TOYIN.txt

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TOYIN.txt

  1. 1. I WILL LIKE TO TAKE YOU ON A TOUR OFALFRESCO SHARE AND THE ALFRESCO SHARE MANAGEMENT MODULEIM GOING TO DEMONSTRATE SOME BASIC ALFRESCO RECORDS MANAGEMENT CAPABILITIES FIRST WE LOGIN TO ALFRESCO SHARE, A WEB BASED CLIENT THAT WORKS WITH EITHERINTERNET EXPLORER OR FIREFOX BROWSERS.WE LOGIN AS THE APPLICATION ADMINISTRATORTHE ALFRESCO SHARE HOMEPAGE DASHBOARD IS WHAT WE SEE AFTE LOGGING INTHE LAYOUT OF THE COMPONENT DASHLETS ON THIS SCREEN IS DEFINED BY THE USERSPREFERENCEIN THE UPPER LEFT, I HAVE A LIST OF ALFRESCO SHARE THAT I HAVE ACCESS TOIM GOING TO SHOW YOU THE RECORDS MANAGEMENT SITE..I CLICK ON THE RECORDS MANAGEMENT LINK AND CAN THEN SEE THE DASHBOARD FOR THATSITE. THERE ARE SOME OPTIONS ACROSS THE TOP THAT ARE VERY SPECIFIC TO RECORDSMANAGEMENT. THE FILE PLAN AND THE RECORDS SEARCH..LET ME SHOW YOU AN EXAMPLE FILE PLAN FOR RECORDS MANAGEMENT AS I CLICK ON THEFILE PLAN LINK .ON THE FILE PLAN ULL SEE THE TREE REPRESENTING THE FOLDER HIERARCHY OF THE FILEPLAN ON THE LEFT.. AND IN THE CENTE YOU CAN SEE THE ROOT LEVEL FOLDERS.THE FILE PLAN IS SET UP TO CONFORM TO THE DOD 5015.2 STANDARD.(. This standard defines requirements for the management of records within theDepartment of Defense)TOP LEVEL FOLDERS ARE CALLED CATEGORY.. AND WITHIN CATEGORIES ARE FOLDERS ANDRECORDS AND RECORDS ARE THEN FILED INTO DOSE CATEGORIESI CLICK ON A FOLDER WITHIN THE CATEGORY (WE CAN HAVE CATEGORIES IN A CATEGORY)I CLICK ON THE VIEW DETAILS IN THE CATEGORY. I CAN EXAMINE THE DISPOSITIONSCHEDULE ASSOCIATED WITH THE CATEGORYTHIS SCREEN SHOWS ACTIONS AVAILABLE FOR THIS CATEGORY, BUT IT ALSO SHOWS IN THECENTER A DISPOSITION SCHEDULE FOR THE CATEGORY..IN THIS EXAMPLE THERE ARE _ STEPS TO THE DISPOSITION.I CLICK ON THE DISPOSITION STEPS AND VIEW OR EDIT THE SPECIFIC DETAILS OF THESCHEDULE HERE WE SEE THE FIRST STEP OF THE SCHEDULE.. IT SPECIFIES WHEN FOLDERS WITHINTHIS CATEGORY WILL BE CUTOFF.THE TRIGGER FOR THIS STEP TO OCCUR IS EITHER A TIME BASED OR EVENT-BASED. INTHIS EXAMPLE, CUTOFF WILL BE TRIGGERD EITHER AT THE END OF THE WEEK WHEN IT WASFILED OR WHEN IT IS NO LONGER NEEDED. LETS HIT CANCEL AND GO BACKAND DONE TO EXIT THIS PAGE..NOW WERE BACK AT THE RECORDS CATEGORY PROPERTIES PAGE. WHIL WERE HERE WE MIGHTNOTE THAT THE CATEGORY, LIKE LL FOLDER ELEMENTS OF THE FILE PLAN, HAS A UNIQUEIDENTIFIER..NOW LET ME CLICK THROUGH TO SEE THE FOLDERS THAT ARE IN THIS CATEGORY:THE SCREEN SHOWS THE FOUR FOLDERS. NOTE THAT THERE ARE ICON IDENTIFIERS ON THELEFT OF EACH OF THE FOLDERS.****THE REDFILLED CIRCLE WITH A HYPHEN IN DICATES THAT THE FOLDER HAS BEEN CUTOFF...CUTOFF IS A BREAKING POINT, USUALLY AT THE END OF THE FISCAL /ACTION OR CALENDEROF A YEAR AFTER WHICH FILES WILL BE TRANSFERRED OR DESTROYED.***THE CLOSED LOCK MEANS THAT NO MORE DOCUMENTS CAN BE ADDED TO THIS FOLDER.****THE SNOWFLAKE ICON INDICATES THAT SPECIAL CIRCUMSTANCE, LIKE COURT ORDER,
