Extending Alfresco Security Beyond ACLs

Recently TSG worked with an Alfresco client that had unique requirements around document and folder security.  In addition to traditional ACL security, the client needed the ability to tag documents with metadata that would deny users access to content unless they were members of a particular group.  This post will focus on our approach for addressing the security requirements in Alfresco.

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Alfresco Records Management – An Example of Automatic Record Filing

In this post we will continue the discussion of in-place record declaration by automatically filing a record using Alfresco RM. This post illustrates how an HR document can be automatically filed in the File Plan using Alfresco Rules.

Once the user declares a document as a record, the document will be automatically linked to the Records Management Share site’s Unfiled Records folder. Once it is linked to the folder, the rules for auto-filing  will evaluate the document. In general, the processing of the record could be partially or fully automated depending on the Records Manager’s requirements.

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Alfresco Records Management – Using Rules to Make Records Filing Easy for Users

In a previous blog post we wrote about a common enhancement we often make to ECM systems to automatically file documents based on metadata values. Without development work, performing this same function in a DoD 5015.2 compliant records management system was difficult. However, with the release of version 2.2 of Alfresco’s Records Management module, highlighted at Summit London 2014, the same concept can be extended to automatically file records.  This post will describe how to take the guess work out of filing and instead use Alfresco Rules to make it easy for users to declare and file records. Continue reading

Documentum or Alfresco – Engineering Document Transmittals

Controlling the formal release of project, sales, and engineering documents to customers and clients is often done with transmittal letters. The transmittal serves as a record describing the sender, the recipient, and any special instructions or information related to the included documents. Before the controlled release of a transmittal, the letter and included documents are reviewed and approved by an authority before being sent via email, FTP server, or posted to an extranet or cloud-based system. The need for controlling the review, and recording the approval of the transmittal fits well with Active Wizard’s controlled document solution paradigm. This article will focus on using Active Wizard’s document review and approval workflow to semi-automate the creation of a transmittal letter and distribute it via the cloud. Continue reading

Documentum – Leveraging an existing ECM System to Manage Records

In a post back in January, we described implementing a simple Records Management solution. Often times we have seen clients struggle with the large footprint of the Documentum Retention Policy Services (RPS), Records Manager (RM), and Physical Records Manager (PRM) products, and a limited budget to implement a records management solution. This post describes how several RM features have been implemented using minimally modified out-of-the-box ECM functionality. Continue reading

Documentum Records Management Simplified – Retention, Disposition, and Holds

When first starting a records management (RM) program it can seem daunting and insurmountable, but once the decision is made to not keep everything forever the real work begins. At its most basic, there are three activities in an RM program: retention, disposition, and holds. This post will present a solution approach that leverages minor customizations and out-of-the-box (OOTB) capabilities to satisfy most electronic and physical records management requirements.

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TSG will be on the GKC ARMA Panel January 8th – Emerging ECM Trends

The Greater Kansas City ARMA chapter is hosting a panel event on January 8th in Leawood, Kansas.  Panelists include Christine Adcock from TSG, Denise Pickett  from Black & Veatch who is also a member of the ARMA Board of Directors, and Karen Shaw a Senior Records Analyst from the National Archives and Records Administration. We will be answering questions on the topics of information governance, defining the value of Enterprise Content Management, available and trending ECM technologies, and where we see ECM in two to four years. This is an excellent way to kick off 2014 and we hope to see you at the event. Please RSVP for the event here.

Organizing Documents for Easy Management

While working with a couple of clients recently the question of how best to organize documents in their ECM systems came up. Both had started organizing documents by department but then realized for the long-term that organizing by document type worked better. While no one-way of organizing information may fit every ECM implementation this post will share a few guidelines and best practices that make the long-term management of information a bit easier. Continue reading