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Managing corporate records with formtek and alfresco
1.
Managing Corporate Records
The What, When, Why and How October 5, 2010 Page 1
2.
Alfresco Webinar
Managing Corporate Records Presented by: Dick Weisinger Vice President and Chief Technologist Formtek, Inc. Contact Information 1-925-459-0495 dweisinger@formtek.com http://keytocontent.blogspot.com @DickAtFormtek © Copyright 2010 Formtek, Inc. Page 2
3.
Agenda Introduction Records
Management – Overview – What is it? – Why is it important? – Standards – Demo Questions © Copyright 2010 Formtek, Inc. Page 3
4.
Formtek? An ECM
software and services company In business 28+ years Prestigious customers in Asia, Europe, and North America Alfresco Gold Integration Partner – Largest privately-owned Open Source Company – Alfresco Share Collaboration – Certified for DoD 5015.2 © Copyright 2010 Formtek, Inc. Page 4
5.
Formtek Markets Engineering Manufacturing Aerospace /
defense Telecommunication Utility Government Both small organizations as well as large global enterprises © Copyright 2010 Formtek, Inc. Page 5
6.
Records Management
"...to comply with new rules and tougher regulatory examinations, recordkeeping will be paramount" -- WSJ January 13, 2010 © Copyright 2010 Formtek, Inc. Page 6
7.
What is a
record? Any piece of information, in any format, that allows an organization to conduct business © Copyright 2010 Formtek, Inc. Page 7
8.
Physical Records
Non-electronic © Copyright 2010 Formtek, Inc. Page 8
9.
Is it a
Record? Does it support or document a transaction? Does it document the creation, execution or change of a policy? Does it document a business process? Does it document actions in response to an inquiry? Does it provide information used in making a business decision? Yes? It is a record © Copyright 2010 Formtek, Inc. Page 9
10.
What is Records
Management? Records Management is the management of the lifecycle of the records for an organization, from record creation, to eventual disposal. Records Management includes the tasks of collecting, classifying, securing, storing and disposing of records. © Copyright 2010 Formtek, Inc. Page 10
11.
Why Records Management?
Compliance – Local, Federal and State Laws and Regulations – Organization Standard Operating Procedures Risk Mitigation – Protects Organizations in Litigation Business Continuity – Speeds recovery after a disaster Cost Reduction / Productivity / Efficiency – Search and Retrieve information more quickly – Frees up Storage Space – Creates improved and more efficient processes © Copyright 2010 Formtek, Inc. Page 11
12.
E-Discovery / Litigation
fines Organization Reason for e-discovery fine Fine and date Morgan Stanley Emails created during a company merger were $1.58 billion fine improperly deleted. Additional backup tapes May 2005 found during the investigation were not later Later overturned, but not reported. because of the e- discovery problems UBS Warburg Emails were deleted in violation of a court $29.3 million fine order. Unable to produce backup tapes. April 2005 Lucent Records produced for a Securities and $25 million fine Technologies Inc. Exchange Investigation were incomplete. May 2004 Morgan Stanley Failure to produce email in a timely manner as $15 million fine part of a Securities and Exchange investigation. May 2006 Bank of America Failure to produce email in a timely manner $10 million fine Securities and failure to preserve documents related to March 2004 on-going litigation. © Copyright 2010 Formtek, Inc. Page 12
13.
Compliance and Authorities
Internal Revenue Service – Retain tax records for 4 years Department of Labor regulation 29 CFR 516.6 – Retain employment and earnings records for 2 years – Retain discrimination complaints for 3 years California State Welfare and Institutions 14124.1 – Retain records for three years Sarbanes Oxley Section 103(a)(2)(A)(i) – Retain audit paperwork for 7 years © Copyright 2010 Formtek, Inc. Page 13
14.
Records Management Standards ISO
15489:2001 o Defined by the International Organization for Standardization o Defines ‘Best Practice’ DoD 5015.2 o Defined by the US Department of Defense Moreq2 / MoReq2010 o European standard defined by the European Commission © Copyright 2010 Formtek, Inc. Page 14
15.
Page 15
16.
DoD-5015.2 File Plan
Structure Cabinet(s) Record Series Drawer(s) Record Category Folders Record Folders © Copyright 2010 Formtek, Inc. Page 16
17.
Demo Scenario --
1 Share Access and Environment – Multiple sites – The RM site Introduction to Alfresco’s File Plan View the File Plan Report © Copyright 2010 Formtek, Inc. Page 17
18.
Records Lifecycle ©
Copyright 2010 Formtek, Inc. Page 18
19.
Disposition
The actions taken on records when they are no longer needed, typically destruction or transfer. © Copyright 2010 Formtek, Inc. Page 19
20.
Cutoff
The action or event that starts the clock on the countdown to final disposition for a record or Folder. © Copyright 2010 Formtek, Inc. Page 20
21.
Disposition Example
Cut-off quarterly. Hold 3 Years. Destroy Electronic Email Non- Electronic i Oct-Dec, 2010 January, 2011 January, 2014 © Copyright 2010 Formtek, Inc. Page 21
22.
Demo Scenario --
2 Create File Plan Containers – Create a new category – Create a new folder – Add a disposition schedule to the category • Applied to Records File an electronic document in the new Folder Look at Record Details © Copyright 2010 Formtek, Inc. Page 22
23.
Demo Scenario --
3 Disposition and Review – Complete Metadata – Declare as a Record – Move time forward - Review – Move time forward – Cutoff – Move time forward – Destruction © Copyright 2010 Formtek, Inc. Page 23
24.
Aspects: Dynamic Metadata
Type=Report Type=Contract Type=Email Type=Physical Type Attributes Type Attributes Type Attributes Type Attributes Subject Customer Subject Format Report Date Effective Date SentBy Location Business Area Value SentTo Aspect = RM Record Aspect Attributes Record Identifier Classification Code Creating Organization Date of Record © Copyright 2010 Formtek, Inc. Page 24
25.
Demo Scenario --
4 Handling a Hold or Freeze – Find and Select the Items for a Freeze – Freeze – Find items in the Holds area – Export items as a zip package – Find Items on Hold – Unfreeze © Copyright 2010 Formtek, Inc. Page 25
26.
Demo Scenario --
5 Filing a Record as part of a Workflow – Login as Susan H • File new document to be reviewed in Operations site • Initiate approval and file Workflow with Bill J – Login as Bill J • Review the document • File the document • Add metadata and declare document as a record • Complete Workflow task – Login as Susan H • See that task has been successfully completed © Copyright 2010 Formtek, Inc. Page 26
27.
Other Key Capabilities
-- 6 Exploring the Records Management Console – Audit – Define Roles – User Rights Report – Custom Metadata – Email Mappings – Events – List of Values – Relationships © Copyright 2010 Formtek, Inc. Page 27
28.
Demo Scenario --
7 Additional Ways to File documents – File a non-electronic document – Directly into the RM site (multi-file example) – From CIFS mounted drive – From IMAP – Inbound email – From FTP – From a non-RM Share site © Copyright 2010 Formtek, Inc. Page 28
29.
Questions?
Contact Information: dweisinger@formtek.com © Copyright 2010 Formtek, Inc. Page 29
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