This document summarizes the configuration and implementation of an Alfresco records management system for a medium-sized agency. Key aspects included:
1) Creating group sites for each department
2) Adding document libraries for each department site
3) Configuring document types, metadata, and record declaration options
4) Mapping documents to a file plan structure based on their type and metadata for retention scheduling
5) Ensuring users could still access documents through their department sites without knowing about the separate records management module
The document summarizes an agenda for a webinar on Records Management in Alfresco. The webinar will include an overview of records management concepts and the Alfresco records management module, a demonstration of the module, and a question and answer session. Key topics to be covered are the records management content model, file plans, records, and user interfaces for searching and reporting on records.
This document summarizes a presentation about using SharePoint for enterprise content management (ECM) and records management (RM). It discusses why organizations use SharePoint for these purposes due to its cost advantages over competitors and integration with other Microsoft products. The document outlines SharePoint's ECM and ERM features from 2007 to 2013 and how they have expanded. It also notes some technical limitations of SharePoint and challenges of using it for robust RM. The presenter advocates integrating RM into business processes rather than creating silos and defining document types meaningful to users.
"Quel rôle pour les Archives entre records management et gestion de l'information? L’exemple des Archives de l’Etat du Valais"
Présentation donnée au Forum des archivistes de l'arc lémanique, le 8 novembre 2010.
Publiée en ligne avec l'aimable autorisation d'Alain Dubois (Archives d'Etat du Valais)
IP-TECH propose 11 sujets pour des stages de PFE. Cette présentation est destinée aux étudiants et aux professeurs de l’enseignement supérieur. Il commence par un aperçu rapide sur les différents sujets qui sont détaillés séparément dans les pages suivantes.
1. The Easy DMS application files can be downloaded from the SAP Service Marketplace and installed on machines. It provides a Windows explorer-like interface for navigating, searching, and interacting with documents linked to an SAP system.
2. Key features include searching for documents, viewing original files, checking documents in and out, and creating/editing document information records without using the SAP GUI.
3. Documents can be dragged and dropped into Easy DMS to quickly create new document records linked to SAP objects and with original files checked in. It streamlines the process of
The document discusses an integrated document management and file movement system for government departments. It aims to provide paperless and rule-based workflow automation by making documents and files easily accessible to users through a centralized system. The proposed system would simplify documentary workflows, allow remote desktop access, incorporate online authorization procedures, and introduce transparency to file movement tracking.
The document summarizes an agenda for a webinar on Records Management in Alfresco. The webinar will include an overview of records management concepts and the Alfresco records management module, a demonstration of the module, and a question and answer session. Key topics to be covered are the records management content model, file plans, records, and user interfaces for searching and reporting on records.
This document summarizes a presentation about using SharePoint for enterprise content management (ECM) and records management (RM). It discusses why organizations use SharePoint for these purposes due to its cost advantages over competitors and integration with other Microsoft products. The document outlines SharePoint's ECM and ERM features from 2007 to 2013 and how they have expanded. It also notes some technical limitations of SharePoint and challenges of using it for robust RM. The presenter advocates integrating RM into business processes rather than creating silos and defining document types meaningful to users.
"Quel rôle pour les Archives entre records management et gestion de l'information? L’exemple des Archives de l’Etat du Valais"
Présentation donnée au Forum des archivistes de l'arc lémanique, le 8 novembre 2010.
Publiée en ligne avec l'aimable autorisation d'Alain Dubois (Archives d'Etat du Valais)
IP-TECH propose 11 sujets pour des stages de PFE. Cette présentation est destinée aux étudiants et aux professeurs de l’enseignement supérieur. Il commence par un aperçu rapide sur les différents sujets qui sont détaillés séparément dans les pages suivantes.
1. The Easy DMS application files can be downloaded from the SAP Service Marketplace and installed on machines. It provides a Windows explorer-like interface for navigating, searching, and interacting with documents linked to an SAP system.
2. Key features include searching for documents, viewing original files, checking documents in and out, and creating/editing document information records without using the SAP GUI.
3. Documents can be dragged and dropped into Easy DMS to quickly create new document records linked to SAP objects and with original files checked in. It streamlines the process of
The document discusses an integrated document management and file movement system for government departments. It aims to provide paperless and rule-based workflow automation by making documents and files easily accessible to users through a centralized system. The proposed system would simplify documentary workflows, allow remote desktop access, incorporate online authorization procedures, and introduce transparency to file movement tracking.
