topic repository vs records management in Alfresco Archive

repository vs records management

hiba — Wed, 19 Nov 2014 18:00:06 GMT

What is the difference between the status of the documents in the repository and records managementWhat is the use of repository ????

Re: repository vs records management

openpj — Thu, 20 Nov 2014 10:32:52 GMT

The repository can contain any type of content and the manipulation and the lifecycle must be implemented ad-hoc by you. The repository is also the base component of Records Management (RM).
The RM is a specific partition of the repository where you can manage important content (with business relevance) declared as "record" and you can set all the details about its own lifecycle.

A typical example of records management implementation could be a simple contract management system.
Imagine to have contracts with an annual expiration, this deadline can be set configuring the RM module.
In this way the selected record will be searchable for a year and then you can decide if it must be removed or archived.

A RM implementation is based on the definition of a file plan (special directory structure) where you can decide the specific lifecycle for each folder.

On the other side, you can add rules inside the repository to specify which contents must be declared as records. When a content is declared as a record, it is managed by the RM module for starting the associated lifecycle. Then the record can stay in RM or can return in the repository if it is necessary a further work on it.

The main difference is that inside the repository the contents can be manipulated and versioned. When a content becomes a record this content is locked and it is only available for retrieval.

I hope that my description is clear for you 😛

Re: repository vs records management

hiba — Thu, 20 Nov 2014 19:01:50 GMT

Thank you very much

Re: repository vs records management

hiba — Thu, 20 Nov 2014 19:01:58 GMT

Thank you very much

Re: repository vs records management

fernandocabral — Sun, 23 Nov 2014 12:25:51 GMT

OpenPJ, I appreciated your ability to explain in few words the differences and similarities between RM and Repository. I hope you can do the same to fix my blindness as to the following issues:

I have about 3.000 records, each one comprised of a folder inside which you will find a single PDF file. Now, I would like to move each one of them inside RM, keeping the structure. Each folder would be a folder under a certain category, and the PDF file would be a new record.

I tried installing the bulk loader, but it did not work (probabily some compatibility issue - am I running alfresco 5.0.b)

Then, I tried moving the all the records inside RM using webDAV. RM refused to accept it.Then I tried doing the same against the Repository, and it did work. I could move all the records and the struture was kept.

Now I am moving the the documentos into RM. Seems a workable solution, even though quite circunvoluted.

This is the scenario. Now, the two questions:

a) Is there a simpler way to insert those records into RM, preserving the original structure, without resorting to the intermediary step of first moving them into the repository?

b)(another issue indirectly related to the above) How can I assign to that folder that contains that PDF files, a bunch of metadata like employee's name, address, birth date, social security number, etc.

Re: repository vs records management

monika_pd — Mon, 09 Feb 2015 12:43:38 GMT

I need to implement saved search on repository content. So can we not search against repository using record management site, as it's not possible for user to declare everything in repository as a record. I can see only record search which is searching records only within the site. Is there anything on rm that I missed?
Thanks..