The document summarizes Armedia's seamless records management integration solution. It discusses Armedia's case management software and its integration with Alfresco's records management application. The solution allows documents and records to be automatically declared and filed within a case management system without users needing to perform explicit records management tasks. It also supports the full lifecycle of records, including retention, through configuration of business rules and workflows. A demo is provided of how OPM's document approval process integrates document storage and records declaration with Alfresco through an enterprise service bus.

1. Seamless Records Management Integration
Into Your Case Management Solution
David Miller, Director of Technology, Armedia
Mannix Litonjua, VP of Business Development, Armedia

2. Agenda
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March 4, 2014
About Armedia
Electronic Records Management Challenges
Seamless RM Integration Solution Pattern
About Armedia Case Management & Demo
Alfresco RM and Armedia Case Management Integration – Demo & Overview
Q&A
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3. About Armedia
Who We Are
Armedia is a systems integration
firm that specializes in
Enterprise Content Management
solutions for the Federal
Government and commercial
customers.
Armedia provides full software
development lifecycle services,
as well as virtualization and
cloud services.
Collectively, Armedia staff has
multiple Alfresco certifications
and has successfully delivered
dozens of Alfresco projects for
government clients
March 4, 2014
• Armedia was founded in 2002
• We are approximately 100 consultants and growing
• We are headquartered in Vienna, VA (Washington, DC)
with offices in Atlanta, GA
• Armedia is an 8(a)/SDB certified, Veteran Owned business
• Armedia has earned CMMI Maturity Level 3 appraisal
• Armedia maintains strong ECM partnerships with major
leading providers
• Alfresco Platinum Partner and Certified Training Partner
• Member of EMC Documentum’s C3P program
• Armedia holds a Top Secret facility security clearance with
over 40 Top Secret-cleared employees.
• Armedia has been the recipient of numerous awards
including:
• Alfresco Americas 2013 Federal Partner of the Year
• Stevie award (The Well Project)
• InfoWorld 100 Best Website of the Year (The Well
Project)
• Inc. 5000- 2008, 2010, 2011, 2013
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4. Records Management and Case Management Experience
"If we didn’t have Armedia
working on this, we would
• Federal Bureau of Investigation
"We got to market in 110
days. A serious feather in
Armedia’s cap is that we
started in March and went
live in June."
"We were pleased with
Armedia’s response to our
urgent call, their
understanding of the
Pharma Industry, and their
ability to quickly stabilize
and update our document
management system."
Source: Aligned Action LLC
| Independent Market
Research for Armedia LLC
•
Virtual Case File
•
have failed."
March 4, 2014
Sentinel
• Federal Conference – Army Strong Bond
• OPM Federal Investigative Services
• US Department of Agriculture
• Food and Drug Administration
• Consumer Product Safety Commission
• Consumer Financial Protection Bureau
• DHS United States Citizenship
and Immigration Services
• Housing and Urban Development
• National Science Foundation
• Washington Headquarters Services
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5. Transition to Electronic
Records
Management
Challenges
Page 5

6. Compliance Problem Statement
“The current federal
records
management system
is based on an
outdated approach
involving paper and
filing cabinets.”
2011 Presidential
Memorandum Barack Obama,
44th U.S. President
March 4, 2014
• Compliance with Presidential Memorandum on Managing
Federal Government Records
• Compliance with paperless initiatives
• Compliance to update and maintain regulatory filings
•
•
•
•
Compliance with retention policies
Desire not to have staff concerned about retention
Desire for efficient compliance via automation
e.g., Sarbanes-Oxley, Frank-Dodd, SEC 17a, USA Patriot Act,
Affordable Care Act, and Federal Rules of Civil Procedure.
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7. What Challenges are Customers Facing?
March 4, 2014
Problem
“Agencies shall retain
in their custody only
those records that are
needed in the conduct
of their current
business, and except
as herein otherwise
provided, shall
promptly cause all
other records to be
offered for transfer to
the National Archives
or proposed for other
disposition in
accordance with law.”
1946 Executive Order
9784
Harry S. Truman,
33rd U.S. President
For a record to remain reliable, authentic, with its integrity
maintained, and useable for as long as the record is needed, it is
necessary to preserve its content, context, and sometimes its
structure.
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8. March 4, 2014
Seamless Records
Management Integration
Solution Pattern
Page 8

