managing corporate records with formtek and alfresco

Managing Corporate RecordsThe What, When, Why and How

October 5, 2010

Alfresco WebinarManaging Corporate Records

Presented by: Dick WeisingerVice President and Chief Technologist Formtek, Inc.

Contact Information

© Copyright 2010 Formtek, Inc.

Contact Information

1-925-459-0495

[email protected]://keytocontent.blogspot.com@DickAtFormtek

Agenda

� Introduction

� Records Management

– Overview – What is it?

– Why is it important?– Why is it important?

– Standards

– Demo

� Questions


Formtek?

� An ECM software and services company

� In business 28+ years

� Prestigious customers in Asia, Europe, and

North America

� Alfresco Gold Integration Partner

– Largest privately-owned Open Source Company

– Alfresco Share Collaboration

– Certified for DoD 5015.2


Formtek Markets

� Engineering

� Manufacturing

� Aerospace / defense

� Telecommunication� Telecommunication

� Utility

� Government

� Both small organizations as well as large global enterprises


Records Management

"...to comply with new rules

and tougher regulatory

examinations, recordkeeping

will be paramount"

-- WSJ January 13, 2010


What is a record?

Any piece of information, in

any format, that allows an

organization to conduct

businessbusiness


Physical Records

Non-electronic


Is it a Record?

� Does it support or document a transaction?

� Does it document the creation, execution or

change of a policy?

� Does it document a business process?� Does it document a business process?

� Does it document actions in response to an

inquiry?

� Does it provide information used in making a

business decision?

�Yes? It is a record


What is Records Management?

Records Management is the

management of the lifecycle of

the records for an organization,

from record creation, to

eventual disposal. eventual disposal.

Records Management includes

the tasks of collecting,

classifying, securing, storing

and disposing of records.


Why Records Management?� Compliance

– Local, Federal and State Laws and Regulations

– Organization Standard Operating Procedures

� Risk Mitigation

– Protects Organizations in Litigation– Protects Organizations in Litigation

� Business Continuity

– Speeds recovery after a disaster

� Cost Reduction / Productivity / Efficiency

– Search and Retrieve information more quickly

– Frees up Storage Space

– Creates improved and more efficient processes© Copyright 2010 Formtek, Inc.

E-Discovery / Litigation fines

Organization Reason for e-discovery fine Fine and date

Morgan Stanley Emails created during a company merger were

improperly deleted. Additional backup tapes

found during the investigation were not later

reported.

$1.58 billion fine

May 2005

Later overturned, but not

because of the e-

discovery problems

UBS Warburg Emails were deleted in violation of a court $29.3 million fineUBS Warburg Emails were deleted in violation of a court

order. Unable to produce backup tapes.

$29.3 million fine

April 2005

Lucent

Technologies Inc.

Records produced for a Securities and

Exchange Investigation were incomplete.

$25 million fine

May 2004

Morgan Stanley Failure to produce email in a timely manner as

part of a Securities and Exchange investigation.

$15 million fine

May 2006

Bank of America

Securities

Failure to produce email in a timely manner

and failure to preserve documents related to

on-going litigation.

$10 million fine

March 2004


Compliance and Authorities

� Internal Revenue Service

– Retain tax records for 4 years

� Department of Labor regulation 29 CFR 516.6

– Retain employment and earnings records for 2 years– Retain employment and earnings records for 2 years

– Retain discrimination complaints for 3 years

� California State Welfare and Institutions 14124.1

– Retain records for three years

� Sarbanes Oxley Section 103(a)(2)(A)(i)

– Retain audit paperwork for 7 years


Records Management StandardsISO 15489:2001

o Defined by the International Organization for Standardization

o Defines ‘Best Practice’


DoD 5015.2

o Defined by the US Department of Defense

Moreq2 / MoReq2010

o European standard defined by the European Commission

DoD-5015.2 File Plan Structure

Cabinet(s)

Record Series

Drawer(s)

Record CategoryRecord Category

Folders

Record Folders


Demo Scenario -- 1

� Share Access and Environment

– Multiple sites

– The RM site

� Introduction to Alfresco’s File Plan

� View the File Plan Report


Records Lifecycle


Disposition

The actions taken on

records when they are

no longer needed,

typically destruction or

transfer.transfer.


Cutoff

The action or event that starts the

clock on the countdown to final

disposition for a record or

Folder.


Disposition Example

EmailElectronic Non-Electronic

Cut-off quarterly. Hold 3 Years. Destroy

Oct-Dec, 2010 January, 2011 January, 2014

i


Demo Scenario -- 2� Create File Plan Containers

– Create a new category

– Create a new folder

– Add a disposition schedule to the category

• Applied to Records• Applied to Records

� File an electronic document in the new Folder

� Look at Record Details


Demo Scenario -- 3

� Disposition and Review

– Complete Metadata

– Declare as a Record

– Move time forward - Review

– Move time forward – Cutoff

– Move time forward – Destruction


Type=Report

Type AttributesSubject

Report Date

Business Area

Type=Physical

Type AttributesFormat

Location

Type=Email

Type AttributesSubject

SentBy

SentTo

Type=Contract

Type AttributesCustomer

Effective Date

Value

Aspects: Dynamic Metadata

Aspect = RM Record

Aspect AttributesRecord Identifier

Classification Code

Creating Organization

Date of Record


Demo Scenario -- 4

� Handling a Hold or Freeze

– Find and Select the Items for a Freeze

– Freeze – Find items in the Holds area

– Export items as a zip package

– Find Items on Hold

– Unfreeze


Demo Scenario -- 5

� Filing a Record as part of a Workflow

– Login as Susan H

• File new document to be reviewed in Operations site

• Initiate approval and file Workflow with Bill J

– Login as Bill J– Login as Bill J

• Review the document

• File the document

• Add metadata and declare document as a record

• Complete Workflow task

– Login as Susan H

• See that task has been successfully completed


Other Key Capabilities -- 6

� Exploring the Records Management Console

– Audit

– Define Roles

– User Rights Report

– Custom Metadata

– Email Mappings

– Events

– List of Values

– Relationships


Demo Scenario -- 7

� Additional Ways to File documents

– File a non-electronic document

– Directly into the RM site (multi-file example)

– From CIFS mounted drive

– From IMAP

– Inbound email

– From FTP

– From a non-RM Share site


Questions?Contact Information:

[email protected]


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