Digital and compliant by
default:
A fresh and different approach to
make Records Management easier

Thursday, 23 January 14
“End user adoption of RM
applications remains a
significant challenge”
“Records Managers Must Focus On Business Needs, Budg...
Only 34% of Orgs are Decreasing their Volume
of Paper Records

- AIIM 2013 Information Governance
Industry Watch

Over 50%...
• User Adoption : take Records
Management away from the user,
make it happen in the background
• Records Management needs ...
The Record Continuum

Exec Staff &
Content Creators / Users Record Managers

‘Get Work Done’ ‘Information Governance & Com...
Where does a Record start?
•
•
•
•
•
•
•
•
•
•
•
•

Office & PDF files
Videos
Audio
Images
Emails
Scanned Documents
Social ...
Our users work in different ways
Shared Drive

Email
Office

Other Software
Web

Thursday, 23 January 14
Our users work in different ways
Shared Drive

Email
Office

Other Software
Web

Thursday, 23 January 14
Alfresco’s Fantastic 4
•
•
•
•

Authenticated Access
Version Control
Business Rules Engine
Workflow / Business Process Mana...
Alfresco’s Fresh Approach
• In-place records
• Intelligent file plan 
• Automated filing and declaration

Thursday, 23 Janua...
In
Place
Records

•

No need to understand complex
File Plans

• File and Declare records
anywhere
• Easy access to files
•...
File Plan Control
Contracts
File Plan

Policies

Thursday, 23 January 14
Intelligent
File
Plan

•

Record folders created when
needed

•

No need to constantly manage and
update the file plan

•

...
Intelligent File Plan

Case No.
2011
Case No.
2012
Case No.
2013

Dynamic
Folders
Thursday, 23 January 14
Automated
Record
Filing

• File and Declare as part of
business process
•

Define automated business rules

•

Hide RM from...
Automated Record Filing

Unfiled
Records

Thursday, 23 January 14

Example Rule:
if condition is xxxx…
then file record
or c...
Thursday, 23 January 14
Sync

Alfresco – The Hybrid ECM Solution

Thursday, 23 January 14

Firewall
Sync

Alfresco – The Hybrid ECM Solution

Thursday, 23 January 14

Firewall
Thursday, 23 January 14
Records Management self-assessment
Alfresco has teamed up with AIIM to provide you with this quick
tool to measure your cu...
Records Management self-assessment
Alfresco has teamed up with AIIM to provide you with this quick
tool to measure your cu...
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Alfresco Records Management - Digital and compliant by default

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This webinar looks at a fresh and different approach to make
Records Management easier. The 3 main topics covered in this session are:

In-place records
Dynamic file plan
Automated filing and declaration

View slides here.

Published in: Technology, Business
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Alfresco Records Management - Digital and compliant by default

  1. 1. Digital and compliant by default: A fresh and different approach to make Records Management easier Thursday, 23 January 14
  2. 2. “End user adoption of RM applications remains a significant challenge” “Records Managers Must Focus On Business Needs, Budgets, And Technology To Succeed” Forrester Research.  September 18, 2013. Analyst Cheryl McKinnon Thursday, 23 January 14
  3. 3. Only 34% of Orgs are Decreasing their Volume of Paper Records - AIIM 2013 Information Governance Industry Watch Over 50% of Orgs have either None or more than Three Content Management Systems - AIIM 2013 ECM Industry Watch Over 60% of Orgs still primarily use Network File Shares. - AIIM 2013 ECM Industry Watch Thursday, 23 January 14
  4. 4. • User Adoption : take Records Management away from the user, make it happen in the background • Records Management needs to be an automated process. • Business users should not need to do anything different from their usual way of working Thursday, 23 January 14
  5. 5. The Record Continuum Exec Staff & Content Creators / Users Record Managers ‘Get Work Done’ ‘Information Governance & Complian Thursday, 23 January 14
  6. 6. Where does a Record start? • • • • • • • • • • • • Office & PDF files Videos Audio Images Emails Scanned Documents Social Network Content Physical Articles CAD Drawings Annotations Comments Web Content Thursday, 23 January 14
  7. 7. Our users work in different ways Shared Drive Email Office Other Software Web Thursday, 23 January 14
  8. 8. Our users work in different ways Shared Drive Email Office Other Software Web Thursday, 23 January 14
  9. 9. Alfresco’s Fantastic 4 • • • • Authenticated Access Version Control Business Rules Engine Workflow / Business Process Management Thursday, 23 January 14
  10. 10. Alfresco’s Fresh Approach • In-place records • Intelligent file plan  • Automated filing and declaration Thursday, 23 January 14
  11. 11. In Place Records • No need to understand complex File Plans • File and Declare records anywhere • Easy access to files • No need to keep ‘private’ copies Greater User Adoption Thursday, 23 January 14
  12. 12. File Plan Control Contracts File Plan Policies Thursday, 23 January 14
  13. 13. Intelligent File Plan • Record folders created when needed • No need to constantly manage and update the file plan • Records filed automatically in the correct record folder Simplified Filing Thursday, 23 January 14
  14. 14. Intelligent File Plan Case No. 2011 Case No. 2012 Case No. 2013 Dynamic Folders Thursday, 23 January 14
  15. 15. Automated Record Filing • File and Declare as part of business process • Define automated business rules • Hide RM from end users • Never have content ‘slip through the gaps’ Greater Content Coverage Thursday, 23 January 14
  16. 16. Automated Record Filing Unfiled Records Thursday, 23 January 14 Example Rule: if condition is xxxx… then file record or complete record or set metadata or reject etc.
  17. 17. Thursday, 23 January 14
  18. 18. Sync Alfresco – The Hybrid ECM Solution Thursday, 23 January 14 Firewall
  19. 19. Sync Alfresco – The Hybrid ECM Solution Thursday, 23 January 14 Firewall
  20. 20. Thursday, 23 January 14
  21. 21. Records Management self-assessment Alfresco has teamed up with AIIM to provide you with this quick tool to measure your current Records Management implementations against industry best practice. Answer the 10 questions in this self-assessment questionnaire and gain an insight into whether your organisation is following best practise for Records Management. Score your own activity and get advice based on data from AIIM. Download your results in a report that has additional advice from AIIM to share with your team members. http://www.alfresco.com/ easyRM Thursday, 23 January 14
  22. 22. Records Management self-assessment Alfresco has teamed up with AIIM to provide you with this quick tool to measure your current Records Management implementations against industry best practice. Answer the 10 questions in this self-assessment questionnaire and gain an insight into whether your organisation is following best practise for Records Management. Score your own activity and get advice based on data from AIIM. Download your results in a report that has additional advice from AIIM to share with your team members. http://www.alfresco.com/ easyRM Thursday, 23 January 14

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