- Alfresco 3 Records Management
- Alfresco 3 Records Management
- Credits
- About the Author
- About the Reviewer
- www.PacktPub.com
- Preface
- 1. Records Management
- What is a record?
- What is Records Management?
- Record lifecycles
- Benefits of Records Management
- Records Management is about complying with legal requirements
- 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
- What is a record?
- 2. Getting Started with the Alfresco Records Management Module
- The Alfresco stack
- Alfresco software
- 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
- The Records Management site
- How does it work?
- Share configuration files
- Dashboards
- Creating a new Share theme
- Share site top navigation toolbar
- Summary
- 4. Metadata and the Alfresco Content Model
- 5. Creating the File Plan
- The File Plan — a definition
- Best practice for creating the File Plan
- Creating the File Plan
- File Plan container metadata
- Copy and move of File Plan containers
- How does it work?
- Summary
- 6. Creating Disposition Schedules
- 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
- Filing from an e-mail client with IMAP
- Filing to Alfresco via FTP
- Bulk import
- Filing by scanning
- Other ways to file
- How does it work?
- Summary
- 8. Managing Records
- Records Details
- How does it work?
- The Details page
- The JavaScript controller for the Details page
- The FreeMarker template for the Details page
- The Details page
- 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
- The File Plan report
- How does it work?
- Summary
- 10. Searching Records and Running Audits
- 11. Configuring Security and Permissions
- 12. Configuring Records Management Parameters
Like any content within Alfresco, the File Plan containers, that is, the Series, Categories, and Folders are associated with metadata. We saw when looking at the Records Management Content Model that the content types for these containers correspond to dod:recordSeries, dod:recordCategory, and rma:recordFolder. All of these content types inherit from the base content type of cm:folder and they also contain metadata specific to their function within the File Plan.
Note
Recall that we discussed metadata and document and record properties in the context of the Content Model in the last chapter. Metadata is structured data that describes other data. The metadata for a record tracks information about its content, context, and lifecycle. Metadata is used to help locate and manage records, and also to better understand the content of records. Metadata can include information like the record name, description, author, access permissions, and information about when the record should be destroyed or transferred.
The configuration of the Content Model controls which metadata is stored with each of the containers and which pieces of data are mandatory. As described in the chapter on the Content Model, adding new metadata fields can be done easily, but removing any existing fields should be avoided. Removing fields can cause existing data to possibly become corrupted or for the software to fail because it expected those fields that were deleted, to exist.
From the File Plan, the metadata for any container can be navigated to by selecting the View Details actions for that container:
From the details page for the container, the Metadata corresponding to it is displayed. From this screen, the metadata can't be edited. However, users with sufficient permission to edit container metadata can do so from the Edit Metadata pop-up dialog:
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