Alfresco 3 Records Management

Alfresco 3 Records Management
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Table of Contents
Sample Chapters
  • Successfully implement your records program using Alfresco Records Management, fully certified for DoD-5015.2 compliance
  • The first and only book to focus exclusively on Alfresco Records Management
  • Step-by-step instructions describe how to identify records, organize records, and manage records to comply with regulatory requirements
  • Learn in detail about the software internals to get a jump-start on performing customizations


Book Details

Language : English
Paperback : 488 pages [ 235mm x 191mm ]
Release Date : January 2011
ISBN : 1849514364
ISBN 13 : 9781849514361
Author(s) : Dick Weisinger
Topics and Technologies : Alfresco, All Books, CMS and eCommerce, Content Management (CMS), Open Source

Table of Contents

Chapter 1: Records Management
Chapter 2: Getting Started with the Alfresco Records Management Module
Chapter 3: Introduction to the Alfresco Share Records Management Site
Chapter 4: Metadata and the Alfresco Content Model
Chapter 5: Creating the File Plan
Chapter 6: Creating Disposition Schedules
Chapter 7: Filing Records
Chapter 8: Managing Records
Chapter 9: Following the Lifecycle of a Record
Chapter 10: Searching Records and Running Audits
Chapter 11: Configuring Security and Permissions
Chapter 12: Configuring Records Management Parameters
  • Chapter 1: Records Management
    • What is a record?
    • What is Records Management?
      • Electronic Records Management
    • Record lifecycles
    • Benefits of Records Management
      • Records Management is about complying with legal requirements
        • Regulatory compliance
        • Authority Documents and compliance
        • E-discovery
      • Records Management is about ensuring accountability
      • Records Management is about preserving assets
      • Records Management is about efficiency
      • Records Management is about being prepared
      • Records Management is about coming to grips with data volumes
      • Records Management is about security
      • Records Management is about good business
    • Summary
    • Chapter 2: Getting Started with the Alfresco Records Management Module
      • The Alfresco stack
      • Alfresco software
        • Make sure the software versions are compatible
        • Downloading the Alfresco software
          • Alfresco Community
          • Alfresco Enterprise
        • Installing the base Alfresco software
          • Running the installer
          • Installing Alfresco Records Management modules manually
          • Starting the Alfresco Repository and Share application
          • Starting Alfresco Share
          • Share dashlets
          • Enabling the Records Management dashlet
          • Adding the Records Management site
          • Designating the Records Management administrator
      • How does it work?
        • The Records Management AMP Files
        • The Records Management Console dashlet
          • The flow of Alfresco webscripts
          • The flow of the Records Management webscript dashlet
        • Web development within Share
      • Summary
      • Chapter 3: Introduction to the Alfresco Share Records Management Site
        • The Share environment
          • A brief history of Alfresco Share
            • Alfresco Share as a social platform
            • Alfresco Share and the Alfresco 3 Labs release
            • Alfresco Share 3.X Post-Labs release
          • Use cases for Alfresco Share
            • Team project sites
            • Publishing sites
            • Personal sites
          • Alfresco Share and collaboration
          • Share dashboards
            • Changing the dashboard layout
            • Changing the placement of dashboard dashlets
            • Changing site dashboards
          • Site pages
            • Configuring site page navigation
          • Share themes
          • Share collaboration
            • Collaboration tools
            • Project-based collaboration data
        • The Records Management site
          • The site dashboard
          • The File Plan
            • The File Plan toolbar
            • Left navigation panel
          • Records search
          • Site members
            • Administration of site members
        • How does it work?
          • Share configuration files
            • Repository property files
            • Customizing bean files
            • Server log configuration file
          • Dashboards
            • Preset dashboard configurations
            • Modifying the preset dashboard configurations
            • Persistence of dashboard configurations
            • Modifying existing user dashboards
            • Programmatically accessing persisted dashboard data
          • Creating a new Share theme
          • Share site top navigation toolbar
        • Summary
        • Chapter 4: Metadata and the Alfresco Content Model
          • The Alfresco Content Model
            • The model namespace
              • Alfresco namespaces
            • Types
            • Properties
            • Constraints
              • Types of constraints
            • Associations
            • Aspects
          • Creating a new model
            • Designing the model
            • Implementing the model file
              • The model file header
              • Model import files
              • The model namespace
              • The model constraints
              • The model types
              • The model aspects
            • Installing the model
              • Bootstrap deployment of the model
              • Dynamic deployment of the content model
            • Exposing a new content model from the Share user interface
              • Adding Types to the site upload form
              • Adding Types to the Change Type action
              • Seeing the new Type applied to a content node
              • Customizing the forms for viewing and editing the new model's metadata
          • The Records Management Content Model
            • The Records Model
              • The Records Model header
              • The Records Model imports
              • The Records Model namespace
            • The DoD 5015 Records Management Content Model
          • Extending the Alfresco Content Model
          • Summary
          • Chapter 5: Creating the File Plan
            • The File Plan—a definition
