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

FTS-Alfresco query language

The Records Search page provides a user interface for collecting the user search criteria for objects within the File Plan. The query is formulated using the FTS-Alfresco query language, where FTS stands for Full Text Search.

At the heart of the FTS-Alfresco queries is the Lucene search engine, but it provides richer constructs than what are available by just using Lucene.

Searching for a term

To search for a single word or term that is located somewhere within the file content of a record, the search can consist of just that word, much like a standard search engine. When the search is run, any property that is of type d:content, like cm:content, will be considered in the search. Consider the following example:


This is equivalent to using the qualifier TEXT as a prefix to the search string:


Searching for a phrase

Phrases can be searched by using double quotes to enclose multiple words or terms. For example:

"electronic digital signature"