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Whatʼs Coming In Records Management?"
          Roy Wetherall @rwetherall"
               Mike Farman"
                 Kevin Dorr"
Agenda"


• A Brief Introduction to Alfresco RM
• What’s coming next!
• Where are we going?
• Questions
A Brief Introduction to Alfresco RM"
Records Management Overview"
Document Management




                                     Record	
  
            File	
  




                       Record Management
Alfresco Records Management"
Current Implementation (v1.0)
  •  Built on top of Alfresco core repository"
  •  Packaged as an AMP"
  •  DOD5015.2 certified"
  •  Records management content model"
  •  General purpose records management content services"
  •  Share UI integration"
  •  One of the few Open Source Records Management
     implementations available"
Today's Key Features (v1.0)"
•  File plan management
•  Extended security model
•  Detailed auditing
•  Record search
•  Disposition schedule configuration and
   management
•  Record import and export
•  Customisation models
Records Management Services"
Service Interfaces Available in v1.0
  •    File Plan "
  •    Disposition "
  •    Record Search "
  •    Record Action "
  •    Audit "
  •    Records Security "
Implementation
  •  Available as Java, REST and JS"
Share User Interface Integration"
Whatʼs Coming Next: RM v2.0"
Overview of 2.0"
•  V2.0 (Themis) of Records Management Module
•  Expected release Q1/Q2 2012
•  Fully backwards compatible with v1.0
•  Strategic features added
•  Focus on customisation and extensibility
•  Laying the ground for future releases
•  Under the covers consolidation to improve
   records management service API
Key Features of RM 2.0"
•  Multi-Hierarchy File Plan
•  New extension and configuration hooks
•  Custom record modelling made easier
•  Pre-Defined searches
•  Extended physical record support
•  Improved notifications
Multi-hierarchy File Plan"
Why?
 •  Removes a performance bottle neck"
 •  Unable to model real life file plans"
 •  Key customer request"
Advantages
 •  Allows complete flexibility in File Plan modelling"
 •  Ability to implement other RM specifications"
 •  Provides a mechanism for hierarchical inheritance"
 •  Improved architecture for future extensions "
Comparison of Implementations"
                                   File	
  Plan	
  

Version 1.0 File Plan                                        Disposi&on	
  
                                                        Record	
  
   •  Fixed Hierarchy"                                  Series	
  

   •  Based on the DOD 1505                                              Record	
  
                                                                        Category	
  
                                                                                                       Record	
  
      Hierarchy Definition"                                                                             Folder	
  

                                                        Record	
  
                                                        Series	
  




Version 2.0 File Plan              File	
  Plan	
  

  •  Recursive Hierarchy"                                    Disposi&on	
  
                                                       Record	
  
  •  Disposition Schedule at Any                      Category	
  
     Level"                                                               Record	
  
                                                                         Category	
  
                                                                                              Disposi&on	
  
                                                                                         Record	
  
                                                                                        Category	
  
                                                       Record	
  
                                                      Category	
                                                    Record	
  
                                                                                                                    Folder	
  
An Example Multi-Hierarchy File Plan"
                                                               Record	
  
                                                 Record	
  
                                                 Folder	
  
                                Schedule	
  
                              Record	
  
                             Category	
  
                                                               Record	
  
              Schedule	
                          Record	
  
           Record	
                               Folder	
  
          Category	
  


                                                               Record	
  
                              Record	
           Record	
  
                             Category	
          Folder	
  
                                                                                            Record	
  
                                                                               Record	
  
File	
  Plan	
                                                                 Folder	
  

                                Schedule	
  
                              Record	
          Record	
         Record	
                   Record	
  
                             Category	
        Category	
       Category	
     Record	
  
                                                                               Folder	
  




                                                                                            Record	
  
                              Record	
                                         Record	
  
                             Category	
                                        Folder	
  
Custom Record Meta-Data"
Why?
 •  Allow custom record meta-data to be easily added via
    custom content model"
 •  A single set of record meta-data isnʼt always enough"
 •  DOD5015 meta-data isnʼt suitable for everyone"
Advantages
 •  Provides the ability to customize types via aspects"
 •  Provides for inclusion of multiple sets (types) of metadata"
 •  Improved architecture for future extensions "
Custom Record Meta-Data"
Implementation
  •    Record meta-data aspect"
  •    Service API"
  •    Data-driven UI"
  •    Multi-select"
Customisable Types and Aspects"
Why?
 •    Hard to extend"
 •    DOD model ʻhard codedʼ"
 •    UI not extensible"
 •    Single set of record meta-data too restrictive"

