Slides from Alfresco RM 2.0 webinar

1. Alfresco
Records Management
Paul Hampton
Director of Product Marketing

2. 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
1
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
in the cloud on-premise or both
multi-tenant SaaS full ECM platform enterprise cloud sync

3. 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.

4. 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

5. SO WHAT ABOUT
RECORDS MANAGEMENT?

6. Records Management
What is Records Management? What is a Record?
"The field of management "information created, received,
responsible for the efficient and and maintained as evidence and
systematic control of the information by an organization or
creation, receipt, maintenance, person, in pursuance of legal
use and disposition of records, obligations or in the transaction
including the processes for of business".
capturing and maintaining
evidence of and information
about business activities and
transactions in the form of
records"
The art of throwing things away!

7. Why Bother?
• Legislation
– Data Protection Act Bottom Line
– Freedom of Information Act
Legal requirement to manage
– Companies Acts company information
– The Human Rights Act
– Civil Evidence Act Used to prove who knew what
and when
– Criminal Justice Act
– Environmental Information Badly managed Records
Regulations could be a liability
– Regulation of Investigatory
Powers Act

8. 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

9. DM Does That?
Document Management Records Management
Document filing structure, is built Classification scheme is defined by
by users and changes over time,
typically by adding new folders to
≠ the organization and cannot be
altered by users, often it is
the hierarchy prescribed
Documents can be created at any
time and for any purpose ≠ Records are created as part of a
business process or transaction
A document can be changed as Once a record is declared it must
times goes on it is a work in
progress
≠ not change except in exceptional
circumstances
Documents are kept or deleted Records are retained
according to user requirements ≠ for predetermined time periods
and disposed of after they expire

10. Drawback of Traditional Approach
Approach Result
• Standalone solutions • Inconsistent information
• Complex • Lack of adoption
• Expensive • Limited usage
• Technology • Expensive to maintain
• Limited scope • Not covering all content
Traditional Records Management:
Not integrated into common business practice,
domain of records specialists

11. Design Goals ‘Records Management
without the tears’
• 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

12. Support for Full Record Lifecycle
DM and Collaboration Record Vault
• Workflow • Security
• Versions • Disposition
• Comments • Audit
• Access control
One System

13. RM 2.0 July 2012
• 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

14. Feature Set
• File Plan • Security
• Record Types • References
• Record Filing • Searching
• Disposition Schedules • Auditing
• Events • Administration

15. 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

16. File Plan
New File Plan Record Category
Old New
Record Folder

17. 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

18. Record Filing
• Records can be filed • 3 Stage process
through multiple – File
interfaces: – Complete data
– Import to RM site – Declare
– From within Alfresco • Records Managers
– Desktop with CIFS, can un-declare
WebDAV, FTP, etc. records
– IMAP email client – Before cutoff only
• Workflow
– Allow multiple users to
complete the metadata

19. Alfresco Flexible Data Model
Type = Report Type = Contract Type = Email Type = Physical
Type Attributes... Type Attributes... Type Attributes... Type Attributes...
Subject Customer Subject Format
Report date Effective date Sent By
Business area Value Sent To
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

20. 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

21. 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

22. Security – Overview
• Certified with LDAP or external
authentication
• Users have to be Records Management
users
• Enhanced Security
– Capabilities
– Records Management Roles
– Supplementary Markings / Caveats

23. 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

24. Security – Roles
• Pre-Defined Records
Management Roles
– Administrator
– Manager
– Power User
– Security Officer
– User
• A way of grouping
capabilities
• Can be extended

25. References
Examples
• Relationships between • Parent / Child
records – Obsoletes, ObsoletedBy
• Can be… – Rendition, Rendition Of
– Parent / Child – Supersedes,
– Bi-directional SupersededBy
– User Defined – Supporting Documentation,
Supported Documentation
• Email splits automatically – Versions, VersionedBy
create a reference – Message, Attachment
• Can act like events • Bi-Directional
– Cross-Reference

26. 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

27. Auditing
• Audit trail of actions • Searches can be
• Filtered by Event, exported or filed and
User or Date declared as records

28. Administration – Dashlet
• Dashlet – Can be
given to any user
• Allows access to
Management Console
• Only admin functions
applicable will be
available
– Based on roles

29. Summary
• Legislation means
companies need to Document
Management
control vital records Electronic
Records Team
Collaboration
Management
– But it is not about
keeping everything
forever Alfresco
Image Enterprise Rich Media
• One system for RM Management Support
and DM
• Designed for ease of Process
Management
Web Content
Services
use to drive user
adoption

30. QUESTIONS?
What to do next…
Try for free –
http://www.alfresco.com/products/enterprise/trial
DevCon –
http://devcon.alfresco.com