              • Components of the File Plan
              • Benefits of the File Plan
              • Looking at the Alfresco example File Plan
            • Best practice for creating the File Plan
              • File Plans based on organizational hierarchy
              • File Plans based on business processes and activities
              • Best practice for File Plan design
            • Creating the File Plan
              • Adding containers to the File Plan
                • Creating a Series
                • Creating a Category
                • Creating a Folder
            • File Plan container metadata
            • Copy and move of File Plan containers
            • How does it work?
              • How the File Plan page is set by the preset
              • The File Plan, as extended from the Document Library
              • The Document Library JavaScript controller file
                • Getting the Location Type
                • Setting doclibType in the model data
                • Setting the root node in the model data
              • The Document Library FreeMarker presentation
                • FreeMarker page layout for the File Plan
                • The File Plan Document List
                • The Document List Data Table
            • Summary
            • Chapter 6: Creating Disposition Schedules
              • What is the disposition schedule?
                • Disposition instructions
                  • The record lifecycle
                  • Inheritance of the disposition
                  • Disposition example—application at the Folder level
                  • Disposition example—application at the record level
              • Creating the disposition schedule
                • The review
                • The disposition schedule
                  • General information for the disposition
                  • The disposition steps
                  • Configuring a simple disposition schedule
                  • Time-based triggers
                  • Event-based triggers
                  • Trigger precedence
              • Making changes to the disposition schedule
                • Deleting steps of the disposition schedule
                • Editing steps of the disposition schedule
              • Importing and exporting File Plan data
                • Importing a File Plan
                • Exporting the File Plan
              • How does it work?
                • The Category details page
                • The edit disposition instructions page
                • The create disposition steps page
                  • Disposition edit client-side JavaScript
              • Summary
              • Chapter 7: Filing Records
                • Filing—more than one way
                • Filing an electronic record from Share
                • Filing a non-electronic record from Share
                • Filing from another Share site
                • Filing a record from a CIFS mounted drive
                  • What is CIFS?
                  • Filing with CIFS
                  • Configuring CIFS
                  • Troubleshooting CIFS
                    • Checking to see whether the CIFS server is running
                    • Missing NetBIOS DLL
                    • Problems with ports
                    • CIFS server name is too long
                    • Conflicts with authentication settings
                • Filing from an e-mail client with IMAP
                  • What is IMAP?
                  • Filing with an IMAP e-mail client
                  • Configuring IMAP
                    • Configuring IMAP to run on the server
                    • Configuring IMAP on e-mail clients
                • Filing to Alfresco via FTP
                • Bulk import
                  • An unsupported add-on
                  • Bulk import and Records Management considerations
                    • Bulk import can't import disposition information
                  • Installing bulk import
                  • Simple interface to access bulk import
                    • Bulk import shadow files
                    • Auto-declaration of records
                    • Metadata and dates
                    • Running the tool
                • Filing by scanning
                  • Identify which records to scan
                  • Metadata and classification
                  • Filing scanned images
                • Other ways to file
                • How does it work?
                  • Internals of electronic file upload
                  • Internals of non-electronic record filing
                • Summary
                • Chapter 8: Managing Records
                  • Records Details
                    • Alfresco Flash previewer
                    • Record Metadata
                    • Record actions
                      • Download action
                      • Edit Metadata
                      • Copy record
                      • Move record
                      • File record
                      • Delete record
                      • Audit log
                    • Links
                    • Events
                    • References
                  • How does it work?
                    • The Details page
                      • The JavaScript controller for the Details page
                      • The FreeMarker template for the Details page
                  • Summary
                  • Chapter 9: Following the Lifecycle of a Record
                    • Undeclared records
                    • Specifying mandatory metadata
                    • Declaring the record
                    • Record review
                    • Closing a Folder
                    • Cutoff
                    • Transfer
                    • Accession
                    • Destruction
                    • Audit log
                    • Hold or freeze
                      • Responding to a hold request
                      • Freezing records
                      • Locating records on hold
                      • Creating an export package of requested records and metadata
                      • Releasing the hold
                    • The File Plan report
                    • How does it work?
                      • The unique record ID
                      • Background jobs
                        • Review notifications
                        • Lifecycle tracking
