction
 
Q2 Briefing Presentation
Q2 Briefing PresentationQ2 Briefing Presentation
Q2 Briefing Presentation
 
Document Management System
Document Management SystemDocument Management System
Document Management System
 
Taming the West: ECM and RM in SharePoint 2010
Taming the West: ECM and RM in SharePoint 2010Taming the West: ECM and RM in SharePoint 2010
Taming the West: ECM and RM in SharePoint 2010
 
Dns DMS - Document Management System
Dns DMS - Document Management SystemDns DMS - Document Management System
Dns DMS - Document Management System
 
Armedia nci content gov_alfresco_20120124_v1.0
Armedia nci content gov_alfresco_20120124_v1.0Armedia nci content gov_alfresco_20120124_v1.0
Armedia nci content gov_alfresco_20120124_v1.0
 
Infoaxon extended enterprise
Infoaxon extended enterpriseInfoaxon extended enterprise
Infoaxon extended enterprise
 
Retrieval and Workflows
Retrieval and WorkflowsRetrieval and Workflows
Retrieval and Workflows
 

More from Paul Hampton

Introduction to Alfresco Activiti BPM
Introduction to Alfresco Activiti BPMIntroduction to Alfresco Activiti BPM
Introduction to Alfresco Activiti BPMPaul Hampton
 
Getting started with Alfresco in the cloud
Getting started with Alfresco in the cloudGetting started with Alfresco in the cloud
Getting started with Alfresco in the cloudPaul Hampton
 
Alfresco scalability and performnce
Alfresco   scalability and performnceAlfresco   scalability and performnce
Alfresco scalability and performncePaul Hampton
 
Getting to know alfresco 4
Getting to know alfresco 4Getting to know alfresco 4
Getting to know alfresco 4Paul Hampton
 
Alfresco cloud connected content
Alfresco   cloud connected contentAlfresco   cloud connected content
Alfresco cloud connected contentPaul Hampton
 
Alfresco 4 launch keynote (Rome)
Alfresco 4 launch keynote   (Rome)Alfresco 4 launch keynote   (Rome)
Alfresco 4 launch keynote (Rome)Paul Hampton
 
Alfresco - Forrester TEI Study
Alfresco - Forrester TEI StudyAlfresco - Forrester TEI Study
Alfresco - Forrester TEI StudyPaul Hampton
 
Social Content Management
Social Content ManagementSocial Content Management
Social Content ManagementPaul Hampton
 
Get ready for alfresco 4
Get ready for alfresco 4Get ready for alfresco 4
Get ready for alfresco 4Paul Hampton
 
Alfresco 4 Beta Program
Alfresco 4 Beta ProgramAlfresco 4 Beta Program
Alfresco 4 Beta ProgramPaul Hampton
 
Alfresco in an Hour
Alfresco in an HourAlfresco in an Hour
Alfresco in an HourPaul Hampton
 

More from Paul Hampton (12)

Introduction to Alfresco Activiti BPM
Introduction to Alfresco Activiti BPMIntroduction to Alfresco Activiti BPM
Introduction to Alfresco Activiti BPM
 
Getting started with Alfresco in the cloud
Getting started with Alfresco in the cloudGetting started with Alfresco in the cloud
Getting started with Alfresco in the cloud
 
Alfresco scalability and performnce
Alfresco   scalability and performnceAlfresco   scalability and performnce
Alfresco scalability and performnce
 
Alfresco mobile
Alfresco mobileAlfresco mobile
Alfresco mobile
 
Getting to know alfresco 4
Getting to know alfresco 4Getting to know alfresco 4
Getting to know alfresco 4
 
Alfresco cloud connected content
Alfresco   cloud connected contentAlfresco   cloud connected content
Alfresco cloud connected content
 
Alfresco 4 launch keynote (Rome)
Alfresco 4 launch keynote   (Rome)Alfresco 4 launch keynote   (Rome)
Alfresco 4 launch keynote (Rome)
 
Alfresco - Forrester TEI Study
Alfresco - Forrester TEI StudyAlfresco - Forrester TEI Study
Alfresco - Forrester TEI Study
 