9. Seamless Records Management Integration
Integration
“We are very
pleased with the end
results and the team
was great and easy
to work with. They
were professional
and knowledgeable
and helping us
achieve our main
goal of improving
efficiency for county
employees to better
serve and inform the
citizens and business
partners of the
Gwinnett County.”
Denise Kenson,
Enterprise Solutions
Strategy-Web
Architect Manager
for the Gwinnett
County government
March 4, 2014
• Build RM into mission-critical process
• Integrate Records Management Application with
mission application
• Design so that users don’t even know they are
performing records management activities
Documents
Rich Media
ge
ana
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re
ptur
ecla
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C
D
ired
Exp
t
Aler
se
ispo
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Email
Reports
Images
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10. Seamless Records Management Integration
Life is pretty simple: You
do some stuff. Most fails.
Some works. You do more
of what works. If it works
big, others quickly copy it.
Then you do something
else. The trick is the doing
something else.
March 4, 2014
Support for Full Record Lifecycle
- Leonardo da Vinci
Page 10

11. Seamless Records Management Integration
March 4, 2014
Alfresco Records Management 2.1 release provides a range of capabilities
to automate the process of declaring and filing records.
Feature Highlights
•DoD 5015 Compliance
•In site records
•
•
•
Any document can be declared as a record, irrespective of location
No requirement to move document to the records management site
Supports Sites and Repository views
•Automated Record Declaration
•
•
•
Automatically declare content as a record
No manual action required by end user
Trigger based on rules such as property changes or location
•Intelligent Filing
•
•
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File Plan dynamically generated, based on rules
Auto-create record folders
Records managers can define rules used for automatic filing
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12. About Armedia
Case
Management
Page 12

13. About Armedia Case Management
“We were attracted to
Armedia’s full lifecycle
expertise in content
management and proven
track record, particularly
since we not only needed
technical implementation
skills but also strategy and
direction on choice of
platform and migration of
content. We are pleased with
the progress we have made
toward a system that more
fully meets the needs of our
member associations.”
Dan Hicks, NOLHGA’s
Manager of Information
Systems.
March 4, 2014
Case Management Framework
• Manage Cases
• Manage Case Participants
• Manage Tasks
• Manage Documents/Records
• Workflow
• Full Text Search
• Reporting
• Security / Audit
Seamless User Experience (developed
with user in mind)
• Intuitive
• Progressive Disclosure
Mobile friendly
Page 13

14. March 4, 2014
Case ManagementManagement of All Open
Cases
• Ability to create and adjudicate complaints
• Convert approved complaints to full cases
• Advanced filtering
• Quick views
Page 14

15. March 4, 2014
Task Management
It’s so easy to “get things
done”.
• Tasks are designed to encourage the user to
clear their workload
• Easy to mark complete, reassign, etc.
Page 15

16. March 4, 2014
Business Process
Management
• We’ve taken our research and created an easy
approach for collaboration and approval.
Streamlined workflow to
drive efficiency.
Page 16

17. March 4, 2014
Document
Management
Armedia Case Management
integrates with many ECM
repository to include
Alfresco, EMC Documentum,
FileNet, and Microsoft
SharePoint.
• SOA-based architecture
• Services exposed at RESTful APIs
• Document and Records Management
support through integration
• Directory Services integration
• On-premise or Cloud deployment
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18. Armedia Case Management - Architecture
Smart Phones
Web Browsers
Presentation Layer
Integrated Portal
Dashboard
Extensible UI
Admin Control Panel
Spring MVC / REST Services
Enterprise Service Bus
Enterprise Service Bus
Reports
Reports
/Queries
/Queries
3rdrdParty
3 Party
Application
Application
Integration
Integration
Services
Services
Full Text
Full Text
Search
Search
FTP MQ
JDBC
LDAP
Dashboard
Dashboard
Queries/Alerts
Queries/Alerts
CMIS RM APIs
Enterprise Repository
Authorization
Document /Case
Document /Case
lifecycle
lifecycle
Business
Business
Activity,
Activity,
Rules
Rules
Authentication
Workflow
Workflow
Services
Services
Audit Services
Data Access Control
Data Access Control
Spring
Spring
Security
Security
Databases
File MSMQ
JMS
SMTP/IMAP
E-mail
User Directory