  2. 2. HAVE REQUIRED A HOLD TO BE PLACED ON THESE RECORDS..****THE OPEN LOCK MEANS THAT THIS BOTTOM FOLDER IS STILL OPEN FOR FILING..NOW LETS GO TO THE FOLDR THATS STILL OPEN. NOW WE WILL FILE AND DECLARE A NEWRECORD FOR THIS FOLDER. BY CLICKING "FILE", I CAN START THE PROCESS.YOULL SEE THAT THERE ARE TWO OPTIONS FOR FILING, EITHER ELECTRONIC OR NONELECTRONIC*** FOR NON ELECTRONIC RECORDS, I CAAN ENTER THE METADATA THAT DEFINES THEPHYSICAL LOCATION OF THE RECORD****AND FOR ELECTRONIC RECORDS,I FIRST NEED TO UPLOAD AND FILE THE DOCUMENTS.ILL SELECT A FILE FROM MY LOCAL MACHINE, IN THIS CASE ITS A WORD FILE AND THENI UPLOAD THE FILE TO ALFRESCO. THE FILE IS NOW UPLOADEDYOULL NOTICE THAT THE RECORD IS MARKED AS UNDECLARED. THE REASON WHY IS BECAUSENOT ALL METADATA REQUIRED FOR THE DOCUMENT TO BE DECLARED A RECORD HAS BEENENTERED.SO I CLICK ON THE EDIT METADATA TO ADD THE REQUIRED DATA FOR THIS DOCUMENT. THISPAGE SHOWS ALL THE DATA FIELDS FOR THIS TYPE OF DOCUMENT. LET ME SCROLL DOWN TOGET TO THE REQUIRED FIELDS.. FOR THIS DOC, YOULL SEE....... ARE REQUIRED..SO YOU NEED TO ENTER SOME FIELDS..GOING BACK TO THE FOLDER CONTENTS, YOULL SEEITS STILL NOT DECLARED AS A RECORD, SINCE WE HAVE ENTERD THE RQUIRED METADATA,WE CAN NOW DECLARE AS A RECORD BY CLICKING ON THIS ACTION. IT IS NOW A RCORD..I CAN NOW CLICK THROUGH INTO THE DOCUMENT TO VIEW THE DOC PROPERTIES. WE CAN SEE HERE THAT IN THE DOC PPTIES THAT IT IS MARKED AS A RECORD AND THATIT WAS DECLARED A RECORD BY USER ADMIN.. WE CAN ALSO SEE THE MANDATORY RECORDATTRIBUTES THAT WERE ASSIGNED. AND SCROLLING DOWN FURTHER YOU CAN SEE, BECAUSEOF THE DISPOSITION SCHEDULE DEFINED ON THE CATEGORY/FOLDER OF THE FILE PLAN,THIS RECORD IS VITAL.. AND AS SUCH .. IT IS UP FOR REVIEW ONE YEAR FROM THE DATEOF FILINGWE CAN SCROLL BACK UP TO THE TOP AND NOTICE SOME INTERESTING FEATURE OF ALFRESCOSHARE, IT IS D FLASH VIEWER OF ALFRESCO SHARE. IT ALLOWS USERS TO BE ABLE TOVIEW THE UPLOADED WITHOUT THE ORIGINAL AUTHORING SOFTWARE.THERES ALSO AN AUDIT LOG FOR THE RECORD.IN THE AUDIT LOG, YOU CAN SEE ANY CHANGES THAT HAVE OCCURED WITH THIS DOCUMENT,AND THE SUMMARY OF CHANGES IS VERY GRANULAR. IT SHOWS ME PRPERTIES THAT HAVECHANGEDTHEIR OLD VALUES AND THE NEW VALUES AND I CAN SEE WHEN THE DOC WAS FIRST FILED,WHEN UPDATED THE METADATA AND WHEN IT WAS DECLARED A RECORD.BACK UP TO THE FOLDER..(WHERE THE FOUR SIGNS ARE)AS U CAN RECALL BASED ON THE DISPOSITION SCHEDULE IN THE CATEGORY, THIS FOLDERIS SET TO BE CUTTOFF EITHER AT THE END OF THE YEAR OR ON THE MANUAL EVENT CALLED@NO LONGER NEEDED" >>> GOTO VIEW DETAILS (OPEN DOC)IF I CLICK ON THE EVENT FOR THIS FOLDER COMPLETE EVENT SHW ITS NO LONGERNEEDED..IT NOW SOWS ME THE DATE AND TIME THAT I AM COMPLETING THIS EVENT.THE CUTOFF OPTION NOW BECOMES AVAILABLE.. THIS IS A BCKGROUND PROCESS THAT ISSCHEDULED TO RUN PERIODICALLY AND WILL CUTOFF THIS FOLDER AND ALL RECORDS INIT..LET ME NOT WAS UR TIME WAITIN FOR THE CUTOFF ACTION TO TAKE EFFECT, SO IM GONCLICK ON THE CUTOFF ACTION. I CAN SEE THAT THE FOLDER HAS BEEN SUCCESSFULLYCUTOFF.
  3. 3. IF I GO BACK INTO THE FOLDER, I CAN SEE THAT ALL RECORDS IN IT NOW ARE MRKEDWITH RED CIRCLE ICON INDICATING CUTOFF, I CAN ALSO GO BACK U TO THE CONTAININCATEGORY FOLDER AND SEE THAT THE FOLDER ITSELF IS MARKED AS CUTOFFFILE PLAN STRUCTURE USE BY ALFRESCOSERIESCATEGORYFOLDERRECORDSFILE CABINET..>>> DRAWERS>>FOLDERS..5015.2 FILE PLAN STRUCTUREIS THAT OF A FILE CABINETONLY THESE 3 LEVELS ARE ALLOWED IN THE 5015.2.IT KEEPS TINGS SIMPLEU CNT FILE A RECORD IN A SERIES OR CATEGORY ONLY IN FOLDERFILE PLAN

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