The document outlines a 5-step process for API integration: 1) Research the API payload, type, and documentation; 2) Plan the data flows including authentication, timing, discrepancies, and CRUD operations; 3) Create a data map matching source and target objects; 4) Develop the integration following the planning; 5) Test the integration through development and use-case testing with input from end users. The goal is to plan thoroughly before development to streamline the process and ensure the integration meets requirements.
Haven’t Switched To ECM Yet? Think About Alfresco!Ajeet Singh
Documents are an inevitable part of all the organizations. Each organization runs on the core foundation of documentation, hence the document management system needs to be rock solid. In the recent times, it has become impossible to talk about enterprise content management and not mentioning Alfresco.
But ECM faces myriad challenges as well, this presentation will throw light on a few of them.
This document outlines the ETL process for a data warehouse. It discusses extracting data from both formal systems like operational databases and informal sources like Excel files. The data is extracted, transformed by integrating data, type conversions, and data cleansing, and loaded into staging areas and the data warehouse. Key aspects of the transformation include creating surrogate keys, referential integrity checks, normalization and de-normalization, mapping codes to descriptions, and building aggregate tables. The loading process is described as weekly or monthly refreshes to support sales and purchasing decisions.
Rational Team Concert (RTC) is an IBM tool for software development team collaboration. It provides an environment for managing plans, tasks, source control, documents, builds, and reports. RTC is highly customizable and built on the IBM Jazz platform. It allows teams to search for items, extract work items from descriptions, view component histories, annotate files, change work item attributes in bulk, and more.
4castplus provides tools for organizing, controlling, and managing project documents within its document management module. Key features include configuring document categories, classes, and metadata for hierarchical organization; auto-routing and cataloging of documents based on upload location; intelligent search and retrieval of documents; check-out and check-in of documents; and document versioning and access controls. Documents can be uploaded from various points in the system and are automatically categorized based on the upload location.
This world have numerous kinds and diversity .This kinds and diversity remain in whole world two two third is aquatic ,fresh water and marine water .This kinds and diversites knowledge and their total knowledge file management is very importance for fisheries science.
This freshwater and marine water has a huge number of vertebrate and invertebrate animals and plants. Thair identify and use is vary importance for fisheries and aquaculture .for that their proper file management is play a useful role in fisheries and aquaculture.
If we went to know the total plant and animals this is not possible to proper file management.
Culturable species and there predator knowledge and file management is vary importance for aquaculture .culturable species habitats and their food habit is very importance for successful aquaculture and also importance in breeding season and behavior and high growth rate fish data .There proper management and for fisheries student study documents is very important. So file management is very importance in fisheries science.
The document discusses Oracle's Documents of Record and Checklist functionality introduced in R11 and R12. Documents of Record allow users to store employment documents and search for them, while Checklists automate task tracking for processes like onboarding. The summary provides step-by-step instructions on configuring a checklist that generates two tasks - one for all employees and one only for full-time employees. Combined, these features can streamline HR compliance tasks.
The document provides specifications for managing safety documents within a new document management system. It outlines requirements for the Livelink system, including modules, folder structure and permissions. Extensive details are provided on workflow designs to automate document revision and approval processes. Metadata fields and categories for documents are defined. Search and reporting functions within Livelink are designed to allow staff to locate documents. The specifications aim to facilitate reduced duplication, easier document location and management of document lifecycles through automated workflows.
This methodology has proven to be the shortest path, to achieve a 100% accuracy, in data migration of many SAP implementations.
NOTE: You must download the PDF if you want to access the attached templates in APPENDIX A.
- Archiving objects are used to archive files from SAP systems to remove old data and improve performance. They specify which master or transactional data to archive.
- A three-step process is outlined for archiving data: 1) Create archive files by customizing archiving objects and running write jobs, 2) Store archive files on an external storage system, 3) Delete archived data from the database by running delete jobs.
- Key steps include setting up variants, jobs, start dates, and spool parameters for write and delete jobs, then reviewing job logs and spool reports to verify successful completion.
