The document summarizes a presentation by Armedia on integrating records management into case management solutions. It introduces Armedia and its case management product. It then demonstrates how the product allows seamless integration of documents into an Alfresco repository for records management and compliance with retention policies. The technical integration is done through an enterprise service bus and business rules to determine the appropriate records category. The presentation concludes that Armedia's solution allows organizations to leverage both structured and unstructured information for improved decision making.

1. Seamless Records Management
Integration Into Your Case
Management Solution
David Miller, Director of Technology, Armedia
James Bailey, President of Armedia

2. Agenda
•
•
•
•
•
About Armedia
About Armedia Case Management
Definition of Problem/Opportunity
Demonstration of Solution
Q&A

3. Company Profile
Who We Are
Armedia is a systems
integration firm that
• Armedia was founded in 2002
• We are approximately 100 consultants and growing
• We are headquartered in Atlanta, GA, with offices in Vienna, VA
(Washington, DC), and Huntsville, AL
specializes in Enterprise
Content Management
• Armedia is an 8(a)/SDB certified, Veteran Owned business
solutions for the Federal
Government and
• Armedia has earned CMMI Level 3 appraisal
commercial customers.
Armedia provides full
software development
lifecycle services, as well
• Armedia is vendor neutral, but has strong ECM partnerships with
major leading providers
• Alfresco Platinum Partner and Certified Training Partner
• Member of EMC Documentum’s C3P program
as virtualization and
cloud services.
• Armedia holds a Top Secret facility security clearance with over
40 Top Secret-cleared employees.
Collectively, Armedia staff
has multiple Alfresco
certifications and has
successfully delivered
dozens of Alfresco
projects for government
clients
• Armedia has been the recipient of numerous awards including:
•
•
•
•
Alfresco Americas 2013 Federal Partner of the Year
Stevie award (The Well Project)
InfoWorld 100 Best Website of the Year (The Well Project)
Inc. 5000- 2008, 2010, 2011, 2013

4. Case Management Experience
"If we didn’t have
Armedia working on
this, we would have
• Federal Bureau of Investigation
failed."
•
Virtual Case File
"We got to market in 110
•
Sentinel
days. A serious feather in
Armedia’s cap is that we
started in March and
went live in June."
"We were pleased with
Armedia’s response to our
urgent call, their
understanding of the
Pharma Industry, and
their ability to quickly
stabilize and update our
document management
system."
Source: Aligned Action
LLC | Independent
Market Research for
Armedia LLC
• Federal Conference – Army Strong Bond
• OPM Federal Investigative Services
• Food and Drug Administration
• Consumer Product Safety Commission
• Consumer Financial Protection Bureau
• DHS United States Citizenship
and Immigration Services
• Housing and Urban Development
• National Science Foundation
• Washington Headquarters Services

5. About Armedia Case
Management

6. What is Armedia Case Management?
“We were attracted to
Armedia’s full lifecycle
expertise in content
management and proven
track record, particularly
since we not only needed
technical implementation
skills but also strategy and
direction on choice of
platform and migration of
content. We are pleased
with the progress we have
made toward a system
that more fully meets the
needs of our member
associations.”
Dan Hicks, NOLHGA’s
Manager of Information
Systems.
• Case Management Framework
•
•
•
•
•
•
•
•
Manage Cases
Manage Case Participants
Manage Tasks
Manage Documents/Records
Workflow
Full Text Search
Reporting
Security / Audit
• Seamless User Experience (developed
with user in mind)
• Intuitive
• Progressive Disclosure
• Mobile friendly

7. Case Management
Creation and
management of cases
are easier than ever.
• Ability to create and adjudicate
complaints
• Convert approved complaints to full
cases
• Advanced filtering
• Quick views

8. Task Management
It’s so easy to “get
things done”.
• Tasks are designed to
encourage the user to
clear their workload
• Easy to mark
complete, reassign, etc.

9. Business Process
Management
Streamlined workflow
to drive efficiency.
• We’ve taken our research and
created an easy approach for
collaboration and approval.