                      • The File Plan component
                        • Linking to the transfer and hold pages
                        • Rendering transfer and hold Items
                        • Finding transfer items
                        • Finding hold items
                      • Transfer report
                    • Summary
                    • Chapter 10: Searching Records and Running Audits
                      • Search and Records Management
                      • Authorization and search
                      • Records Search page
                        • Single-field search form
                        • The Search form
                          • Basic search
                          • Property search
                          • Date search
                          • Search filters
                          • Restricted File Plan search
                          • Search result columns
                          • Result list search order
                          • Clearing the search criteria
                          • The Results tab
                          • Syntax errors
                      • FTS-Alfresco query language
                        • Searching for a term
                        • Searching for a phrase
                        • Wildcard search
                        • Conjunctive search
                        • Disjunctive search
                        • Negation
                        • Properties
                        • Special fields
                          • Escaping QNames
                          • Escaping characters not in a QName
                        • Grouping
                        • Boolean
                        • Dates
                        • Ranges
                        • Proximity searches
                        • Mandatory elements
                        • Optional elements
                        • Operator precedence
                      • Example searches
                      • Saved searches
                        • Creating a saved search
                        • Editing a saved search
                        • Deleting a saved search
                      • Records Management audits
                        • Purpose of the records audit
                        • Planning for the audit
                        • Things to look for in the audit
                        • Deliverables from the records audit
                      • The Audit tool
                        • Accessing the Audit tool
                        • Using the Audit tool
                          • Running an Audit report
                          • Filtering the report by event
                          • Filtering the report by property
                          • Filtering the report by user
                          • Filtering the report by date
                          • Audit log viewing options
                          • Viewing the full log
                          • Filing the Audit log report
                          • Export the Audit log report
                          • Stopping, starting, and clearing the Audit log
                      • How does it work?
                        • The Records Search page
                        • DataSource and data webscript
                        • Saved searches
                        • Custom properties
                        • The Audit tool
                      • Summary
                      • Chapter 11: Configuring Security and Permissions
                        • Creating users
                          • Adding a new Share user
                          • New user access to Share
                          • User admin
                        • Groups and Records Management
                          • Browsing groups
                          • Adding a new group
                          • Deleting a group
                          • Editing groups
                          • Adding members to a group
                        • Member access to the Records Management site
                          • Subscribing to the Records Management site
                          • Requesting access to the moderated Records Management site
                          • Access to a private Records Management site
                        • Creating Records Management roles
                          • Roles and permissions
                          • Access controls applied to the File Plan
                          • Viewing and editing the Records Management roles
                            • Browsing role permissions
                            • Editing role permissions
                            • Creating a new role
                            • Deleting a role
                        • Read and file permissions
                        • The User Rights Report
                        • How does it work?
                          • Admin console—users
                          • Users in the repository
                            • Users as usr:users
                            • Users as cm:persons
                          • Access to roles via webscripts
                          • Permissions
                        • Summary
                        • Chapter 12: Configuring Records Management Parameters
                          • The Records Management Console
                          • List of Values
                            • Supplemental Markings
                            • Transfer Locations
                            • Creating a new List of Values
                            • Deleting the List of Values
                          • Custom Metadata
                            • E-mail Mappings
                              • E-mail metadata
                              • Creating an e-mail mapping
                            • Events
                            • Relationships
                          • How does it work?
                            • The Management Console page
                            • Rendering of Management Console tools
                            • The Console page layout
                          • The tools navigation region
                          • Custom Records Management metadata
                            • List of Values
                            • Events
                            • WebScript calls for Management Console information
                          • Summary