Ledger Document Management
Attach Document to Ledger using Browse
Multiple document attachment to single ledger
View Ledger document on Click
Attach ledger document from hard drive, network drive
Attach ledger document from FTP
Define physical location of file with document (Rack/Bin)
Click on print ledger documents
[-] Voucher document Management
Attach Document to voucher using Browse
Multiple document attachment to single voucher
View voucher document on Click
View attached document voucher only
Attach voucher document from hard drive, network drive
Attach voucher document from FTP
Click on print voucher documents
[-] Document Mailing
Mail Ledger documents
Mail single & Multiple attached ledger documents
Mail selected documents of ledger
Mail selected documents of ledger voucher
Multiple & TO/ CC emailling
Provision to add defined signature below mail
[-] Utility
Auto Save of attach document in a specified share folder
[-] Reports
Only Ledger having document attachment
Selected ledger documents only
Selected Group's ledger document only
Ledger account view with document view button
Only Voucher having document attachment
Selected voucher type attachment only
This document provides an overview of OpenText and its product landscape. It discusses the typical 3-tier architecture with database, application, and presentation layers. It describes the Livelink and Archive Server applications, their architecture, administration tools, and typical document workflows. Key components include the Archive Server, Livelink, Pipeline Server, and various administration tools for managing the OpenText landscape.
( 4 ) Office 2007 Configure The Official Records SiteLiquidHub
This document provides instructions for configuring an Official Records site in SharePoint to receive and organize content sent from other sites. It describes configuring the sending site to allow users to send content to the Official Records site and configuring the Official Records site to effectively organize incoming content according to the defined file plan using document libraries and record routing. The exercises guide the user through setting up a sample file plan for contract records and testing the records management functionality by sending a document from one site to the configured Official Records site.
This document discusses how to configure document management in Dynamics AX, including creating document types, document data sources, and using the Office add-in to create Word templates. It provides steps to create a document type for notes and files, configure forms to use specific document types, and create a document data source using a predefined query to populate Word templates for debt collection letters.
The document discusses a talk titled "Go With the Flow, Understanding Windows Workflow Foundation" which will explain what workflows are, the features of Windows Workflow Foundation, and demonstrate how it can be used to model common business processes like an estate agent managing property sales. It will cover the core concepts of workflows and activities, how to design workflows with Visual Studio and XAML, and some of the advanced features like rules engines and state machines. The talk is intended to provide enough information for attendees to understand if Workflow Foundation could benefit their projects.
( 4 ) Office 2007 Configure The Official Records SiteLiquidHub
This document provides instructions for configuring an Official Records site and related portal site to allow content to be sent from the portal to the Official Records site for records management purposes. It involves configuring the portal to enable a "Send To" option to the Official Records site, and configuring the Official Records site to receive content and organize it using document libraries and routing rules defined by a file plan. Testing is done by sending a sample document from a team site library to the Official Records site to validate the routing configuration.
This document provides a general user manual for merchandising software. It discusses topics such as using a multiple user database, desktop icons, data file locations, shortcuts, logging in, the dashboard, navigating records, searching, printing, and backing up data. The manual provides guidance on common functions for inputting, editing, deleting, and finding records. It also explains the user interface elements like forms, reports, menus, and navigation bars.
The document provides information about Oracle Fusion File Based Loader. It discusses how File Based Loader can be used to load data in bulk from other systems like Oracle Ebiz or PeopleSoft into Oracle Fusion HCM. It outlines the key steps for using File Based Loader which include: configuring the load process, defining business objects, generating cross-reference files, mapping source data, extracting source data files, uploading files to the content server, importing to stage tables, and loading from stage tables to application tables. An example of using File Based Loader to load grade data from Ebiz to Fusion HCM is also provided.
This document provides an overview and agenda for an enterprise document management platform called docEdge DMS. It discusses challenges with physical documents, how a document management system (DMS) addresses these challenges, key features of docEdge like security, centralized access, profiling and tagging, and product roadmap items. It also covers licensing models, maintenance support, and professional services for customization. The goal is to help organizations transform to digital workflows and improve customer experience through effective document management.
