records management - the art of throwing things away - alfresco software
DESCRIPTION
View the full webinar recording here: http://www.alfresco.com/about/events/ondemandThis webinar reviews: - The importance of Records Management - Exploring RM terminology and standards - An overview of the Alfresco Records Management solutionBut why bother with Records Management?The bottom line is that:1 - There is a legal requirement to manage company information2 - RM is used to prove who knew what, and when3 - Badly managed records could be a liabilityThere are 3 main Records Management standards:1 - ISO 15489:2001 (Best practice)2 - DoD 5015.2 (US Dept of Defense standard)3 - Moreq2 (European Union standard)Getting user buy-in with Records Management is key... it's not just about technology. It must be simple enough to encourage end users to actually comply!The live webinar also includes a demo, and extensive Q&A.TRANSCRIPT
Records Management with Alfresco
Paul HamptonProduct Marketing Director
Alfresco
“The Art of Throwing Things Away”
Agenda
The importance of Records Management
Questions and Answers
Demo
Overview of Alfresco RM Solution
Exploring RM terminology and standards
The Power of Information
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Thanks goodness for Records Management
& the Freedom of Information Act
“Records Management”
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"The field of management responsible for the efficient and systematic control of the creation, receipt, maintenance, use and disposition of records, including the processes for capturing and maintaining evidence of and information about business activities and transactions in the form of records"
Records Management
"information created, received, and maintained as evidence and information by an organization or person, in pursuance of legal obligations or in the transaction of business".
Records
Why Bother?
● UK Legislation ● US Legislation
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Data Protection Act 1998 (DPA)
Freedom of Information Act 2000Companies Acts 1985, 1989; and The Human Rights Act 1998
Civil Evidence Act 1995Criminal Justice Act 1988
Environmental Information Regulations 1992 & Environmental Information (Amendment) Regulations 1998
Regulation of Investigatory Powers Act 2000 (RIPA)
Sarbanes OxleyElectronic Signature in Global and National Commerce Act
Rules 26 & 34 of theFederal Rules of Civil Procedure
Bank Secrecy Act
The Paperwork Reduction Act of 1980
Uniform Photographic Copies of Business and Public Records as Evidence Act (UPA)
Safe Harbor Act (Related to European Union Data Protection Directive)
AIIM Research
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“As can be seen, 28% of organizations would take more than a month to produce documents for a legal discovery process, and there is a suspicion that those declaring 2-4 weeks are more in hope than truth, since this period is mandated in a number of data protection and freedom of information rules.”
Source: State of the ECM Industry 2009, AIIM
What Needs to be Managed?
● Physical Objects...
o Printed documents
o Letters
o Film
o Certificates
o Fax
o Forms
● Electronic Files...
o Office documents
o Email
o Images
o Website content
o Databases
o Audio / Video files
o Wiki entries
o Blog posts
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RM Standards
● 3 Main Standards
● ISO 15489:2001
o Defined by the International Organisation for Standardisation
o Defines ‘Best Practice’
● DoD 5015.2
o US Standard defined by the US Department of Defence
● Moreq2
o European standard defined by the European Union
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ISO 15489:2001
DoD 5015.2 Moreq2
BestPractice
ERMSystem requirements
DoD “Types”
● The word “Type” is overloaded in the DoD Standard
● Type usage includes...
o Physical vs. Electronic
o Temporary vs. Permanent
o Type defined by metadata
• Contract, Report...
• User defined
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Physical vs. Electronic
● Physical records came first
● Electronic RM is modelled on physical systems
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Cabinet(s) Record Series
Draw(s) Record Category
FoldersRecord Folders
Physical Records
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Non-electronic
Permanent vs. Temporary
● Records have an explicit lifecycle
● Some will include regular reviews
● Some Records are temporary
o Physical records need to be physical destroyed
o Electronics records need to be deleted (disk record wiped)
● Some Records are permanent
o Have to be kept forever (or even longer!)
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Other RM Terminology
● Fileplans
o A pre-determined classification plan by which records are filed and/or electronically indexed to facilitate efficient retrieval and disposal of records.
● Record Series
o A group of related records that are normally used and filed together or otherwise linked and that allow consideration as a unit for use, review, retention or destruction purposes.
● Vital Records
o A vital record is one that is essential to the continued operation of the organisation following a disaster.
● Metadata
o Data describing context, content and structure of records and their management through time.
● Registration
o Act of giving a record a unique identifier on its entry into a system.
● Disposition
o Range of processes associated with deciding whether to keep, destroy, or transfer records.
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Alfresco RM Solution
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Full-text Indexes& Categories Storage
Metadata DBMS
ContentRepository
Content ProcessesServices Services
FTP
CIFS
WebDAV
Virtual File System
High Availability
App Server
Web Applications
Web Services
CMIS SOAP
Portals
PortalServerSharePoint
● Uses same repository as DM, WCM, etc.
● Records can be added via any interface
o Web – Alfresco Share
o Desktop – CIFS, FTP, MS Office, etc.
RM Aspects
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Type = Report
Type Attributes...
SubjectReport dateBusiness area
Type = Contract
Type Attributes...
CustomerEffective dateValue
Type = Email
Type Attributes...
SubjectSent BySent To
Type = Physical
Type Attributes...
Format
Aspect = RM RecordAspect Attributes...
Record identifierClassification codeCreating organisationDate of record
Demo Walkthrough
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Caveat:These screen shots were taken from an Engineering buildThings will change before final release!
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Process:1)Upload documents2)Declare as a record3)Review4)Cut off5)Destroy
RM Site
Alfresco Share
RM Menus: Fileplan Records Search Records Report
RM Site View
Fileplan View
Fileplan View
RM Details
Adding a New File
File Upload
Select File
Upload
Undeclared Record
Setting RM Attributes
Now Declared Record
View Record
Preview
Attributes Actions
Multi Document Upload
Multi Document Upload
Multi Document Upload
One Record Declared
Record Search
Time Moves On
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Reset system date:Moved forward by 8 days
RM Reports
Review
Record Needs Review
RM Action
Reviewed
Time Moves On
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Reset system date:Moved forward by 1 month
Records Requiring Cut Off
RM Action
Cut Off Action
Record Cut Off
Records Requiring Destruction
RM Action
Destroy Action
Summary
● Increasing legal requirement to better manage Records
● Good Records Management is not just about technology
● Getting user buy in key
o Make it simple for them to comply
● Alfresco has a great Open Source solution
o One repository for DM, RM, WCM, DAM...
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