Social Content Management
Social Content ManagementSocial Content Management
Social Content Management
 
Get ready for alfresco 4
Get ready for alfresco 4Get ready for alfresco 4
Get ready for alfresco 4
 
Alfresco 4 Beta Program
Alfresco 4 Beta ProgramAlfresco 4 Beta Program
Alfresco 4 Beta Program
 
Alfresco in an Hour
Alfresco in an HourAlfresco in an Hour
Alfresco in an Hour
 

Recently uploaded

Connecting the Dots for Information Discovery.pdf
Connecting the Dots for Information Discovery.pdfConnecting the Dots for Information Discovery.pdf
Connecting the Dots for Information Discovery.pdfNeo4j
 
Assure Ecommerce and Retail Operations Uptime with ThousandEyes
Assure Ecommerce and Retail Operations Uptime with ThousandEyesAssure Ecommerce and Retail Operations Uptime with ThousandEyes
Assure Ecommerce and Retail Operations Uptime with ThousandEyesThousandEyes
 
Transcript: New from BookNet Canada for 2024: Loan Stars - Tech Forum 2024
Transcript: New from BookNet Canada for 2024: Loan Stars - Tech Forum 2024Transcript: New from BookNet Canada for 2024: Loan Stars - Tech Forum 2024
Transcript: New from BookNet Canada for 2024: Loan Stars - Tech Forum 2024BookNet Canada
 
Data governance with Unity Catalog Presentation
Data governance with Unity Catalog PresentationData governance with Unity Catalog Presentation
Data governance with Unity Catalog PresentationKnoldus Inc.
 
TeamStation AI System Report LATAM IT Salaries 2024
TeamStation AI System Report LATAM IT Salaries 2024TeamStation AI System Report LATAM IT Salaries 2024
TeamStation AI System Report LATAM IT Salaries 2024Lonnie McRorey
 
The Future Roadmap for the Composable Data Stack - Wes McKinney - Data Counci...
The Future Roadmap for the Composable Data Stack - Wes McKinney - Data Counci...The Future Roadmap for the Composable Data Stack - Wes McKinney - Data Counci...
The Future Roadmap for the Composable Data Stack - Wes McKinney - Data Counci...Wes McKinney
 
From Family Reminiscence to Scholarly Archive .
From Family Reminiscence to Scholarly Archive .From Family Reminiscence to Scholarly Archive .
From Family Reminiscence to Scholarly Archive .Alan Dix
 
Manual 508 Accessibility Compliance Audit
Manual 508 Accessibility Compliance AuditManual 508 Accessibility Compliance Audit
Manual 508 Accessibility Compliance AuditSkynet Technologies
 
Why device, WIFI, and ISP insights are crucial to supporting remote Microsoft...
Why device, WIFI, and ISP insights are crucial to supporting remote Microsoft...Why device, WIFI, and ISP insights are crucial to supporting remote Microsoft...
Why device, WIFI, and ISP insights are crucial to supporting remote Microsoft...panagenda
 
2024 April Patch Tuesday
2024 April Patch Tuesday2024 April Patch Tuesday
2024 April Patch TuesdayIvanti
 
Emixa Mendix Meetup 11 April 2024 about Mendix Native development
Emixa Mendix Meetup 11 April 2024 about Mendix Native developmentEmixa Mendix Meetup 11 April 2024 about Mendix Native development
Emixa Mendix Meetup 11 April 2024 about Mendix Native developmentPim van der Noll
 
Use of FIDO in the Payments and Identity Landscape: FIDO Paris Seminar.pptx
Use of FIDO in the Payments and Identity Landscape: FIDO Paris Seminar.pptxUse of FIDO in the Payments and Identity Landscape: FIDO Paris Seminar.pptx
Use of FIDO in the Payments and Identity Landscape: FIDO Paris Seminar.pptxLoriGlavin3
 
Time Series Foundation Models - current state and future directions
Time Series Foundation Models - current state and future directionsTime Series Foundation Models - current state and future directions
Time Series Foundation Models - current state and future directionsNathaniel Shimoni
 