The document outlines a 5-step process for API integration: 1) Research the API payload, type, and documentation; 2) Plan the data flows including authentication, timing, discrepancies, and CRUD operations; 3) Create a data map matching source and target objects; 4) Develop the integration following the planning; 5) Test the integration through development and use-case testing with input from end users. The goal is to plan thoroughly before development to streamline the process and ensure the integration meets requirements.
Haven’t Switched To ECM Yet? Think About Alfresco!Ajeet Singh
Documents are an inevitable part of all the organizations. Each organization runs on the core foundation of documentation, hence the document management system needs to be rock solid. In the recent times, it has become impossible to talk about enterprise content management and not mentioning Alfresco.
But ECM faces myriad challenges as well, this presentation will throw light on a few of them.
This document outlines the ETL process for a data warehouse. It discusses extracting data from both formal systems like operational databases and informal sources like Excel files. The data is extracted, transformed by integrating data, type conversions, and data cleansing, and loaded into staging areas and the data warehouse. Key aspects of the transformation include creating surrogate keys, referential integrity checks, normalization and de-normalization, mapping codes to descriptions, and building aggregate tables. The loading process is described as weekly or monthly refreshes to support sales and purchasing decisions.
Rational Team Concert (RTC) is an IBM tool for software development team collaboration. It provides an environment for managing plans, tasks, source control, documents, builds, and reports. RTC is highly customizable and built on the IBM Jazz platform. It allows teams to search for items, extract work items from descriptions, view component histories, annotate files, change work item attributes in bulk, and more.
4castplus provides tools for organizing, controlling, and managing project documents within its document management module. Key features include configuring document categories, classes, and metadata for hierarchical organization; auto-routing and cataloging of documents based on upload location; intelligent search and retrieval of documents; check-out and check-in of documents; and document versioning and access controls. Documents can be uploaded from various points in the system and are automatically categorized based on the upload location.
This world have numerous kinds and diversity .This kinds and diversity remain in whole world two two third is aquatic ,fresh water and marine water .This kinds and diversites knowledge and their total knowledge file management is very importance for fisheries science.
This freshwater and marine water has a huge number of vertebrate and invertebrate animals and plants. Thair identify and use is vary importance for fisheries and aquaculture .for that their proper file management is play a useful role in fisheries and aquaculture.
If we went to know the total plant and animals this is not possible to proper file management.
Culturable species and there predator knowledge and file management is vary importance for aquaculture .culturable species habitats and their food habit is very importance for successful aquaculture and also importance in breeding season and behavior and high growth rate fish data .There proper management and for fisheries student study documents is very important. So file management is very importance in fisheries science.
The document discusses Oracle's Documents of Record and Checklist functionality introduced in R11 and R12. Documents of Record allow users to store employment documents and search for them, while Checklists automate task tracking for processes like onboarding. The summary provides step-by-step instructions on configuring a checklist that generates two tasks - one for all employees and one only for full-time employees. Combined, these features can streamline HR compliance tasks.
The document provides specifications for managing safety documents within a new document management system. It outlines requirements for the Livelink system, including modules, folder structure and permissions. Extensive details are provided on workflow designs to automate document revision and approval processes. Metadata fields and categories for documents are defined. Search and reporting functions within Livelink are designed to allow staff to locate documents. The specifications aim to facilitate reduced duplication, easier document location and management of document lifecycles through automated workflows.
This methodology has proven to be the shortest path, to achieve a 100% accuracy, in data migration of many SAP implementations.
NOTE: You must download the PDF if you want to access the attached templates in APPENDIX A.
- Archiving objects are used to archive files from SAP systems to remove old data and improve performance. They specify which master or transactional data to archive.
- A three-step process is outlined for archiving data: 1) Create archive files by customizing archiving objects and running write jobs, 2) Store archive files on an external storage system, 3) Delete archived data from the database by running delete jobs.
- Key steps include setting up variants, jobs, start dates, and spool parameters for write and delete jobs, then reviewing job logs and spool reports to verify successful completion.
