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!"