Unleashing Real-time Insights with ClickHouse_ Navigating the Landscape in 20...
Unleashing Real-time Insights with ClickHouse_ Navigating the Landscape in 20...Unleashing Real-time Insights with ClickHouse_ Navigating the Landscape in 20...
Unleashing Real-time Insights with ClickHouse_ Navigating the Landscape in 20...Alkin Tezuysal
 
How to Effectively Monitor SD-WAN and SASE Environments with ThousandEyes
How to Effectively Monitor SD-WAN and SASE Environments with ThousandEyesHow to Effectively Monitor SD-WAN and SASE Environments with ThousandEyes
How to Effectively Monitor SD-WAN and SASE Environments with ThousandEyesThousandEyes
 
Decarbonising Buildings: Making a net-zero built environment a reality
Decarbonising Buildings: Making a net-zero built environment a realityDecarbonising Buildings: Making a net-zero built environment a reality
Decarbonising Buildings: Making a net-zero built environment a realityIES VE
 
New from BookNet Canada for 2024: Loan Stars - Tech Forum 2024
New from BookNet Canada for 2024: Loan Stars - Tech Forum 2024New from BookNet Canada for 2024: Loan Stars - Tech Forum 2024
New from BookNet Canada for 2024: Loan Stars - Tech Forum 2024BookNet Canada
 
The Role of FIDO in a Cyber Secure Netherlands: FIDO Paris Seminar.pptx
The Role of FIDO in a Cyber Secure Netherlands: FIDO Paris Seminar.pptxThe Role of FIDO in a Cyber Secure Netherlands: FIDO Paris Seminar.pptx
The Role of FIDO in a Cyber Secure Netherlands: FIDO Paris Seminar.pptxLoriGlavin3
 
Moving Beyond Passwords: FIDO Paris Seminar.pdf
Moving Beyond Passwords: FIDO Paris Seminar.pdfMoving Beyond Passwords: FIDO Paris Seminar.pdf
Moving Beyond Passwords: FIDO Paris Seminar.pdfLoriGlavin3
 
TrustArc Webinar - How to Build Consumer Trust Through Data Privacy
TrustArc Webinar - How to Build Consumer Trust Through Data PrivacyTrustArc Webinar - How to Build Consumer Trust Through Data Privacy
TrustArc Webinar - How to Build Consumer Trust Through Data PrivacyTrustArc
 

Recently uploaded (20)

Connecting the Dots for Information Discovery.pdf
Connecting the Dots for Information Discovery.pdfConnecting the Dots for Information Discovery.pdf
Connecting the Dots for Information Discovery.pdf
 
Assure Ecommerce and Retail Operations Uptime with ThousandEyes
Assure Ecommerce and Retail Operations Uptime with ThousandEyesAssure Ecommerce and Retail Operations Uptime with ThousandEyes
Assure Ecommerce and Retail Operations Uptime with ThousandEyes
 
Transcript: New from BookNet Canada for 2024: Loan Stars - Tech Forum 2024
Transcript: New from BookNet Canada for 2024: Loan Stars - Tech Forum 2024Transcript: New from BookNet Canada for 2024: Loan Stars - Tech Forum 2024
Transcript: New from BookNet Canada for 2024: Loan Stars - Tech Forum 2024
 
Data governance with Unity Catalog Presentation
Data governance with Unity Catalog PresentationData governance with Unity Catalog Presentation
Data governance with Unity Catalog Presentation
 
TeamStation AI System Report LATAM IT Salaries 2024
TeamStation AI System Report LATAM IT Salaries 2024TeamStation AI System Report LATAM IT Salaries 2024
TeamStation AI System Report LATAM IT Salaries 2024
 
The Future Roadmap for the Composable Data Stack - Wes McKinney - Data Counci...
The Future Roadmap for the Composable Data Stack - Wes McKinney - Data Counci...The Future Roadmap for the Composable Data Stack - Wes McKinney - Data Counci...
The Future Roadmap for the Composable Data Stack - Wes McKinney - Data Counci...
 