Ledger Document Management
Attach Document to Ledger using Browse
Multiple document attachment to single ledger
View Ledger document on Click
Attach ledger document from hard drive, network drive
Attach ledger document from FTP
Define physical location of file with document (Rack/Bin)
Click on print ledger documents
[-] Voucher document Management
Attach Document to voucher using Browse
Multiple document attachment to single voucher
View voucher document on Click
View attached document voucher only
Attach voucher document from hard drive, network drive
Attach voucher document from FTP
Click on print voucher documents
[-] Document Mailing
Mail Ledger documents
Mail single & Multiple attached ledger documents
Mail selected documents of ledger
Mail selected documents of ledger voucher
Multiple & TO/ CC emailling
Provision to add defined signature below mail
[-] Utility
Auto Save of attach document in a specified share folder
[-] Reports
Only Ledger having document attachment
Selected ledger documents only
Selected Group's ledger document only
Ledger account view with document view button
Only Voucher having document attachment
Selected voucher type attachment only
This document provides an overview of OpenText and its product landscape. It discusses the typical 3-tier architecture with database, application, and presentation layers. It describes the Livelink and Archive Server applications, their architecture, administration tools, and typical document workflows. Key components include the Archive Server, Livelink, Pipeline Server, and various administration tools for managing the OpenText landscape.
( 4 ) Office 2007 Configure The Official Records SiteLiquidHub
This document provides instructions for configuring an Official Records site in SharePoint to receive and organize content sent from other sites. It describes configuring the sending site to allow users to send content to the Official Records site and configuring the Official Records site to effectively organize incoming content according to the defined file plan using document libraries and record routing. The exercises guide the user through setting up a sample file plan for contract records and testing the records management functionality by sending a document from one site to the configured Official Records site.
This document discusses how to configure document management in Dynamics AX, including creating document types, document data sources, and using the Office add-in to create Word templates. It provides steps to create a document type for notes and files, configure forms to use specific document types, and create a document data source using a predefined query to populate Word templates for debt collection letters.
The document discusses a talk titled "Go With the Flow, Understanding Windows Workflow Foundation" which will explain what workflows are, the features of Windows Workflow Foundation, and demonstrate how it can be used to model common business processes like an estate agent managing property sales. It will cover the core concepts of workflows and activities, how to design workflows with Visual Studio and XAML, and some of the advanced features like rules engines and state machines. The talk is intended to provide enough information for attendees to understand if Workflow Foundation could benefit their projects.
( 4 ) Office 2007 Configure The Official Records SiteLiquidHub
This document provides instructions for configuring an Official Records site and related portal site to allow content to be sent from the portal to the Official Records site for records management purposes. It involves configuring the portal to enable a "Send To" option to the Official Records site, and configuring the Official Records site to receive content and organize it using document libraries and routing rules defined by a file plan. Testing is done by sending a sample document from a team site library to the Official Records site to validate the routing configuration.
This document provides a general user manual for merchandising software. It discusses topics such as using a multiple user database, desktop icons, data file locations, shortcuts, logging in, the dashboard, navigating records, searching, printing, and backing up data. The manual provides guidance on common functions for inputting, editing, deleting, and finding records. It also explains the user interface elements like forms, reports, menus, and navigation bars.
The document provides information about Oracle Fusion File Based Loader. It discusses how File Based Loader can be used to load data in bulk from other systems like Oracle Ebiz or PeopleSoft into Oracle Fusion HCM. It outlines the key steps for using File Based Loader which include: configuring the load process, defining business objects, generating cross-reference files, mapping source data, extracting source data files, uploading files to the content server, importing to stage tables, and loading from stage tables to application tables. An example of using File Based Loader to load grade data from Ebiz to Fusion HCM is also provided.
This document provides an overview and agenda for an enterprise document management platform called docEdge DMS. It discusses challenges with physical documents, how a document management system (DMS) addresses these challenges, key features of docEdge like security, centralized access, profiling and tagging, and product roadmap items. It also covers licensing models, maintenance support, and professional services for customization. The goal is to help organizations transform to digital workflows and improve customer experience through effective document management.
Similar to Alfresco Records Management part II (20)
1. Alfresco Records Management
An Approach to Implementation, Part II
July 22nd, 2014 by Deja Nichols
In the 1st part of this blog “Alfresco Records Management; An Approach to Implementation – PART 1,” I went over the business
case and planning phase for a medium sized agency that wanted a seamless records management configuration, leveraging
Alfresco’ s Enterprise Content Management (ECM) system and Records Management (RM) Module.
