Post on 05-Dec-2014
description
Alfresco Records Management Paul Hampton Director of Product Marketing
What is Alfresco? Alfresco is the cloud connected content platform that allows you to work anywhere, on any device, with the apps of your choice
business critical content platform in the cloud, on-premise or both tablet & mobile workplace in the cloud, on-premise or both open standard API for content apps in the cloud, on-premise or both 1
in the cloud multi-tenant SaaS
on-premise full ECM platform
or both enterprise cloud sync
Alfresco Success 2,300 Enterprises customers in 75 countries 6.6 Million users 70% of which are paid 3.3 Billion files being managed globally Active community thousands of developers, "300+ partners
…the largest open source content management company in the world.
Alfresco is now the largest open source content management company in the world.
• $1.3 million in IT & training cost savings • 10 month average payback period • 53% ROI in three years • Flexibility and Open Standards praised
SO WHAT ABOUT RECORDS MANAGEMENT?
Records Management What is Records Management?
"The field of management responsible for the efficient and systematic control of the creation, receipt, maintenance, use and disposition of records, including the processes for capturing and maintaining evidence of and information about business activities and transactions in the form of records"
What is a Record?
"information created, received, and maintained as evidence and information by an organization or person, in pursuance of legal obligations or in the transaction of business".
The art of throwing things away!
Why Bother? • Legislation
– Data Protection Act – Freedom of Information Act – Companies Acts – The Human Rights Act – Civil Evidence Act – Criminal Justice Act – Environmental Information
Regulations – Regulation of Investigatory
Powers Act
Bottom Line
Legal requirement to manage company information Used to prove who knew what and when Badly managed Records could be a liability
AIIM Research “As can be seen, 28% of organizations would take more than a month to produce documents for a legal discovery process, and there is a suspicion that those declaring 2-4 weeks are more in hope than truth, since this period is mandated in a number of data protection and freedom of information rules.”
Source: State of the ECM Industry 2009, AIIM
DM Does That?
Document Management Records Management
Documents can be created at any time and for any purpose
A document can be changed as times goes on it is a work in progress
Documents are kept or deleted according to user requirements
Document filing structure, is built by users and changes over time, typically by adding new folders to the hierarchy
Classification scheme is defined by the organization and cannot be altered by users, often it is prescribed Records are created as part of a business process or transaction Once a record is declared it must not change except in exceptional circumstances
Records are retained for predetermined time periods and disposed of after they expire
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Drawback of Traditional Approach
Approach • Standalone solutions • Complex • Expensive • Technology • Limited scope
Result • Inconsistent information • Lack of adoption • Limited usage • Expensive to maintain • Not covering all content
Traditional Records Management: Not integrated into common business practice,
domain of records specialists
Design Goals • Simplicity
– of use for occasional users • Reach
– to all users in an organization • Cost
– deliver an open source records management solution • Implementation
– minimize the desktop footprint • Future proofing
– provide a potential model and basis for future standards work
‘Records Management without the tears’
Support for Full Record Lifecycle
• Workflow • Versions • Comments • Access control
• Security • Disposition • Audit
DM and Collaboration Record Vault
One System
RM 2.0
• New version of RM – Removed DOD constraints – Support multilevel File Plan – Leverages Alfresco 4 customization – Saved searches – Better performance – Extensible – Model, Actions and Forms
• Will need Alfresco 4.0.2 – Delivered as two AMPs
July 2012
Feature Set
• File Plan • Record Types • Record Filing • Disposition Schedules • Events
• Security • References • Searching • Auditing • Administration
File Plan
• Used to store ‘Records’ – Categories hold disposition schedule – Records are filed in Record Folders
• Administrators create the File plan – Security used to control what users can see – Users can add records
• Supports custom metadata
New File Plan File Plan
Record Folder
Record Category Old New
Record Types • Support both Electronic
and Physical records • Multiple electronic
types: – Default – Scanned Record – Digital Photograph
Record – PDF Record – Web Record
• A folder can contain both electronic and physical records
Record Filing • Records can be filed
through multiple interfaces: – Import to RM site – From within Alfresco – Desktop with CIFS,
WebDAV, FTP, etc. – IMAP email client
• Workflow – Allow multiple users to
complete the metadata
• 3 Stage process – File – Complete data – Declare
• Records Managers can un-declare records – Before cutoff only
Alfresco Flexible Data Model Type = Report
Type Attributes... Subject Report date Business area
Type = Contract
Type Attributes... Customer Effective date Value
Type = Email
Type Attributes... Subject Sent By Sent To
Type = Physical
Type Attributes... Format
Aspect = RM Record Aspect Attributes... Record identifier Classification code Creating organisation Date of record
Any document type can be put under the control of RM
Disposition Schedules • Attached to Record
Categories – Apply to categories and
folders below • Control Records
– Retention – Disposition
• A number of steps – Cutoff – Transfer – Retain – Accession – Destroy
Events • User Events
– Defined by a suitably privileged user
– Can then be included in disposal schedules
– Completed by suitably privileged user
• System Events – Completed by the system – Trigger – Obsolete, Supersede,
Transfer • Supports multiple events
Security – Overview
• Certified with LDAP or external authentication
• Users have to be Records Management users
• Enhanced Security – Capabilities – Records Management Roles – Supplementary Markings / Caveats
Security – Capabilities • There are over 50 of these
– Extend Retention Period Or Freeze, Close Folders, Create Modify Destroy Reference Types, Destroy Records Scheduled For Destruction, etc.
• Each allows one specific capability in the system Extend Retention Period Or Freeze – Allow the user who has this to freeze records and folder, thus
extending their retention period Close Folders – A user who has this can close folders to further filing – Note there is also another capability which is the reverse: Re-
Open Folders
Security – Roles • Pre-Defined Records
Management Roles – Administrator – Manager – Power User – Security Officer – User
• A way of grouping capabilities
• Can be extended
References • Relationships between
records • Can be…
– Parent / Child – Bi-directional – User Defined
• Email splits automatically create a reference
• Can act like events
• Parent / Child – Obsoletes, ObsoletedBy – Rendition, Rendition Of – Supersedes,
SupersededBy – Supporting Documentation,
Supported Documentation – Versions, VersionedBy – Message, Attachment
• Bi-Directional – Cross-Reference
Examples
Searching • Search on
– Record and content properties
– Disposal schedules – Calculated values (e.g.
Dates) – Record status – Custom properties
• Configurable results – Returned values – Re-order columns
• Save for later use / re-edit
Auditing • Audit trail of actions • Filtered by Event,
User or Date
• Searches can be exported or filed and declared as records
Administration – Dashlet
• Dashlet – Can be given to any user
• Allows access to Management Console
• Only admin functions applicable will be available – Based on roles
Summary • Legislation means
companies need to control vital records – But it is not about
keeping everything forever
• One system for RM and DM
• Designed for ease of use to drive user adoption
Alfresco Enterprise
Document Management
Team Collaboration
Rich Media Support
Web Content Services
Process Management
Image Management
Electronic Records
Management
QUESTIONS? What to do next… Try for free –
http://www.alfresco.com/products/enterprise/trial DevCon –
http://devcon.alfresco.com