Advantages
 •  Moves RM closer to the flexibility of the DM content model"
 •  Leverages current Share implementation "
 •  Improved architecture for future extensions"
Customisable Types and Aspects"
Implementation
  •    Custom types and aspects customisable"
  •    Spring configured"
  •    Admin UI data driven"
  •    “Any” types can be made customisable"
Consolidation of DOD5015 Content
Model"
Why?
 •  Dependency on DOD types makes it hard to extend"
 •  Make DOD example specification implementation"
 •  Make is easier for other specifications or records
    management systems requirements to be implemented"

Advantages
 •  Allows modelling over any RM standard, including DOD"
Consolidation of DOD5015 Content
Model"
Implementation
  •    Records Series removed"
  •    File Plan and Record Category made core types"
  •    DOD model simplified to just extended record meta-data"
  •    Data patch for V2.0 ensures backwards compatibility"
Pre-Defined Saved Searches"
Why?
 •  Steep learning curve for records management search
    syntax"
 •  Pre-defined searches provide starting point"
 •  Easy access to useful views off file plan"

Advantages
 •  Simplifies user interaction"
 •  Provides additional control for record managers"
Pre-Defined Saved Searches"
Implementation
  •  Set of pre-canned saved searches accessible from Share
     integration"
  •  Pre-canned saved searches editable"
  •  Configurable via Spring"
Other
  •  Consolidation of search code to create search service"
  •  Delete saved search"
Physical Record Meta-Data"
Implementation
  •    Physical document location (Shelf, Box, File)"
  •    Record size"
  •    Number of copies"
  •    Non-electronic document customisable"
Advantages
  •  Stepping stones towards further support for physical
     records"
Road Map: The Future of RM"
Road Map"
•  In-Place Records Management
•  Extended Physical Record Support
•  Remote Records Management
•  Multiple Records Management Sites
•  Disposition Schedule Library
In Place Records Management"

                                  File Plan

            Document




                        Record




  Collaboration
       Site
Physical Record Support"
Extended Meta-Data
  •  Storage locations"
  •  Lease information"

Process support
  •  Record creation"
  •  Document leasing"
  •  Transfer costs"
Remote Records Management"
                     Alfresco	
  Records	
  Management	
  
      Alfresco	
               CMIS	
                 3rd	
  Party	
       Cloud	
  
      Adapter	
               Adapter	
               Adapter	
           Adapter	
  




                        CMIS	
  Repository	
                              Cloud	
  

  Alfresco	
  CMS	
  
                                                 Proprietary	
  CMS	
  
Multiple Records Management Sites"
Proposed Capabilities
  •  Multiple file plans"
  •  Multi-tenancy support"
  •  Hosted Records Management"


Share Extensions
  •  Tighter Share integration"
  •  Extended administration capabilities"
Disposition Schedule Library"
Proposed Capabilities
  •    Hierarchy of template disposition schedules"
  •    Reusable across all file plans"
  •    Overrideable on a per instance basis"
  •    Import schedules from external sources"
  •    Better control for Records Management team"
Questions?"
Thank You for Attending!"

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CUST-5 What’s Coming in Records Management?

