Alfresco Workshop: Introduction to Records Management Using Alfresco Governance Services
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This document summarizes an Alfresco national workshop on records management. It introduces Alfresco software and its content, process, and governance services. It discusses records management challenges in Zambia's paper-based system and benefits of Alfresco, including its certified records management features. The workshop covered Alfresco architecture, usage statistics, and demonstrated its workflow capabilities.
![Alfresco Platform (2)
15October 3 2018
http://lis.unza.zm:8080/alfresco
http://lis.unza.zm:8080/share
Username: [USERNAME]
Password: [PASSWORD]](https://image.slidesharecdn.com/notes-unza18-alfresconationalworkshop-introduction-181006144313/85/Alfresco-Workshop-Introduction-to-Records-Management-Using-Alfresco-Governance-Services-15-320.jpg)
![AGS Workflow Demonstration
29October 3 2018
http://lis.unza.zm:8080/share
Username: [USERNAME]
Password: [PASSWORD]](https://image.slidesharecdn.com/notes-unza18-alfresconationalworkshop-introduction-181006144313/85/Alfresco-Workshop-Introduction-to-Records-Management-Using-Alfresco-Governance-Services-29-320.jpg)
![Bibliography
30October 3 2018
[1] Alfresco Documentation
https://docs.alfresco.com](https://image.slidesharecdn.com/notes-unza18-alfresconationalworkshop-introduction-181006144313/85/Alfresco-Workshop-Introduction-to-Records-Management-Using-Alfresco-Governance-Services-30-320.jpg)
Alfresco Workshop: Introduction to Records Management Using Alfresco Governance Services
- 1. Alfresco National Workshop: Introduction Tuesday Bwalya <[email protected]> Lighton Phiri <[email protected]> Department of Library and Information Science School of Education University of Zambia October 3, 2018
- 2. Outline • Introduction to Records Management • Contemporary Records Management in Zambia • Alfresco Platform Overview • Alfresco Usage Statistics • Alfresco Architecture • Alfresco Governance Services • Alfresco Community Edition Requirements & Cost Implications • Benefits of Using Alfresco Platform • Workflow Demonstration 2October 3 2018
- 3. Concept of a Record • Records are any means of documenting communication in an enduring format, which is, written, verbal, photographic or computer-captured, which preserves the communication and can be recalled. • Records document individual events or transactions, or may form aggregations that have been designed to document work processes, activities or functions (ISO15489-1-2016). 3October 3 2018
- 4. Records Management in Zambia • Paper records system in Zambia has been characterized by: • Many government departments manage paper-based records. • Missing records, resulting in delays or failure to provide services to the people. • Long delays in retrieving the records. 4October 3 2018
- 5. Record Lifecycle 5October 3 2018 • Records life cycle should be managed through its life cycle.
- 6. Value of Records • Records are kept because of three core organisational functions: • Legal—Litigation in courts or compliance with regulatory authorities. • Administrative—Decision making, planning, reference etc. • Historical—Research. • Records need to be captured and retained in the system for the required period. 6October 3 2018
- 7. Alfresco Platform Overview • Alfresco started by Alfresco Software, Inc as document management in 2005. • It has evolved into Digital Business Platform providing three products:- • Alfresco Content Services (ACS)—Includes a central content and metadata repository, a web interface named Share etc. • Alfresco Process Services (APS)—Includes graphical design tools, business rules editors, and data integration to external business systems. • Alfresco Governance Services (AGS)—Provides records management functionality to address information governance. 7October 3 2018
- 8. Alfresco Governance Services • AGS integrates Records Management into business processes and automating the complete record lifecycle—from capture through retention to final destruction. • Alfresco offers the only DoD 5015.02 certified open source Records Management solution offering a highly scalable repository which manages business content and corporate records of any type. 8October 3 2018
- 9. Organisations Using Alfresco 9October 3 2018 https://www.alfresco.com
- 10. Alfresco Architecture (1) 10October 3 2018 https://www.alfresco.com
- 11. Alfresco Architecture (2) 11October 3 2018 https://docs.alfresco.com
- 12. Alfresco Architecture (3) 12October 3 2018 • Metadata storage in a relational database management system (RDBMS).
- 13. Alfresco Architecture (4) 13October 3 2018 • Bitstreams are stored on the native filesystem using hashes, nested in hierarchical directories.
