Alfresco record management

Record this English word has been translated in China: file/Record/electronic file, China national standard GB/T 29194-2012 officially called "electronic file", Alfresco support using this name, so below appears "file" and "Record" place if not marked, refers to the national standard "electronic file"

"File Plan" "File Plan" "File Plan" "File Plan" "File Plan" "File Plan" "File Plan" "File Plan

Alfresco Record Management is a software system based on GB/T 29194-2012(China), MoReq2(eu) and DOD5015.2(USA).

Alfresco Record Management (Alfresco Record Management) is specially used to manage the life cycle of files/electronic files, including identification, classification, archiving, preservation, and destruction of files/electronic files, file/electronic file Management can be considered as the identification, identification and Management of all kinds of evidence of business activities in the organization.

Alfresco conforms to the working habits of users and greatly reduces the complexity of Record/electronic file Management, so as to increase user identity.

Reduce the risk of unmanaged files by using a unified repository and simply declaring files/electronic files in place and automatically.

Automated, rules-based file/electronic file management makes information governance easier and enables consistent governance policies throughout.

For archiving, auditing, auditing files/electronic files is a very powerful tool, it can help you save time and reduce management costs.

Record Types

  • Support electronic and non-electronic (physical) files/electronic files
  • Various types of electronic documents: "scanned files/electronic documents "," electronic image files/electronic documents ", "PDF files/electronic documents ", "web files/electronic documents"
  • Folders can contain electronic and non-electronic (physical) files/electronic files
  • You can archive through Share, inbound email, IMAP,CIFS

Record Classify

For example, Classify can be set with files at different application levels by information type:

  • Top secret
  • confidential
  • secret
  • unclassified

Filing/Record Filing

Files/electronic files can be archived through multiple interfaces:

  • Import to the record management site
  • From the Alfresco
  • From desktop CIFS,WebDAV,FTP, etc
  • IMAP email client

Workflow: allows multiple users to complete metadata

Three-stage process: declaration, archiving, and completion

Only record administrators can open records, only before an operation is interrupted

File Plan

For storing "files/electronic files" :

  • Class holding disposal plan
  • Files are filed in the file/electronic file folder

For storing "files/electronic files" :

  • Security controls who can browse
  • Users can add records

Support for custom metadata

Dispostion Schedule

Attached to the file/electronic document category:

  • Applies to file/electronic file categories and folders

Control files/electronic documents:

  • keep
  • disposal

Several steps:

  • interrupt
  • Hand over
  • keep
  • Into the tube
  • The destruction

File Hold Support

For the goal of "holding files" security control can also do all-round:

  • You can even control who can see that the detection of "targets" is happening

The addition/removal of "hold file" content

Generate a "hold file" report

File Version Control

  • Use rules to control which version creates a new file/electronic file
  • External associations of files are also retained in the archiving scheme
  • These associations can also be used to drive disposal plans


User events

  • Defined by a person who has been granted appropriate privileges
  • Can be included in the disposal plan
  • This is done with the appropriate privileged user

System events

  • It's done by the system
  • The trigger
  • To cancel, replace, or transfer

Support for multiple events

About Security

LDAP authentication or external authentication

Users must be file/electronic file management users

Improve safety

  • Constraints/permissions/functions
  • File/electronic file management role
  • Auxiliary tags/warnings

There are over 50 features

  • Extend retention or freeze, close folders, create, modify, destroy reference types, destroy file/electronic file plans, and more

Each one provides a special function in the system

  • Extended retention period or freeze: allows users to freeze files/electronic files and folders to extend the retention period of these files
  • Close folders: allows users to close folders for subsequent archiving
  • Note that there is also a reverse action here that lets you: reopen the folder

Preset file

  • In situ read
  • On the written
  • The RM user
  • RM power user
  • RM security manager
  • RM file/electronic file manager
  • The RM administrator

Provide grouping

Can be extended

Record References

Associations can be established between files/electronic files

The types of these relationships include

  • Parent/child relationship
  • Two-way relationship
  • User-defined relationships

Automatically detach message creation references

They can act like events

Example of adding a relationship


  • Be out of date
  • Replace, be replaced
  • Supporting documents, supported documents
  • The previous version, the next version
  • information
  • The attachment

A two-way

  • Cross reference
  • Rendition, Rendition by.