From Family Reminiscence to Scholarly Archive .
From Family Reminiscence to Scholarly Archive .From Family Reminiscence to Scholarly Archive .
From Family Reminiscence to Scholarly Archive .
 
Manual 508 Accessibility Compliance Audit
Manual 508 Accessibility Compliance AuditManual 508 Accessibility Compliance Audit
Manual 508 Accessibility Compliance Audit
 
Why device, WIFI, and ISP insights are crucial to supporting remote Microsoft...
Why device, WIFI, and ISP insights are crucial to supporting remote Microsoft...Why device, WIFI, and ISP insights are crucial to supporting remote Microsoft...
Why device, WIFI, and ISP insights are crucial to supporting remote Microsoft...
 
2024 April Patch Tuesday
2024 April Patch Tuesday2024 April Patch Tuesday
2024 April Patch Tuesday
 
Emixa Mendix Meetup 11 April 2024 about Mendix Native development
Emixa Mendix Meetup 11 April 2024 about Mendix Native developmentEmixa Mendix Meetup 11 April 2024 about Mendix Native development
Emixa Mendix Meetup 11 April 2024 about Mendix Native development
 
Use of FIDO in the Payments and Identity Landscape: FIDO Paris Seminar.pptx
Use of FIDO in the Payments and Identity Landscape: FIDO Paris Seminar.pptxUse of FIDO in the Payments and Identity Landscape: FIDO Paris Seminar.pptx
Use of FIDO in the Payments and Identity Landscape: FIDO Paris Seminar.pptx
 
Time Series Foundation Models - current state and future directions
Time Series Foundation Models - current state and future directionsTime Series Foundation Models - current state and future directions
Time Series Foundation Models - current state and future directions
 
Unleashing Real-time Insights with ClickHouse_ Navigating the Landscape in 20...
Unleashing Real-time Insights with ClickHouse_ Navigating the Landscape in 20...Unleashing Real-time Insights with ClickHouse_ Navigating the Landscape in 20...
Unleashing Real-time Insights with ClickHouse_ Navigating the Landscape in 20...
 
How to Effectively Monitor SD-WAN and SASE Environments with ThousandEyes
How to Effectively Monitor SD-WAN and SASE Environments with ThousandEyesHow to Effectively Monitor SD-WAN and SASE Environments with ThousandEyes
How to Effectively Monitor SD-WAN and SASE Environments with ThousandEyes
 
Decarbonising Buildings: Making a net-zero built environment a reality
Decarbonising Buildings: Making a net-zero built environment a realityDecarbonising Buildings: Making a net-zero built environment a reality
Decarbonising Buildings: Making a net-zero built environment a reality
 
New from BookNet Canada for 2024: Loan Stars - Tech Forum 2024
New from BookNet Canada for 2024: Loan Stars - Tech Forum 2024New from BookNet Canada for 2024: Loan Stars - Tech Forum 2024
New from BookNet Canada for 2024: Loan Stars - Tech Forum 2024
 
The Role of FIDO in a Cyber Secure Netherlands: FIDO Paris Seminar.pptx
The Role of FIDO in a Cyber Secure Netherlands: FIDO Paris Seminar.pptxThe Role of FIDO in a Cyber Secure Netherlands: FIDO Paris Seminar.pptx
The Role of FIDO in a Cyber Secure Netherlands: FIDO Paris Seminar.pptx
 
Moving Beyond Passwords: FIDO Paris Seminar.pdf
Moving Beyond Passwords: FIDO Paris Seminar.pdfMoving Beyond Passwords: FIDO Paris Seminar.pdf
Moving Beyond Passwords: FIDO Paris Seminar.pdf
 
TrustArc Webinar - How to Build Consumer Trust Through Data Privacy
TrustArc Webinar - How to Build Consumer Trust Through Data PrivacyTrustArc Webinar - How to Build Consumer Trust Through Data Privacy
TrustArc Webinar - How to Build Consumer Trust Through Data Privacy
 

Alfresco Records Management 2.0

  • 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