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
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Free Chapter
Records Management

Creating the File Plan

Once the design for the File Plan is done, we are then ready to start implementing the plan within Alfresco.

Adding containers to the File Plan

Designing a good File Plan is really the hard part. Building out the structure within the Alfresco File Plan area is straightforward, but may take a bit of time if our plan has many folders. Let's walk through the steps on how to do that now.

Creating a Series

From the root level of the File Plan, we are able to create new Series. After navigating to the root, we will see the option for adding a New Series across the toolbar at the top left. Note that there are no other options available here for creating other types of containers like Categories or Folders, nor is there an option to File any records here. This is to be expected because the rules of the DoD 5015.2 File Plan structure do not allow anything other than a Series to be created at the root of the File Plan:


Note that while the File Plan in the Share Records Management...