                          Dick Weisinger

                          Dick Weisinger is Vice President and Chief Technologist at Formtek, Inc. and has worked for more than 20 years in the areas of content, document, and image management. His career spans many projects and organizations and he has contributed to software solutions used for healthcare, finance, engineering, discrete manufacturing, and aerospace and defence applications. Dick is a regular contributor to the Formtek blog at on topics that include ECM, SaaS, Open Source, SOA, and new technologies.

                          Dick earned a Masters of Engineering Science in Operations Research from the University of California at Berkeley and a Masters of Engineering Science from Johns Hopkins University. Dick is an Alfresco Certified Engineer (ACE) and author of the Packt Publishing book Alfresco 3 Records Management.

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                          What you will learn from this book

                          • Install and configure the Alfresco Records Management module
                          • Identify the right team members from your organization for planning, implementing, and maintaining an effective records management strategy
                          • Learn the key elements of best-practice Records Management standards, such as ISO-15489 and DoD 5015.2
                          • Effectively organize records into a File Plan structure and control record lifecycles, including the ultimate destruction of records
                          • File records not only from the Alfresco Share web interface, but also from the desktop, e-mail clients, FTP, and batch processing
                          • Extend the Content Model of the Alfresco base records to include user-defined searchable metadata properties
                          • Use the Records Search tool to pinpoint the location of records that you are looking for and run audit reports to monitor system activities
                          • Understand role creation and the granular Records Management permission model to effectively secure your Records Management installation

                          In Detail

                          The Alfresco Records Management feature set is so complete that it is one of the very limited number of systems, and the only Open Source solution, that has been fully certified for Records Management use by the US Department of Defense. Record keeping is important because accurate records are really the only way that organizations can demonstrate compliance with regulatory requirements. The amount of regulation that organizations must comply with has gone up dramatically over the last decade, and the complexity of record management has increased proportionally.

                          Alfresco 3 Records Management is a complete guide for setting up records programs within organizations. The book is the first and only one that describes Alfresco's implementation of Records Management. It not only teaches the technology for implementing Records Management, but also discusses the important roles that both processes and people play in the building of a successful records program.

                          Alfresco 3 Records Management starts with a description of the importance of record keeping, especially from a regulatory compliance perspective. It then discusses Records Management best practices and standards, and goes on to describe step by step how to identify documents that need to be managed as records, how to use Alfresco Records Management software to set up the File Plan structure for organizing the storage of records, and then how to manage the lifecycle of the records.

                          The book provides detailed instructions for installing and configuring Alfresco Records Management. The topics covered include setting up a record File Plan, filing records, establishing record retention schedules, setting up security and permissions, assigning metadata, extending the content model, using advanced search techniques, and creating system activity audit reports. The book also provides "deep-dive" information from a developer's perspective about how the Records Management module was implemented within the Alfresco Share platform.
                          Alfresco 3 Records Management covers features available in both the Community and Enterprise versions of Alfresco software. By the end of this book, you will be able to successfully develop a records policy and implement it within Alfresco Records Management.

                          A practical guide to designing, creating, and implementing a records program for your organization with DoD-5015.2 certified Alfresco Records Management


                          This book is structured in a sequential way that walks you through the steps necessary to set up your Alfresco Records Management system. Chapters follow a logical progression with each chapter building on the knowledge and implementation details learned in earlier chapters.

                          Who this book is for

                          If you are a records manager, business analyst, or a software developer, and want to implement the Alfresco Records Management program for your organization, then this book is for you. You don't require any prior knowledge of Alfresco Share software to follow this book.

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