10. Document
Management
Armedia Case
Management
integrates with many
ECM repository to
include Alfresco, EMC
Documentum, FileNet
, and Microsoft
SharePoint.
• SOA-based architecture
• Services exposed at RESTful
APIs
• Document and Records
Management support through
integration
• Directory Services integration
• On-premise or Cloud
deployment

11. Armedia Case Management - Architecture
Smart Phones
Web Browsers
Presentation Layer
Integrated Portal
Dashboard
Extensible UI
Admin Control Panel
Spring MVC / REST Services
Spring
Security
Enterprise Service Bus
3rd Party
Application
Integration
Services
FTP MQ
JDBC
Full Text
Search
Authorization
Document /Case
lifecycle
Reports
/Queries
Business
Activity, Rul
es
Authentication
Workflow
Services
Audit Services
Data Access Control
Dashboard
Queries/Alerts
CMIS RM APIs
Enterprise Repository
Databases
File MSMQ
JMS
SMTP/IMAP
E-mail
LDAP
User Directory

12. Armedia Case Management
Process Overview - DEMO

13. The Compliance Problem

14. Problem Statement
Integration
“We are very pleased
with the end results
and the team was
great and easy to
work with. They were
professional and
knowledgeable and
helping us achieve
our main goal of
improving efficiency
for county employees
to better serve and
inform the citizens
and business partners
of the Gwinnett
County.”
Denise
Kenson, Enterprise
Solutions StrategyWeb Architect
Manager for the
Gwinnett County
government.
• Compliance with Presidential
Memorandum on Managing Federal
Government Records
• Compliance with paperless initiatives
• Compliance with retention policies
• Desire not to have staff concerned
about retention
• Desire for efficient compliance via
automation

15. OPM Document Approval
and RMA Integration DEMO

16. About the OPM Application
OPM Imaging
System
Manages all images
for security clearance
investigations.
• Stores and manages all document
images collected for every federal
security clearance investigation
performed by OPM (over 90% of all
clearance investigations)
• Everyone in this room that has a
federal security clearance has a case
file and document images in this OPM
application -- your records are being
managed by Alfresco

17. OPM Document Approval Scenario
Document
Approval
“Electronic Pre-
Review Process”:
labelled “ePRP” in the
user interface
• Document received about a subject
+ Stored separately from approved case
images; restricted access control
• User reviews the document
+ List and summarize adverse
information
+ Remove inappropriate pages per
business rules
• User approves the document
+ Now listed with other official case
documents
+ Now under RMA control

18. Armedia Case
Management
Alfresco RMA
Integration – Technical
Overview

19. What Just Happened?
Technical Overview
“We are very pleased
with the solution that
Armedia provided us.
Their ability to deliver a
custom cloud-based
solution within weeks
enabled us to
immediately scale our
business and increase
production.”
- Steve Davis,
President of
FederalConference.com.
• The OPM application:
+ Split the approved document into a
releasable image (sent to the
requesting agency) and a nonreleasable image
• The Enterprise Service Bus:
+ Chose the RMA category folder based
on business rules
+ Orchestrated Alfresco service calls
• Alfresco
+ Stored the split images
+ Created, filed, and completed the
records

20. How Does the ESB Choose the Category Folder?
Business Rules
Isolated to one part of
the ESB flow
• The set-rma-params ESB flow converts
the incoming approved document
properties into RMA parameters
+ document type => category folder (retention
policy)
+ case number => record folder
+ agency => originating organization
+ etc.
• Clearly the set-rma-params flow is specific
to OPM business rules; must be updated
to support other organizations
• set-rma-params may be pushed to a
business rules engine in the future
• Otherwise the RMA integration is generic
and can be reused for any customer

21. Alfresco RMA Integration
• Enterprise Service Bus Main Flow

22. Alfresco RMA Integration

23. So What?
The Takeaway
Has this 30 minutes
been worth it?
• If you need to seamlessly integrate
your applications and your records
repository • If you need to automate your business
processes or your case files • If you need to leverage your structured
and unstructured information to make
mission decisions:
Armedia + Alfresco = Smart + Simple!

24. Thank You
James Bailey
President - Armedia
(m) +1.213.925.2584
(o) +1.703.272.3270
(f) + 1.703.935.3030
James.Bailey@armedia.com
Come and see us at the table
outside for more information!
www.armedia.com
David Miller
Director of Technology - Armedia
(m) +1.703.517.3430
(o) +1.571.261.8640
(f) +1.703.935.3030
David.Miller@armedia.com