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Alfresco and records management at the Department for Business, Innovation and Skills

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The Department for Business, Innovation and Skills chose Alfresco as their modern content and information governance solution. This presentation takes us through the organisation, to the catalyst for change, right to the challenges that become apparent when taking on a project of this size.

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Alfresco and records management at the Department for Business, Innovation and Skills

  1. 1. Alfresco and Records Management Jack Sim Project Manager
  2. 2. 2 Presentation overview 1.  How BIS works 2.  Old World and Catalyst for Change 3.  The New World – Informa@on and Records 4.  Data Migra@on 5.  Working in Prac@ce 6.  First Impressions 7.  Challenges 8.  Lessons Learnt 9.  What users want 10. Next steps
  3. 3. 3 1. How BIS works •  3,600 Core BIS staff in over 20 sites •  Policy department •  Includes UKTI, UK Space Agency, OME and LPC.
  4. 4. 2a. The Old World… 4 70 shared drives and one records management system
  5. 5. 5 2b. Catalyst for Change •  Key driver for change was the end of 15 year IT contract •  Looked for a more flexible IT system in line with Cabinet Office Government ICT Strategy •  We wanted to collaborate and have a more user friendly system
  6. 6. 6 3a. The New World – InformaBon and Records •  Working with Gartner we decided upon an ECM •  Zaizi delivering Alfresco was our preferred option •  Our data is hosted with Skyscape
  7. 7. 3b. The New World – InformaBon and Records 7 1. My Files 2. Team/Project Sites 3. Records Management Site Personal area Team Sites containing ac@ve documents. Key Area that will be used day-to-day Legacy records & any new official records stored here
  8. 8. 4.Data MigraBon Matrix Records – New File Plan 11 million Current records 5TB of data M:drive 4.5 million documents 3TB of data Alfresco Records Management Module Migrated by ITD / Zaizi Migrated by ITD / Zaizi Alfresco Team Sites (active working docs) Centrally managed migraBons (by ITD) Matrix Records – Old File Plan 3 million Current records 1TB of data Separate Instance of Alfresco Records Management Module Alfresco Migrated by ITD / Zaizi
  9. 9. 9 5. Working in PracBce •  We now distinguish between working documents and records •  The two areas are linked and users declare records in one click Site RM Folder A Folder A Declared Records Folder A1 Declared Records
  10. 10. 10 6. Records management in Alfresco •  We have the Records Management module 2.2.1 of Alfresco •  Out of the box •  We are learning how to use it Image from IN--FORM CONSULT LTD
  11. 11. 7. First Impressions – What users liked •  Easier to save documents into System and Declare as records •  Easier to change and update properties •  Clear on what was a working document and what is a declared record •  Users are now more hidden from the complexities of the File Plan due to the split between information and records 11
  12. 12. 12 8. Records Management – Challenges •  Large amount of data has caused some performance issues in navigating Records Management •  Bulk permission changing is difficult due to migrating locally set permissions across •  Restructuring of Permission Groups in Records Management is difficult with current set of tools •  Risk users store information in site only and never declare records
  13. 13. 13 9.Records Management Lessons Learnt •  Migrating with permissions took a long time •  If timescales allow, de-duplication software will cleanse data. •  Identify inactive/ infrequently accessed Matrix data could be stored in a remote location.
  14. 14. 10. What users want for the future •  Ability to Bulk Declare Records •  Ability to link folders in the site area •  Ability to search specific record management categories or folders 14
  15. 15. 11. Next Steps •  Electronic Records Appraisal •  Machinery of Government Change •  KIM Team Admin Tasks •  Make use of the Workflow Feature •  What users want - Bulk Declare of Records etc 15

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