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

2. 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

3. 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

4. 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

5. 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

6. 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

7. 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

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

9. How Did We Get Here? A Brief History and Compatibility

10. The RM Story so Far 2009 2012 2013 2014 2015 RM 1.0 RM 2.0 RM 2.1 RM 2.2 RM 2.3 DOD 5051.2 (Perpetual) (Classified?)

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

12. Version Compatibility StatusVersion Release Build Availible From Depends OnRelease Type Available2.1.102/28/20144.2.1Maintenance Available2.207/09/20144.2.2Feature In Development2.3Calendar Q1 20155.0Feature In Development2.2.1TBD4.2.2Maintenance

13. Pick.. Your Compliance DOD or Not?

14. What is DOD 5015.2? Records Management File Plan Category Folder Contains Disposition Schedules DOD 5015.2 Series Category Folder

15. How is DOD 5015.2 Implemented? DOD 5015.2 Series Category Folder DOD metadata Publication date etc.

16. Selecting Compliance

17. What the Compliance Setting Does Content Object Original Object Metadata Optional Additional Record Metadata Record PDF Scanned Digital Photo Custom DOD 5015.2 Extended Metadata Web Record Custom Standard Metadata DOD 5015.2 Metadata

18. File Plan Upgrades Folders and Links

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

20. Linking a Record to a Folder

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

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

24. Unfiled SubFolders

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

26. How to Use It

27. 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

28. Rule Improvements Help for Your Memory

29. Building Rules

30. The Interactive Rule Builder

34. Hold It! Here is the cool stuff!

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

36. Holding a Record

37. Holding a Record – Hold Folder

38. Holding a Record

39. Holding a Record – Already Held

40. Holding a Record - Search

41. Editing Holds

42. Hold Report - Generation

43. Hold Report

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

45. In Place Improvements Because you asked for it!

46. Meanwhile, On the Client Side…

47. What the User Sees

49. Q&A Thank you for attending!