Managing Records in place

[mlarkin]

The industry is moving towards managing records in their existing location and not requiring a move to a RM repository or site.

Is this in the RM roadmap for Alfresco?

[rwetherall]

Yes, in place records management is on the long term road map for the Alfresco RM module.

[aminelfresco]

How do we start an Alfresco Project that must have a file plan for the organisation?
What is the role of Share Sites in this scenario ?
Where would the users create their drafts ?
How would they collaborate well ?
Do we replicated file structures in the Sites and move Final versions to the RM site ?
How should we use the new In-Place feature, and would it solve this separation between sites and RM ?
Rolling out the system by starting the department's requirements all in Share Sites and deploying RM file plan later to channel the Final documents - is this the correct approach ?

Many questions are on our minds and we truly would appreciate a best practice guide on how to roll our an Alfresco Project from scratch when both the RM Site and Share Sites are a requirement in a large organization. Please share with us this important scenario, the RM module is an Alfresco module and it all needs to make sense for their holistic ECM strategy.

[mrogers]

You have picked up on an old thread. In place records management is now available IIRC it passed its DOD certification a couple of months ago.

"old" RM from Alfresco 3.2R was a special RM site where you could file records.  You create the file plan there and the RM modules applies all the security and disposition rules etc.

In place records management is a far more intellegent application (IMHO) that separates the content authoring stuff from the records management function.  Share sites are where the workers do their stuff.   Collaborating as normal.

[aminelfresco]

Thank you Rogers,

I agree with you completely but I need further insight.

So please refer me to solid material (Latest DEMOs, Guide Book, User Stories) that fully describes the intention and plan behind In-Place RM. Its best practice between Share Sites, and RM Site.

The only information I have around In-Place RM is this prototype demo by ROY Wetheral https://devcon.alfresco.com/sanjose/sessions/transparent-records-management-alfresco

We are planning in directing our WORK ENVIRONMENT as you mentioned into Share Sites. So that we have enough capacity to develop customisations and reap out the Social features of a Site. Moreover we believe that all Work/Collaboration must start there (Content Creation) and Final Records move to the RM for compliance and to preserve the memory of the organization [ Also to delete and forget our useless memories ]

Content Creation starts Collaborative Workspaces + Business Workflows [Empowering our Knowledge Workers]
       >> MetaData/Content Models gets applied on content by inquiry or automation
              >> Its a final copy ?
                   >> Logical Rules and Policy Layer gets triggered by action and …
                              >> Content gets Published to Knowledge Sites after qualification process
                              >> All final content gets classified and moved into the RM File Plan (Compliance Goals)

This is my basic understanding and I look forward for the RM team to shed some light on this perspective.

Many thanks,
Amin

[rwetherall]

Hi Amin,

Community release 4.2.e also includes a community release of RM 2.1.  This has fully featured in-place RM and rule integration.  Feel free to download and try things out .. see https://wiki.alfresco.com/wiki/Community_file_list_4.2.e

You can also register for a webinar and request a live demo at http://www.alfresco.com/easyRM

Cheers,
Roy