Book Image

Alfresco 3 Records Management

Book Image

Alfresco 3 Records Management

Overview of this book

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.
Table of Contents (18 chapters)
Alfresco 3 Records Management
About the Author
About the Reviewer
Free Chapter
Records Management


Before getting into the details of how Alfresco implements Records Management, this first chapter presented an overview of general Records Management concepts and the benefits that can be achieved by using Records Management.

In this chapter, we covered:

  • The meaning of a record and the lifecycle of a record

  • The high penalties that could be imposed due to inadequate Records Management

  • The difference between Document and Records Management

  • The benefits of Records Management

We've seen that records are documents that have been used when making a business decision, a transaction, or a communication of a policy. A Records Management System manages the complete lifecycle of a record, from its creation and declaration, through its retention period, and ultimately to its final disposition, which typically is either permanent archival or destruction.

Software Applications that are designed to handle Records Management are called Electronic Records Management (ERM) systems. ERM systems can greatly speed and automate Records Management. They are especially well suited for managing large volumes of electronic data, like e-mail, which organizations now are forced to deal with.

Records Management helps organizations achieve compliance with financial regulations, audit requirements, and e-discovery requests. It enables accountability and transparency and ensures the authenticity and trustworthiness of the records being managed.

Despite ever-changing software and hardware technologies, a Records Management system preserves your records, which are important business assets, for either a short-term or potentially a very long-term, based on assigned retention schedules.

Records Management facilitates organizational efficiencies. Information can be found and shared more easily. Records Management removes unneeded or obsolete records, freeing up storage space.

Records Management supports risk management, keeping your organization prepared, for anything from an e-discovery request to disaster continuity.

Furthermore, Records Management security provides fine-grained access control rights for your data so that people have access to only the information that they are privileged to see.

The benefits of Records Management are many, but one of the most compelling reasons for implementing Records Management is that it's simply good business.

In the next chapter, we will start looking at Alfresco in detail. In that chapter, we will see how to install both Alfresco and the Records Management module.