To figure out how we wanted to go about design and implementation and how to configure the system properly, we need to get
an idea of the basic lifecycle of our documents and records. We needed to see where we were going. To build a castle, you need to
know how much total space, land you need etc. What are all the materials you need? What is it going to cost? Even if it’s just a
general idea, it’s best to map out what you want, what is required for the whole project first. You can’t just start out with one
room of a castle and “see where it takes you.” I have personally seen that it is the same with building ECM and RM systems.
Different documents can have different life cycles but here is a general example for a possible lifecycle for an HR Complaint:
In this blog, Part 2, I’m going to go over our last two general aspects, how we set up and implemented Alfresco in order to
accomplish our ideal records management configuration:
Configuration
Implementation
2. In order to best describe our configuration and implementation phase, I want to go over some very basic aspects of how things
were set up in Alfresco. Although we had an older version of Alfresco, most of this was out of the box with little configuration. So
here’s the basic aspects that we created in Alfresco that was important to the layout of the system:
1. Group sites
2. Document library within each group site
3. Document types
4. Metadata
5. Record Declaration
6. Seamless User Interaction
7. Records Management (RM) Module (aka RM repository or File Plan)
8. Workflows for certain documents and records
To break it down let’s start with the basic structure of our company. Like most companies, we have a hierarchical structure, about
seven different departments and about 200 employees. Every employee belongs to one department, so we set up each
department with a “group site” in Alfresco. (Human Resources Site, Finance Site, Legal Site etc…this is an out of the box feature in
Alfresco)
Each department group site has its own file repository. In Alfresco it is called a “Document Library,” which, per our records
policies, was deemed to be the single-source repository for all of that departments’ electronic documents.
Each document library can be set up with a unique set of “Document Types” to categorize documents into your file taxonomy.
They can also be unique per group sites’ document library. (For example, the Human Resources document library may have
“Employee Contracts” and “Resumes” as two possible document types, but Finance may have “Vendor Contracts” and “Invoices”
etc.)
The idea was that, upon an employee uploading a document to their department’s document library, they were prompted to select
a document type. You can also set up a sub-document type, if that was necessary per the retention schedule or file taxonomy.
Then, we configured the system to require the user to enter in any applicable m etadata for the document they are uploading. (As
required by our documents matrix in PART 1). Some of our documents needed to have extra properties (metadata) to help with
mapping it to the correct location for retention purposes. Example, for a document type “Resume” we wanted to add the following
metadata: “Name of Employee” so that the system knew which records management folder to put it in (which I will go over in mo re
detail later in this blog). Each record uploaded typically only needed one extra piece of information to correctly categorize it for
records management purposes.
3. The last step when uploading a document that we configured the system to be able to handle was to declare the document an
official record, which only showed up on document types that had a retention policy associated with it. If they chose a docum ent
type that was predetermined to be a record (as opposed to a non-record), then the user was given the option to choose whether
or not the document they were uploading should be declared as an official record. What this means is that if this document wa s
“complete” and ready as an “official record,” then checking that box would immediately declare it an official record upon
ingestion. But if the document was still a “work in progress,” and not yet an official “record,” the user could simply leave the box
unchecked and declare the document an official record at a later date, when it is fully completed. (Example: If the document type
is a “Contract,” and it is still being worked on when it was uploaded, they would not check the “declare record” box, upon
ingestion. But, then after some time, when that contract gets officially signed, they can declare it a recor d at that time).
For us, the word “Complete” was defined per document by the document matrix. Basically it is “when a document is considered
complete” and/or “at which point it becomes official record.” For us, one example of the declaration criteria was: “After the
document (in this case, a contract) was officially approved AND all stakeholders had signed-off on it, it could be declared a
record.” For some records this was not applicable, such as articles of incorporation, bills, financial statements etc. These were
automatically official records upon ingestion and immediately sent to the RM module for retention regardless, since they were un-
editable documents. So obviously anything of that document type was given the option to “declare it a record,” and it was
automatically declared after ingestion.
