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Alfresco 3 Records Management

Dick Weisinger

Comply with regulations and secure your organization’s records with Alfresco Records Management.
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Book Details

ISBN 139781849514361
Paperback488 pages

About This Book

  • 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


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.

Table of Contents

Chapter 1: Records Management
What is a record?
Chapter 2: Getting Started with the Alfresco Records Management Module
The Alfresco stack
Alfresco software
How does it work?
Chapter 3: Introduction to the Alfresco Share Records Management Site
The Share environment
The Records Management site
How does it work?
Chapter 4: Metadata and the Alfresco Content Model
The Alfresco Content Model
Creating a new model
The Records Management Content Model
Extending the Alfresco Content Model
Chapter 5: Creating the File Plan
The File Plan — a definition
Best practice for creating the File Plan
Creating the File Plan
File Plan container metadata
Copy and move of File Plan containers
How does it work?
Chapter 6: Creating Disposition Schedules
What is the disposition schedule?
Creating the disposition schedule
Making changes to the disposition schedule
Importing and exporting File Plan data
How does it work?
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
Filing from an e-mail client with IMAP
Filing to Alfresco via FTP
Bulk import
Filing by scanning
Other ways to file
How does it work?
Chapter 8: Managing Records
Records Details
How does it work?
Chapter 9: Following the Lifecycle of a Record
Undeclared records
Specifying mandatory metadata
Declaring the record
Record review
Closing a Folder
Audit log
Hold or freeze
The File Plan report
How does it work?
Chapter 10: Searching Records and Running Audits
Search and Records Management
Authorization and search
Records Search page
FTS-Alfresco query language
Example searches
Saved searches
Records Management audits
The Audit tool
How does it work?
Chapter 11: Configuring Security and Permissions
Creating users
Groups and Records Management
Member access to the Records Management site
Creating Records Management roles
Read and file permissions
The User Rights Report
How does it work?
Chapter 12: Configuring Records Management Parameters
The Records Management Console
List of Values
Custom Metadata
How does it work?
The tools navigation region
Custom Records Management metadata

What You Will Learn

  • 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.


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