  • 1. Whatʼs Coming In Records Management?" Roy Wetherall @rwetherall" Mike Farman" Kevin Dorr"
  • 2. Agenda" • A Brief Introduction to Alfresco RM • What’s coming next! • Where are we going? • Questions
  • 3. A Brief Introduction to Alfresco RM"
  • 4. Records Management Overview" Document Management Record   File   Record Management
  • 5. Alfresco Records Management" Current Implementation (v1.0) •  Built on top of Alfresco core repository" •  Packaged as an AMP" •  DOD5015.2 certified" •  Records management content model" •  General purpose records management content services" •  Share UI integration" •  One of the few Open Source Records Management implementations available"
  • 6. Today's Key Features (v1.0)" •  File plan management •  Extended security model •  Detailed auditing •  Record search •  Disposition schedule configuration and management •  Record import and export •  Customisation models
  • 7. Records Management Services" Service Interfaces Available in v1.0 •  File Plan " •  Disposition " •  Record Search " •  Record Action " •  Audit " •  Records Security " Implementation •  Available as Java, REST and JS"
  • 8. Share User Interface Integration"
  • 10. Overview of 2.0" •  V2.0 (Themis) of Records Management Module •  Expected release Q1/Q2 2012 •  Fully backwards compatible with v1.0 •  Strategic features added •  Focus on customisation and extensibility •  Laying the ground for future releases •  Under the covers consolidation to improve records management service API
  • 11. Key Features of RM 2.0" •  Multi-Hierarchy File Plan •  New extension and configuration hooks •  Custom record modelling made easier •  Pre-Defined searches •  Extended physical record support •  Improved notifications
  • 12. Multi-hierarchy File Plan" Why? •  Removes a performance bottle neck" •  Unable to model real life file plans" •  Key customer request" Advantages •  Allows complete flexibility in File Plan modelling" •  Ability to implement other RM specifications" •  Provides a mechanism for hierarchical inheritance" •  Improved architecture for future extensions "
  • 13. Comparison of Implementations" File  Plan   Version 1.0 File Plan Disposi&on   Record   •  Fixed Hierarchy" Series   •  Based on the DOD 1505 Record   Category   Record   Hierarchy Definition" Folder   Record   Series   Version 2.0 File Plan File  Plan   •  Recursive Hierarchy" Disposi&on   Record   •  Disposition Schedule at Any Category   Level" Record   Category   Disposi&on   Record   Category   Record   Category   Record   Folder  
  • 14. An Example Multi-Hierarchy File Plan" Record   Record   Folder   Schedule   Record   Category   Record   Schedule   Record   Record   Folder   Category   Record   Record   Record   Category   Folder   Record   Record   File  Plan   Folder   Schedule   Record   Record   Record   Record   Category   Category   Category   Record   Folder   Record   Record   Record   Category   Folder  
  • 15. Custom Record Meta-Data" Why? •  Allow custom record meta-data to be easily added via custom content model" •  A single set of record meta-data isnʼt always enough" •  DOD5015 meta-data isnʼt suitable for everyone" Advantages •  Provides the ability to customize types via aspects" •  Provides for inclusion of multiple sets (types) of metadata" •  Improved architecture for future extensions "
  • 16. Custom Record Meta-Data" Implementation •  Record meta-data aspect" •  Service API" •  Data-driven UI" •  Multi-select"
  • 17. Customisable Types and Aspects" Why? •  Hard to extend" •  DOD model ʻhard codedʼ" •  UI not extensible" •  Single set of record meta-data too restrictive" Advantages •  Moves RM closer to the flexibility of the DM content model" •  Leverages current Share implementation " •  Improved architecture for future extensions"
  • 18. Customisable Types and Aspects" Implementation •  Custom types and aspects customisable" •  Spring configured" •  Admin UI data driven" •  “Any” types can be made customisable"
  • 19. Consolidation of DOD5015 Content Model" Why? •  Dependency on DOD types makes it hard to extend" •  Make DOD example specification implementation" •  Make is easier for other specifications or records management systems requirements to be implemented" Advantages •  Allows modelling over any RM standard, including DOD"
  • 20. Consolidation of DOD5015 Content Model" Implementation •  Records Series removed" •  File Plan and Record Category made core types" •  DOD model simplified to just extended record meta-data" •  Data patch for V2.0 ensures backwards compatibility"
  • 21. Pre-Defined Saved Searches" Why? •  Steep learning curve for records management search syntax" •  Pre-defined searches provide starting point" •  Easy access to useful views off file plan" Advantages •  Simplifies user interaction" •  Provides additional control for record managers"
  • 22. Pre-Defined Saved Searches" Implementation •  Set of pre-canned saved searches accessible from Share integration" •  Pre-canned saved searches editable" •  Configurable via Spring" Other •  Consolidation of search code to create search service" •  Delete saved search"
  • 23. Physical Record Meta-Data" Implementation •  Physical document location (Shelf, Box, File)" •  Record size" •  Number of copies" •  Non-electronic document customisable" Advantages •  Stepping stones towards further support for physical records"
  • 24. Road Map: The Future of RM"
  • 25. Road Map" •  In-Place Records Management •  Extended Physical Record Support •  Remote Records Management •  Multiple Records Management Sites •  Disposition Schedule Library
  • 26. In Place Records Management" File Plan Document Record Collaboration Site
  • 27. Physical Record Support" Extended Meta-Data •  Storage locations" •  Lease information" Process support •  Record creation" •  Document leasing" •  Transfer costs"
  • 28. Remote Records Management" Alfresco  Records  Management   Alfresco   CMIS   3rd  Party   Cloud   Adapter   Adapter   Adapter   Adapter   CMIS  Repository   Cloud   Alfresco  CMS   Proprietary  CMS  
  • 29. Multiple Records Management Sites" Proposed Capabilities •  Multiple file plans" •  Multi-tenancy support" •  Hosted Records Management" Share Extensions •  Tighter Share integration" •  Extended administration capabilities"
  • 30. Disposition Schedule Library" Proposed Capabilities •  Hierarchy of template disposition schedules" •  Reusable across all file plans" •  Overrideable on a per instance basis" •  Import schedules from external sources" •  Better control for Records Management team"
  • 32. Thank You for Attending!"