  • Associations can be established between different file types
  • Associations between types establish relationships when content types are modeled
  • Any file can only be associated with predefined types
  • For example, the "entry form" type file in the figure can only be related to the "resume information" and "diploma" two types



  • File/electronic file and content properties
  • Disposal plan
  • Computable value (for example, date)
  • File/electronic file status
  • Custom properties

Configurable results

  • The return value
  • Content columns can be reordered

The search can be saved for later use/or edited again


The audit

  • Audit trail operation
  • Filter by event, user, or date
  • Search results can be exported or archived and declared as archives/electronic files

In-place Record

In-place archives are automatically declared and archived in a rules-based "archive plan," so users don't have to worry about it anymore, so there's no learning cost.

  • No need to understand complex classification schemes
  • File and claim records anywhere
  • Easy access to documents
  • There is no need to keep a "private" copy

One-click declaration of files/electronic files

  • Click to declare a file/electronic file/record
  • Ability to view files/electronic files/records in place

Automated Declaration archive/electronic documentation (Automated Declaration)

Automate declaration files/electronic files according to preset rules

Automation is the change of various "states" based on documents

  • Attribute change
  • Change of place/position
  • Changes in the state of the business

When loaded into Alfresco, the Drop Zone is used to declare files/electronic files/records

Dynamic & Intelligent File Plan

Automate declaration files/electronic files according to preset rules

Automation is the change of various "states" based on documents

  • The archive folder is created when needed
  • No need for uninterrupted management and update categorization
  • The file is automatically archived to the correct archive folder
  • Dynamic classification scheme
  • Set rules for archive archives
  • Automatically create an archive folder

When loaded into Alfresco, the "Drop Zone" is used to declare files/electronic files/records

Automatically create a classification scheme (Auto Create File Plan)

The categorization scheme is created as required

  • The archive folder path is dynamically named using properties

can use

  • path
  • File attribute
  • date

Files can be connected to multiple file folders

  • HR files and legal files
  • Keep the strictest to win

Automated filing

  • Archiving and declaring archives is only part of the day-to-day business process
  • Define automated business rules
  • Hide file management from end users
  • Never let content "flow through the cracks."

A perfect combination

The Alfresco One archive/electronic file management module brings together the simplicity and control of information governance. Through the integration of archive management into the natural business processes and the complete archive/electronic document life cycle (from collection, retention to final destruction). In government, financial services, health care, and other highly regulated industries, Alfresco is used to achieve information governance that is standardized, efficient, and auditable.

The archive/electronic file management module extends the functionality of Alfresco One, providing additional capabilities to meet different levels of control requirements in information governance. Enable organizations to establish a comprehensive strategy for managing business content and corporate archives/electronic files on an open, scalable platform.

File management is not equal to document management, different:

Document management File management Such as
The document directory structure is created by the user and can be changed at any time, for example, new folder structures can be added at any time Classification schemes are defined by enterprises, institutions and organizations, and users are not allowed to make changes, which is usually also stipulated by law For instance, bill is archives, how does bill keep, the country has a regulation, new "electronic bill" also can come on stage code
Documents can be created at any time for any purpose The creation of a profile is usually part of a business process or transaction process For example, your "contract" is a document at the drafting stage and becomes a file after it is signed
If it is a work in progress, the document can be changed at any time Unless in exceptional circumstances, once a file is declared, it can never be changed For example, email is a file, so is surveillance video, and traffic photos are also a file. Once a file is declared, it cannot be modified, except in very special cases, under the premise of "compliance"
Save or delete documents as required by the user Files are retained and held for a predetermined period of time, but are discarded and deleted when they expire For example, we heard that the archives of China's first census had been "destroyed" in advance, because at that time we were still underdeveloped and had no software system to support it

Traditional file system PK modern file system

Traditional file/electronic file management systems are complex and self-contained systems that are difficult for the average user to understand. Most such systems are designed for professionals such as compliance inspectors or archivists. Now, electronic invoices are available, the arrival of the era of electronic archiving, the system can no longer be required for the content of the coverage and compliance of the test range "set limits", because the content is from the daily business of the organization, so the traditional "independent file system" will be eliminated.

