University case study Suresh Joshee Product Manager, EDRMS, University of Alberta Mike Priest CTO, Glazr Software

UAlberta at a glance 39,000 students 15,000 faculty and staff Annual budget of $1.7 billion 18 faculties on five campuses 400 undergraduate, graduate, and professional programs

Objectives 7 year project ROI Campus wide ECM implementation Reduce the cost of paper processing Faster response times Better adherence to audit and regulatory standards Compliance standards Streamline business processes Training strategy

Turning points Horizontal vs. Vertical approach Created working groups Leveraged out of the box features Hired a Records Officer Standardized metadata Looked at ourselves! TourGuide end-user guidance

The grass is greener Records Management Essentials: 1.Records Management policies, 2.Naming conventions, 3.Standard metadata, 4.Scanning and imaging quality standards, 5.File classification plans, and 6.Thesaurus

Current Projects Undergraduate Student Records Office of Primary Responsibility: Office of Registrar Employee Records Office of Primary Responsibility: Human Resource Services Donor Records Office of Primary Responsibility: Office of Advancement

Future Work Complete integration of Alfresco with PeopleSoft Complete integration of Alfresco with IMS Upgrade to RM 2.2 End user education and training Glazr interactive training package Continued change management Additional workflow development

What’s New in RM 2.2? Kevin Dorr Sr. Solutions Engineer Alfresco Channel Americas

How Did We Get Here? A Brief History and Compatibility

The RM Story so Far RM 1.0 RM 2.0 RM 2.1 RM 2.2 RM 2.3 DOD (Perpetual) (Classified?)

Alfresco Records Management EngineeringMarketing Contracts Human Resources Share Sites Records Management Central Site with Special Properties

Version Compatibility StatusVersion Release Build Availible From Depends OnRelease Type Available /28/ Maintenance Available2.207/09/ Feature In Development2.3Calendar Q Feature In Development2.2.1TBD4.2.2Maintenance

Pick.. Your Compliance DOD or Not?

What is DOD ? Records Management File Plan Category Folder Contains Disposition Schedules DOD Series Category Folder

How is DOD Implemented? DOD Series Category Folder DOD metadata Publication date etc.

Selecting Compliance

What the Compliance Setting Does Content Object Original Object Metadata Optional Additional Record Metadata Record PDF Scanned Digital Photo Custom DOD Extended Metadata Web Record Custom Standard Metadata DOD Metadata

File Plan Upgrades Folders and Links

Filing a Record to Multiple Locations Legal Contracts Folder Employee Contract Employee Folder Employee Folder

Linking a Record to a Folder

What Linking Does Content Node CM Folder RM Primary Folder Linked RM Folder Primary parent Associated parent

Which Disposition Wins? Legal Employee Contract Employee Hold for 6 Years then Destroy Disposition Schedules Hold for 4 Years, Archive, then Destroy

Unfiled SubFolders

Unfiled Folder Organization Unfiled Records Engineering Marketing Contracts Human Resources Records Management SubFolder 2 SubFolder 3 SubFolder 1 SubFolder N

How to Use It

What it Does Unfiled Records Records Management SubFolder 2 SubFolder 3 SubFolder 1 SubFolder N Marketing Image Filing Rules External Tweet Filing Rules Engineering Document Filing Rules

Rule Improvements Help for Your Memory

Building Rules

The Interactive Rule Builder

Hold It! Here is the cool stuff!

New Legal Hold Mechanisms Hold Previously: “Freeze” O’Leery Case Giant Corp Case New: “Hold” Select one or more holds Also, Direct from Search

Holding a Record

Holding a Record – Hold Folder

Holding a Record

Holding a Record – Already Held

Holding a Record - Search

Editing Holds

Hold Report - Generation

Hold Report

What it Does Content Node Hold A Hold B Suspends Disposition Schedule until Hold is Lifted Security Reports

In Place Improvements Because you asked for it!

Meanwhile, On the Client Side…

What the User Sees

Q&A Thank you for attending!