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This records management implementation contains a three level file plan. This made up of Record Series, Record Categories, and Record Folders. Series may only contain Categories, which in turn may only contain folders. Records must always be filed in the file plan nodes (folders). Other file plan features:
Records can be filed directly into the Records Management site through Share, IMAP or CIFS. Records can also be filed from an existing Share collaboration site.
Disposition schedules control records retention and disposition. These are attached to Record Categories and apply to all folders and records therein.
User-defined events can trigger steps in disposal schedules. Examples of these events are 'Case Closed', 'GAO Audit Complete', and 'Position Re-Designated'. These can then be used in disposal schedules. Suitably privileged users can complete these events on records and folders as they become eligible.
Records Management introduces new and enhanced security for the RM site.
Within the system, a Role is a named collection of functional user access (termed capabilities. For a user to be able to use the records management system they must have a role. A role may be assigned to one or more users, but a user may be assigned one, and only one, role at a time.
The system comes with the following predefined roles.
The system supports a range of capabilities, currently in excess of 50. A capability is an ability, which individually can be granted to a user, that controls the behavior of the system with respect to that user. This may be to grant a certain operation or privilege or it may be to alter the behavior of the system for that user.
Capabilities cannot conflict and are not hierarchical; that is to say a user can be granted a single capability and that capability will not grant any further capabilities. Any user may have zero or more capabilities within the system. A user which has no capabilities is effectively barred from the records management system.
Examples of capabilities are: Extend Retention Period Or Freeze, Close Folders, Create Modify Destroy Reference Types, or Destroy Records Scheduled For Destruction. A full list can be found in Capabilities
Supplementary Markings are used to elaborate and clarify record handling. They are labels which can be defined by an Administrator and applied to any object within the system. The corresponding label can also be assigned to users, then only those users whose supplementary markings match those one records may access them.
Users with the appropriate capability (Extend Retention Period Or Freeze) may freeze any number of records or folders. These are placed into a named Hold. A Hold allows objects frozen for a particular reason to be tracked as a set. Whilst not really forming a part of security, Holds will prevent changes to frozen objects. In addition to this, frozen objects have their retention schedules suspended until the Hold is removed.
The system comes with a number of predefined Reference types that can be used to create relationships (references) between records. They can be either parent/child relationships or bi-directional relationships as follows.
Enhanced records searching and screening is provided.
The audit trail provides a record of actions which the system has performed. This includes actions taken by any type of user, including those with administrative roles, or actions initiated automatically by the system as a result of configuration settings.
A Records Management Administrative Console is provided for administrators to configure and administer the system.
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