Alfresco 3 Records Management. Comply with regulations and secure your organization's records with Alfresco Records Management

Alfresco 3 Records Management. Comply with regulations and secure your organization's records with Alfresco Records Management - Opis

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 (...) więcej 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. Spis treści:
Alfresco 3 Records Management
Table of Contents
Alfresco 3 Records Management
Credits
About the Author
About the Reviewer
www.PacktPub.com
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Why Subscribe?
Free Access for Packt account holders
Preface
What this book covers
What you need for this book
Who this book is for
Conventions
Reader feedback
Customer support
Errata
Piracy
Questions
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
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
Building from source code
Download a Community version snapshot build
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
The Records Management dashlet files
The Records Management dashlet files in the MVC Pattern
The Records Management descriptor file
The Records Management dashlet controller
The Records Management dashlet view
The Records Management dashlet URL
The Records Management console client-side JavaScript
Creation of the Records Management site
Web development within Share
Summary
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
Share bean configuration
Client debug settings
Available aspects list
Available content types
Access to the complete Alfresco repository from Share
Records Management configuration
Server log configuration file
Dashboards
Preset dashboard configurations
Preset dashboard layout
Preset dashboard dashlets
Modifying the preset dashboard configurations
Persistence of dashboard configurations
Using the Node Browser to find persisted dashboard data
AVM Store Share component nodes
AVM Store Share page nodes
Modifying existing user dashboards
Programmatically accessing persisted dashboard data
Creating a new Share theme
Share site top navigation toolbar
Share Site secondary navigation header bar
Summary
4. Metadata and the Alfresco Content Model
The Alfresco Content Model
The model namespace
Alfresco namespaces
Types
Properties
Constraints
Types of constraints
REGEX constraint
LENGTH constraint
LIST constraint
MINMAX constraint
Associations
Peer associations
Child 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 models 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
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
Getting the File Plan root node via a service call
Setting doclibType in the model data
Setting the root node in the model data
Reading XML configuration data
The Document Library FreeMarker presentation
FreeMarker page layout for the File Plan
Alfresco page components
Components on the File Plan page
The File Plan Document List
The Document List controller file
User preferences
Actions
The Document List Data Table
Defining and rendering the Data Table
Retrieving Content Object with an Alfresco Repository webscript
Summary
6. Creating Disposition Schedules
What is the disposition schedule?
Disposition instructions
The record lifecycle
Cutoff
Retention
Destruction
Transfer
Accession
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
Components of the disposition edit webscript
Disposition edit client-side JavaScript
Summary
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
IMAP configuration for Outlook 2007
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
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
Included files for the Details page
Initialize the RecordsDocumentDetails object
FreeMarker components on the Details page
The web preview component
Web preview include files
The web preview controller JavaScript
The web preview FreeMarker template
Client-side JavaScript
The metadata component
The events component
The references component
Summary
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
Configuring the notification e-mail bean
Configuring the e-mail notification cron schedule
Configuring the contents of the notification e-mail
Configuring outbound e-mails
Manually checking for records requiring review
Tracking the scheduler
Lifecycle tracking
Configuring the disposition lifecycle bean
Configuring the lifecycle cron schedule
Manually checking for lifecycle records
Logging information for the lifecycle scheduler
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
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
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
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
Custom Records Management namespace
Custom aspects for record objects
List of Values
Events
WebScript calls for Management Console information
Summary
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