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"
Record
Document Management
Record Management
File
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"
Version 1.0 File Plan • Fixed Hierarchy"• Based on the DOD 1505
Hierarchy Definition"
Version 2.0 File Plan • Recursive Hierarchy"• Disposition Schedule at Any
Level"
File Plan
Record Category
Disposi&on
Record Category
Disposi&on
Record Category
File Plan
Record Series
Disposi&on
Record Series
Record Folder
Record Category Record
Folder
Record Category
An Example Multi-Hierarchy File Plan"
Record Category
Record Folder
Record
Schedule
Record Category
Record Folder
Record
Record Folder
Record
Record Folder
Record
Record Folder
Record
Record Folder
Record
File Plan
Record Category
Schedule
Record Category
Schedule
Record Category
Record Category
Record Category
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"
Collaboration Site
File Plan
Document
Record
Physical Record Support"
Extended Meta-Data • Storage locations"• Lease information"
Process support • Record creation"• Document leasing"• Transfer costs"
Remote Records Management"
Alfresco Records Management
Cloud
Alfresco Adapter
CMIS Adapter
3rd Party Adapter
Cloud Adapter
Alfresco CMS
CMIS Repository
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!"