acm and seamless records management integration webinar 3-4-14
TRANSCRIPT
David Miller, Director of Technology, ArmediaMannix Litonjua, VP of Business Development, Armedia
Seamless Records Management Integration Into Your Case Management Solution
Page 2
April 13, 2023Agenda
• 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
April 13, 2023
Page 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
• 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
April 13, 2023
Page 4
• Federal Bureau of Investigation • Virtual Case File
• 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
Records Management and Case Management Experience
"If we didn’t have Armedia
working on this, we would
have failed."
"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
Page 5
Transition to Electronic Records
Management Challenges
April 13, 2023
Page 6
Compliance Problem Statement
• 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.
“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
April 13, 2023
Page 7
What Challenges are Customers Facing?
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.
Page 8
April 13, 2023
Seamless Records Management Integration
Solution Pattern
April 13, 2023
Page 9
Seamless Records Management Integration
• 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
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
Reports
Images
Declare AlertDispose
Documents
Rich Media Capture/Manage
Expired
April 13, 2023
Page 10
Seamless Records Management Integration
Support for Full Record LifecycleLife 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.
- Leonardo da Vinci
April 13, 2023
Page 11
Seamless Records Management Integration
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• File Plan dynamically generated, based on rules• Auto-create record folders• Records managers can define rules used for automatic filing
Page 12
About Armedia Case
Management
April 13, 2023
Page 13
About Armedia Case Management
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
“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.
April 13, 2023
Page 14
• Ability to create and adjudicate complaints
• Convert approved complaints to full cases
• Advanced filtering• Quick views
Case Management-Management of All Open
Cases
April 13, 2023
Page 15
• Tasks are designed to encourage the user to clear their workload
• Easy to mark complete, reassign, etc.
Task Management
It’s so easy to “get things
done”.
April 13, 2023
Page 16
Business Process
Management
Streamlined workflow to
drive efficiency.
• We’ve taken our research and created an easy approach for collaboration and approval.
April 13, 2023
Page 17
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
Armedia Case Management - Architecture
Spring SecuritySpring
Security
Presentation Layer
Integrated Portal Dashboard Extensible UI Admin Control Panel
Spring MVC / REST Services
Enterprise Service BusEnterprise Service Bus
Authentication
Authorization
Data Access ControlData Access Control
Workflow Services
Document /Case lifecycle
Workflow Services
Document /Case lifecycle
Business Activity, Rules
Dashboard Queries/Alerts
Business Activity, Rules
Dashboard Queries/Alerts
Reports /QueriesReports /Queries
Full Text Search
Full Text Search
3rd Party Application Integration Services
3rd Party Application Integration Services
Enterprise Repository Databases E-mail User Directory
CMIS RM APIs FTP MQ File MSMQ JDBC JMS SMTP/IMAP LDAP
Audit S
ervices
Smart Phones Web Browsers
Page 20
OPM Document Approval and RMA
Integration
April 13, 2023
Page 21
OPM Imaging
System
Manages all images
for security clearance
investigations.
About the OPM Application
• 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
April 13, 2023
Page 22
OPM Document Approval Scenario
• 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
Document
Approval
“Electronic Pre-Review
Process”: labelled “ePRP”
in the user interface
Page 23
Armedia Case ManagementAlfresco RMA Integration –
Technical Overview
April 13, 2023
Page 24
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.
What Just Happened?
• 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
Page 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
• When the spreadsheet is modified, the updated rules take effect immediately
If different rules apply to the same document, the last rule wins. Rule Name Document Type Ends With Agency
Category Folder Name (must exactly match a category folder name in Alfresco RMA)
Default Rule 7_Days_After_Case_ClosingNon-Releasable Pages 165 Delete_Immediately_After_Case_ClosingItem Summary 360 30_Days_After_Case_ClosingFBI Docs FBI Retain_Forever
Page 26
Alfresco RMA Integration Enterprise Service Bus Main Flow
Page 27
Alfresco RMA Integration
Page 28
Armedia Case ManagementAlfresco RMA Integration
<sub-flow name="move-to-record-folder" doc:name="move-to-record-folder"> <set-payload value="{"nodeRefs":["#[flowVars['ecmFileId']]"]}" 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-move-success']]" /> </sub-flow>
April 13, 2023
Page 29
The Takeaway
Has this 60 minutes
been worth it?
So What?
• 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!
April 13, 2023
Page 30
Thank You Mannix LitonjuaVice President - Armedia(m) +1.703.509.5099(o) +1.571.395.4800(f) + [email protected]
David MillerDirector of Technology - Armedia(m) +1.703.517.3430(o) +1.571.395.4800(f) [email protected]
www.armedia.com