20. OPM Document
Approval and RMA
Integration
Page 20

21. About the OPM Application
OPM Imaging
System
Manages all images
for security clearance
investigations.
March 4, 2014
• Stores and manages all document
images collected for every federal
security clearance investigation
performed by OPM (over 90% of all
clearance investigations)
• Everyone who has ever had a federal
security clearance is a stakeholder in
this application: your records are
being managed by Alfresco
Page 21

22. OPM Document Approval Scenario
Document
Approval
“Electronic PreReview Process”:
labelled “ePRP” in
the user interface
March 4, 2014
• Document received about a subject
– Stored separately from approved case
images; restricted access control
• User reviews the document
– List and summarize adverse information
– Remove inappropriate pages per
business rules
• User approves the document
– Now listed with other official case
documents
– Now under RMA control
• Records Manager starts the retention
process
– Closes the case file
– Cuts off the record folder
Page 22

23. Armedia Case
Management
Alfresco RMA
Integration – Technical
Overview
Page 23

24. What Just Happened?
Technical Overview
“We are very pleased
with the solution that
Armedia provided us.
Their ability to deliver a
custom cloud-based
solution within weeks
enabled us to
immediately scale our
business and increase
production.”
- Steve Davis,
President of
FederalConference.com.
March 4, 2014
• The OPM application:
– Split the approved document into a
releasable image (sent to the requesting
agency) and a non-releasable image
• The Enterprise Service Bus:
– Called a business rules engine to choose
the RMA category folder
– Orchestrated Alfresco service calls
• Alfresco
– Stored the split images
– Created, filed, and completed the
records
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25. How Does the ESB Choose the Category Folder?
Business Rules
Isolated to one part of
•
•
the ESB flow
Drools business rule engine integration
A decision table spreadsheet contains the category
folder rules
If different rules
apply to the same
document, the last
rule wins.
Rule Name
Document Type Ends With
Default Rule
Non-Releasable Pages 165
Item Summary
360
FBI Docs
•
Agency
FBI
Category Folder Name (must exactly match a category folder
name in Alfresco RMA)
7_Days_After_Case_Closing
Delete_Immediately_After_Case_Closing
30_Days_After_Case_Closing
Retain_Forever
When the spreadsheet is modified, the updated rules
take effect immediately
Page 25

26. Alfresco RMA Integration
Enterprise Service Bus Main Flow
Page 26

27. Alfresco RMA Integration
Page 27

28. Armedia Case Management
Alfresco RMA Integration
<sub-flow name="move-to-record-folder" doc:name="move-to-record-folder">
<set-payload value="{&quot;nodeRefs&quot;:[&quot;#[flowVars['ecmFileId']]&quot;]}" doc:name="Setup Move Request"/>
<enricher doc:name="add move results to message" source="#[message.payload]" target="#[flowVars['rma-move-success']]">
<http:outbound-endpoint exchange-pattern="request-response“ method="POST“
doc:name="move to record folder“ encoding="UTF-8“ ref="alfresco-move-to-record-folder“
contentType="application/json; charset=UTF-8“ mimeType="application/json">
<logger level="DEBUG" message="Payload: #[message.payload]"/>
<response>
<json:json-to-object-transformer name="getJsonFromMove" returnClass="java.util.Map"/>
</response>
</http:outbound-endpoint>
</enricher>
<logger level="DEBUG" doc:name="Log move results" message="Alfresco move to record folder results - #[flowVars['rma-movesuccess']]" />
</sub-flow>
Page 28

29. So What?
The Takeaway
Has this 60 minutes
been worth it?
March 4, 2014
• We understand agencies and customers
have RM challenges – budget, priority,
user experience, volume of data,
compliance
• We’ve discovered a cost-effective solution
pattern that addresses these challenges
• Armedia and Alfresco can provide that
seamless integration
Armedia + Alfresco = Simple + Smart!
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30. March 4, 2014
Thank You
www.armedia.com
Mannix Litonjua
Vice President - Armedia
(m) +1.703.509.5099
(o) +1.571.395.4800
(f) + 1.703.935.3030
mannix.litonjua@armedia.com
David Miller
Director of Technology - Armedia
(m) +1.703.517.3430
(o) +1.571.395.4800
(f) +1.703.935.3030
David.Miller@armedia.com
Page 30