4. In most cases, we found the user usually knows what they are uploading. They usually upload their own work into the system an d
they usually know if that work is still “in progress” or “complete” etc. We also found that it was not even necessary to teach users
the document matrix because most of them knew what they were working on like the back of their hand. Thus, this method
worked for us and we did not have to turn our end users into Records Managers! They only needed to know 3 basic things:
1. What the document type was (invoice, contract, financial report)
2. What the metadata was (date of document or name of employee, etc., usually only one piece of extra information was needed)
3. Is it still being edited or otherwise worked on, or can it be declared a record now?
We wanted our users to be able to see the records in their own context. What I mean is, we did’t want them having to go look for
their documents in 2 places. We did’t want them to have to worry or even know about the RM module in Alfresco. All they needed
to know was that they upload documents to their group site and the RM works behind the scenes. So we set it up so that if they
are searching for documents on their group site, documents that were sent to the RM module (from that site) also show up in the
search results. They can open it and view it, collaborate on it without ever leaving their group site. (You can also set up a visual
indicator on each document as an “official record” so you can tell which ones have been sent.)
When someone sets up the Alfresco RM module it will allow them to create folders in what is called a “File Plan.” Then the Records
Manager can set retention rules (that coincide with the retention schedule) on those folders. From there, the documents can be
mapped to the File Plan folders (using the documents matrix as a guide) when a document type and metadata combo is placed on
a document and then declared a record. That File Plan folder runs the retention on the documents from there.
5. When the user selects “Yes” to the question “declare official record?” (whether upon ingestion or later declared), it tells the system
that this file can now be sent directly to the File Plan in the Alfresco RM Module.
Example:
Now let’s take a look at a practical example of how a file gets uploaded into the system and ends up in the file plan and reten tion
policies applied to it. (The characters indicated in green will be our input variables.)
Actor: Wants to upload an old invoice they found into the Finance group site. First enters in the document type: “Invoice.” Next
pops up, because “invoice” was selected, the required metadata for the document type “Invoice” which was configured to be
“Year.” Actor enters in a year: “2007.” Since “Invoice” doc type has a retention period connected to it, per configuration, the actor
sees the checkbox up for “Official Record?.” Actor chooses to “check” the box which = true (or Yes). Computer: from this input,
knows exactly:
Where to put this file (was configured to : RM Site/File Plan/Finance/Invoices/2007)
When to put it there (was configured to : “Declare Official Record?” yes = immediately an official record = sent to file plan
immediately)
How long it stays there (Document was placed in the Invoice folder.This file will keep records for current year + 6 years
per the rules placed on it by the Records Manager. Also since it was placed in the “2007” folder, the system knows when to
start the retention) [current year + 2007 + 6 = 2014]…this document is discarded on Jan 2014.)
6. If a document is not ready to be declared an official record upon ingestion (if you are still editing a contract for example) then one
can keep it in the system and declare it a record when it is ready/complete/approved etc.
This diagram (above) shows the flow of a typical record lifecycle. Flow: upload, assign doc type and metadata, if not yet rec ord –
edit/collaborate, later declare record, retain and discard (if applicable), etc. Upon upload, the document has its entire life already
mapped out for it, depending on the configuration of the document types, metadata and file plan. (Please note, there are some
official records that are never discarded and have a “Permanent” retention. The file plan can accommodate for these types of files
as well and the above model would need to be slightly modified to account for that. You don’t even need to ask if it’s an off icial
record or not on permanent records as discussed earlier in this blog.)
Another popular option when declaring a record is to put the document through a workflow that takes it through an approval
process, and once the document gets approved via the workflow, it automatically declares itself a record. The system, from th at
point on, knows all the information it needs in order to retain it, and if applicable, dispose of it per policy.
7. The creation of workflows is an important step to know what kind of workflows your company needs for records and
documents/files, etc. This may be intimately connected to the lifecycle and management of your records so I suggest keeping it in
mind when mapping out your system. For more information from Armedia about Workflows in Alfresco, see our Blog Subsection
on Alfresco Workflows.
This approach is primarily a “day forward” solution. When it comes to migration, there may need to be a different approach so
files can be ingested into the new system and arrive at the correct location within Alfresco.
Also I would like to note that this approach might work best with a customized user interface for more flexibility.
There are many different ways to go about implementing Records Management, and companies need flexible customization that
will work for their business processes and records management needs. This method can help you get started on your own
configuration and implementation.
For more information on Records management, check out our white paper: “Records Management: An Approach to Getting
Started”
To read more Armedia Blogs about Alfresco, See these links: Alfresco Records Management, Alfresco ECM