- 14. Alfresco Platform (1) 14October 3 2018 http://lis.unza.zm:8080/alfresco
- 15. Alfresco Platform (2) 15October 3 2018 http://lis.unza.zm:8080/alfresco http://lis.unza.zm:8080/share Username: [USERNAME] Password: [PASSWORD]
- 16. Alfresco Governance Services Integration (1) 16October 3 2018 https://www.alfresco.com
- 17. Alfresco Governance Services Integration (2) 17October 3 2018 http://lis.unza.zm:8080/alfresco • Alfresco modules are used to extend and enhance functionality. • Activating AGS requires the installation of appropriate AMP files.
- 18. Alfresco Governance Services Auditing (1) 18October 3 2018 http://lis.unza.zm:8080/alfresco Records management auditing can be used to confirm if business rules are followed and, to trace unauthorised activities.
- 19. Alfresco Governance Services Auditing (2) 19October 3 2018 http://lis.unza.zm:8080/alfresco Audit trail keeps detailed information about events taking place.
- 20. Alfresco Governance Services Metadata (1) 20October 3 2018 http://lis.unza.zm:8080/alfresco Metadata is associated with file plans and records. Custom metadata schemes can be used if built-in scheme insufficient.
- 21. Alfresco Governance Services Capabilities (1) 21October 3 2018 http://lis.unza.zm:8080/alfresco Roles and capabilities collectively grant specified operations and privileges. In addition, they alter the behaviour of the system.
- 22. Alfresco Governance Services Workflow (1) 22October 3 2018 http://lis.unza.zm:8080/alfresco
- 23. Alfresco Governance Services Workflow (2) 23October 3 2018 http://lis.unza.zm:8080/alfresco Descriptive metadata provides comprehensive contextual details for records and file plans.
- 24. Alfresco Governance Services Searching (1) 24October 3 2018 http://lis.unza.zm:8080/alfresco
- 25. Alfresco Setup Requirements and Cost (1) 25October 3 2018 https://www.alfresco.com • Alfresco Community Edition is released under an LPGLv3
- 26. Alfresco Setup Requirements and Cost (2) 26October 3 2018 Community Edtion Enterprise Edition Server O/S Linux, Mac OSX, Windows Linux, Mac OSX, Solaris, Windows Server 2008 R2 Client OS Linux, Mac OSX, Windows Linux, Mac OSX, Windows Database MySQL, Postgres MySQL, PostgreSQL, MS SQL, Oracle, DB2 App Server Tomcat Tomcat, JBoss, WebLogic, WebSphere Auth Alfresco, OpenLDAP Active Directory, NTLM, Oracle Directory Server, Kerberos, JAAS, etc. Browser Chrome, Firefox, Safari, IE 7/8/9 Chrome, Firefox, Safari, IE 7/8/9
- 27. Alfresco Setup Requirements and Cost (3) 27October 3 2018 Community Edtion Enterprise Edition Server O/S Linux, Mac OSX, Windows Linux, Mac OSX, Solaris, Windows Server 2008 R2 Client OS Linux, Mac OSX, Windows Linux, Mac OSX, Windows Database MySQL, Postgres MySQL, PostgreSQL, MS SQL, Oracle, DB2 App Server Tomcat Tomcat, JBoss, WebLogic, WebSphere Auth Alfresco, OpenLDAP Active Directory, NTLM, Oracle Directory Server, Kerberos, JAAS, etc. Browser Chrome, Firefox, Safari, IE 7/8/9 Chrome, Firefox, Safari, IE 7/8/9
- 28. Benefits of Alfresco Governance Services • It is certified by Department of Defence in USA (DoD 5015.02) • Conforms to many international standards on electronic records management (ISO 16175-2:2011). • AGS facilitates the implementation of the records retention and disposal schedule in managing records. • AGS has inbuilt audit trail. • AGS can easily be integrated with the Alfresco Community Edition—It is open source solution (free of subscription fees). 28October 3 2018
- 29. AGS Workflow Demonstration 29October 3 2018 http://lis.unza.zm:8080/share Username: [USERNAME] Password: [PASSWORD]
- 30. Bibliography 30October 3 2018 [1] Alfresco Documentation https://docs.alfresco.com
- 31. Thank you for your attention!
- 32. Alfresco National Workshop: Introduction Tuesday Bwalya <[email protected]> Lighton Phiri <[email protected]> Department of Library and Information Science School of Education University of Zambia October 3, 2018