Alfresco 3 Records Management : comply with regulations ... - GBV

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8 Δεκ 2013 (πριν από 3 χρόνια και 6 μήνες)

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Alfresco
3
Records
Management
Comply
with
regulations
and
secure
your
organization's
records
with
Alfresco Records
Management
Dick
Weisinger
rPAf
KTl
°Pen
source
I
I/t
V»»
IV
I I
community experience
distilled
PUBLISHING
BIRMINGHAM
-
MUMBAI
Table of Contents
Preface 1
Chapter
1:
Records
Management
9
What is
a
record?9
What is Records
Management?
11
Electronic Records
Management
11
Record
lifecycles
11
Benefits of Records
Management
15
Records
Management
is about
complying
with
legal
requirements
15
Regulatory compliance
16
Authority
Documents and
compliance
16
E-discovery
17
Records
Management
is
about
ensuring accountability
19
Records
Management
is about
preserving
assets
20
Records
Management
is about
efficiency
21
Records
Management
is about
being prepared
22
Records
Management
is about
coming
to
grips
with data volumes 25
Records
Management
is about
security
26
Records
Management
is
about
good
business
27
Summary
27
Chapter
2:
Getting
Started with the
Alfresco Records
Management
Module
29
The Alfresco stack
29
Alfresco software
30
Make
sure
the software versions
are
compatible
31
Downloading
the
Alfresco software
31
Alfresco
Community
31
Alfresco
Enterprise
32
Installing
the base Alfresco software
33
Running
the installer
33
Table
of
Contents
Installing
Alfresco
Records
Management
modules
manually
41
Starting
the Alfresco
Repository
and Share
application
44
Starting
Alfresco Share
46
Share dashlets
48
Enabling
the Records
Management
dashlet
49
Adding
the
Records
Management
site
50
Designating
the
Records
Management
administrator
51
How does
it
work?
52
The Records
Management
AMP Files
53
The Records
Management
Console dashlet
55
The flow of Alfresco
webscripts
55
The
flow of
the Records
Management webscript
dashlet
57
Web
development
within Share
72
Summary
72
Chapter
3:Introduction
to the
Alfresco
Share Records
Management
Site
73
The
Share
environment
74
A
brief
history
of Alfresco Share
74
Alfresco Share
as
a
social
platform
74
Alfresco
Share and the Alfresco
3
Labs
release
75
Alfresco Share 3.X Post-Labs release
75
Use
cases
for Alfresco Share
76
Team
project
sites
76
Publishing
sites
76
Personal sites
77
Alfresco
Share
and
collaboration
77
Share dashboards
77
Changing
the dashboard
layout
80
Changing
the
placement
of
dashboard
dashlets
80
Changing
site dashboards 80
Site
pages
81
Configuring
site
page
navigation
81
Share
themes 83
Share collaboration
84
Collaboration
tools
84
Project-based
collaboration data 85
The Records
Management
site 86
The site dashboard
86
The File
Plan
86
The File
Plan
toolbar
87
Left
navigation panel
90
Records search 92
Site members 93
Administration of site members 93
Table
of
Contents
How does it work?94
Share
configuration
files 94
Repository property
files 95
Customizing
bean files 96
Server
log configuration
file 101
Dashboards
102
Preset dashboard
configurations
102
Modifying
the
preset
dashboard
configurations
109
Persistence of dashboard
configurations
110
Modifying existing
user
dashboards 116
Programmatically accessing persisted
dashboard data 116
Creating
a new
Share theme 118
Share site
top navigation
toolbar 119
Summary
120
Chapter
4:Metadata and the Alfresco Content Model 123
The Alfresco
Content
Model 124
The model
namespace
125
Alfresco
namespaces
125
Types
127
Properties
129
Constraints 131
Types
of constraints 132
Associations 134
Aspects
137
Creating
a new
model 139
Designing
the model
139
Implementing
the model file 141
The model file header 141
Model
import
files
142
The
model
namespace
142
The model constraints 143
The model
types
143
The model
aspects
146
Installing
the model
146
Bootstrap deployment
of the
model
147
Dynamic
deployment
of
the content
model 148
Exposing
a new
content
model from the Share
user
interface 150
Adding Types
to
the site
upload
form 150
Adding Types
to
the
Change Type
action 152
Seeing
the
new
Type applied
to
a
content
node
154
Customizing
the
forms
for
viewing
and
editing
the
new
model's metadata
156
The Records
Management
Content Model
161
The Records Model
162
The
Records Model
header
162
The Records Model
imports
163
Table
of
Contents
The Records
Model
namespace 163
The
DoD 5015 Records
Management
Content Model
164
Extending
the Alfresco Content Model
164
Summary
166
Chapter
5:
Creating
the File Plan
167
The
File Plan—a definition
168
Components
of
the File Plan
168
Benefits
of the File
Plan
170
Looking
at
the Alfresco
example
File Plan
170
Best
practice
for
creating
the File
Plan
172
File Plans based
on
organizational
hierarchy
172
File
Plans
based
on
business
processes
and activities 173
Best
practice
for File
Plan
design
173
Creating
the File
Plan
174
Adding
containers
to
the
File Plan
175
Creating
a
Series
175
Creating
a
Category
176
Creating
a
Folder
178
File
Plan container metadata
179
Copy
and
move
of File
Plan
containers 181
How does it work?