Traditional file system features:

  • Complexity: expert tools, used only by experts
  • Proprietary systems: not designed to help the average user
  • Cost: expensive. These systems are too expensive
  • Cost of enablement: too difficult to learn. If enablement requires specialized and intensive training and training, professional background knowledge is required
  • Just deal with the moment: not integrate into common business practices, but rely on experts in the field to do things, ask the old archivists, and each return to the capital with tears

Modern filing system - Alfresco:

  • Simple: regular users, intermittent tube file can be (why is intermittent? Because archival management is integrated into your daily business, which does not deal with archival type content all the time.
  • Accessibility: all users within an organization can use it, but only if they have permissions
  • Cost: an open source archive management solution, how much you say it will cost
  • Implementation: ensures minimum desktop footprint
  • Ensuring the future: infrastructure ensures that any future standard change will work, such as how easily it can be adapted to Chinese, eu and us standards. So, promising the future is actually promising the "unknown," and modern archival systems don't believe in tears

File/electronic file life cycle and modern file system details

Society under the rule of law, not only the people to obey the law, the software also should obey the law, the software is to obey the law in order to avoid the illegal "accidentally", as a result, the software can not only extend the human intelligence, also can accept human "responsibility", a certified software system is used to accept people "shirk responsibility".

The common practice of "software law-abiding" in the world is to make the software conform to the specified national standards.

The life cycle of an archive/electronic document is divided into 3 states:

  • Declare as Record
  • File To...
  • File To...

Repository:Through seamless integration with the content management system, improve the coverage of content and file processing to achieve complete coverage of daily business

  • Single repository: manages business content and company archives/electronic files in a highly extensible, CMIS compliant repository
  • Any resources: managing electronic files, paper files, e-mails, social information, video, pictures, etc

Acquisition:File/electronic file declaration and archiving is a simple action that users can easily use

  • Alfresco Share: allows users to process content and files/electronic files through a simple, web-based interface
  • Local file/electronic file: declare and access files/electronic files anywhere in the Alfresco Share
  • Mobile (declarative) files/electronic files: declare and access files/electronic files through Alfresco mobile App
  • Automated declaration files/electronic files: enables automated declaration files/electronic files through a business rule that is easily configurable
  • Drag-and-drop declaration of files/electronic files: move files from the desktop folder to the network disk on which the file/electronic file management system is mapped
  • Metadata generation ahead of time: automatic extraction of metadata from content to quickly categorize archives/electronic files

Storage:Enhance control and compliance through automation

  • Dynamic archive solution: automatically archive files/electronic files to the correct folder based on configurable rules
  • File/electronic file attribute management: categorize files/electronic files based on file/electronic file type and related metadata
  • Automated lifecycle management: configurable and automated disposal plans to meet information governance policy requirements; Review, hold, transfer, file and destroy files/electronic files based on the classification scheme or file/electronic file properties
  • Classifiable content: adds additional level control through configurable content and archive/electronic file classification levels
  • Permissions: ensure the security of the system with strong user access control
  • Configurable dashboard: use search and archive/electronic file filtering to easily obtain and exclude exceptions
  • Audit log: stores records of all operations in the system and generates reports for audit or compliance purposes
  • Rapid eDiscovery: use powerful search functions to quickly retrieve relevant files/electronic files

Final disposal:Reduce risk and cost

  • Comprehensive disposal support: build and implement a defensible way for disposal, including removal and archiving
  • File/electronic file holding: when the file/electronic file is investigated, it is easy to suspend the normal disposal plan
  • Archiving: it is also easy to export records if you want long-term archiving records
  • Automated conversion: converting files from proprietary to vendor-neutral formats for long-term preservation
  • Disk erasure: ensures that sensitive records are completely deleted by multiple low-level disk erases