182
How the File Plan
page
is set
by
the
preset
182
The
File
Plan,
as
extended from
the Document
Library
183
The Document
Library
JavaScript
controller
file
184
Getting
the
Location
Type
185
Setting doclibType
in the
model
data
187
Setting
the
root
node in the
model
data 187
The Document
Library
FreeMarker
presentation
191
FreeMarker
page
layout
for the
File Plan
191
The File Plan Document List
197
The
Document List Data Table
201
Summary
206
Chapter
6:
Creating
Disposition
Schedules
207
What is the
disposition
schedule?
207
Disposition
instructions
208
The record
lifecycle
208
Inheritance
of the
disposition
212
Disposition
example—application
at
the Folder
level 212
Disposition
example—application
at the record level
214
Creating
the
disposition
schedule
216
The review
216
The
disposition
schedule
218
General
information
for the
disposition
219
Table
of
Contents
The
disposition
steps
220
Configuring
a
simple
disposition
schedule
222
Time-based
triggers
223
Event-based
triggers
225
Trigger precedence
226
Making
changes
to
the
disposition
schedule
227
Deleting steps
of the
disposition
schedule
227
Editing
steps
of
the
disposition
schedule
228
Importing
and
exporting
File
Plan
data
228
Importing
a
File Plan
229
Exporting
the
File Plan
230
How
does
it
work?
231
The
Category
details
page 231
The edit
disposition
instructions
page
235
The create
disposition
steps
page
238
Disposition
edit client-side
JavaScript
241
Summary
243
Chapter
7:
Filing
Records
245
Filing—more
than
one
way
246
Filing
an
electronic
record
from Share
247
Filing
a
non-electronic
record from Share
251
Filing
from
another Share site
252
Filing
a
record from
a
CIFS
mounted drive
253
What is
CIFS?
253
Filing
with CIFS
254
Configuring
CIFS
255
Troubleshooting
CIFS
256
Checking
to
see
whether the CIFS
server
is
running
256
Missing
NetBIOS
DLL
257
Problems with
ports
258
CIFS
server name
is too
long
258
Conflicts with authentication
settings
259
Filing
from
an
e-mail client
with
IMAP
259
What is IMAP?
259
Filing
with
an
IMAP e-mail client
260
Configuring
IMAP
260
Configuring
IMAP
to
run
on
the
server
260
Configuring
IMAP
on
e-mail clients
262
Filing
to Alfresco
via FTP
266
Bulk
import
267
An
unsupported
add-on
267
Bulk
import
and
Records
Management
considerations
267
Bulk
import
can't
import
disposition
information
267
Table
of
Contents
Installing
bulk
import
268
Simple
interface
to
access
bulk
import
268
Bulk
import
shadow files
269
Auto-declaration
of records
270
Metadata
and
dates
271
Running
the tool
271
Filing by
scanning
272
Identify
which
records to
scan
272
Metadata
and
classification
273
Filing
scanned
images
273
Other
ways
to file
274
How does
it work?
275
Internals
of electronic
file
upload
275
Internals
of
non-electronic
record
filing
281
Summary
285
Chapter
8:
Managing
Records
287
Records
Details
288
Alfresco
Flash
previewer
289
Record
Metadata
290
Record
actions
292
Download
action
292
Edit
Metadata
292
Copy
record
293
Move
record
294
File
record
294
Delete record
295
Audit
log
295
Links
297
Events
297
References
298
How
does it
work?
300
The
Details
page
300
The
JavaScript
controller
for
the
Details
page
301
The FreeMarker
template
for
the Details
page
301
Summary
315
Chapter
9:
Following
the
Lifecycle
of
a
Record
317
Undeclared
records
318
Specifying
mandatory
metadata
318
Declaring
the
record
319
Record
review
320
Closing
a
Folder
321
Cutoff
321
Table
of
Contents
Transfer
321
Accession
325
Destruction
327
Audit
log
328
Hold
or
freeze
329
Responding
to
a
hold
request
330
Freezing
records
330
Locating
records
on
hold
331
Creating
an
export package
of
requested
records
and metadata 332
Releasing
the hold
334
The File Plan
report
334
How
does
it work?
335
The
unique
record ID
335
Background
jobs
336
Review notifications
337
Lifecycle
tracking
342
The File Plan
component
344
Linking
to
the
transfer and hold
pages
346
Rendering
transfer
and
hold Items 346
Finding
transfer items
347
Finding
hold items
348
Transfer
report
349
Summary
352
Chapter
10:
Searching
Records and
Running
Audits 353
Search and Records
Management
353
Authorization
and search
354
Records Search
page
354
Single-field
search form
354
The Search form
355
Basic search
356
Property
search
356
Date search
357
Search
filters
358
Restricted File Plan search
360
Search result columns
360
Result list search order
361
Clearing
the search criteria 362
The
Results
tab
362
Syntax
errors
364
FTS-Alfresco
query
language
364
Searching
for
a
term
364
Searching
for
a
phrase
365
Wildcard search
365
Table
of
Contents
Conjunctive
search
365
Disjunctive
search
365
Negation
366
Properties
366
Special
fields 367
Escaping
QNames
368
Escaping
characters not in
a
QName 369
Grouping
369
Boolean 369
Dates
370
Ranges
370
Proximity
searches 371
Mandatory
elements 372
Optional
elements
372
Operator
precedence
372
Example
searches 372
Saved
searches
373
Creating
a
saved
search 373
Editing
a
saved
search
374
Deleting
a
saved search
375
Records
Management
audits
376
Purpose
of the
records audit
376
Planning
for
the audit
376
Things
to look for in the
audit
377
Deliverables from
the records audit
378
The
Audit tool
379
Accessing
the
Audit tool
379
Using
the Audit tool
380
Running
an
Audit
report
380
Filtering
the
report by
event
382
Filtering
the
report
by
property
383
Filtering
the
report by
user
384
Filtering
the
report
by
date
385
Audit
log viewing options
385
Viewing
the
full
log
386
Filing
the Audit
log
report
386
Export
the Audit
log
report
387
Stopping,
starting,
and
clearing
the Audit
log
387
How does
it
work?
388
The Records
Search
page
388
DataSource and
data
webscript
390
Saved searches
391
Custom
properties
392
Table
of
Contents
TheAudit tool
393
Summary
395
Chapter
11:
Configuring Security
and
Permissions
397
Creating
users
397
Adding
a new
Share
user
398
New
user access
to
Share 400
User admin
401
Groups
and Records
Management
401
Browsing
groups
402
Adding
a new
group
403
Deleting
a
group
404
Editing
groups
405
Adding
members
to
a
group
406
Member
access
to the Records
Management
site 406
Subscribing
to the
Records
Management
site 407
Requesting
access
to
the moderated Records
Management
site 408
Access
to
a
private
Records
Management
site
409
Creating
Records
Management
roles
411
Roles and
permissions
411
Access controls
applied
to the File Plan 412
Viewing
and
editing
the Records
Management
roles 413
Browsing
role
permissions
414
Editing
role
permissions
418
Creating
a new
role 419
Deleting
a
role 419
Read and file
permissions
419
The User
Rights Report
422
How does
it work?423
Admin console—users 423
Users in the
repository
424
Users
as usnusers
425
Users
as
cm:persons
425
Access to roles via
webscripts
428
Permissions 429
Summary
430
Chapter
12:
Configuring
Records
Management
Parameters 431
The Records
Management
Console 432
List of Values 432
Supplemental
Markings
433
Transfer Locations 434
Creating
a new
List
of Values 435
Table
of
Contents
Deleting
the List of Values
436
Custom Metadata
437
E-mail
Mappings
439
E-mail metadata 440
Creating
an
e-mail
mapping
441
Events
441
Relationships
443
How does it work?445
The
Management
Console
page
445
Rendering
of
Management
Console tools 446
The
Console
page
layout
447
The tools
navigation region
448
Custom Records
Management
metadata 449
List of
Values
452
Events 454
WebScript
calls for
Management
Console information
455
Summary
456
Index
459