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Welcome to Alfresco Records Management

carlos_miguens

Welcome to this new forum for Records Management. If you are interested in using Alfresco for records management and want to share your views, questions and burning issues this is the place for you. We have created this with the advent of the Alfresco 3.2 Records Management solution, this has just been certified as compliant with DoD 5015.2 Chapter 2 and will become available within the next few weeks.

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Comments

carlos_miguens

I've noticed that a number of people are trying to use the 3.2 records management features with Alfresco Explorer, where in fact this is not intended to work in this client interface.

Records Management is seen as a Share site called rm, none of the RM functions are available through the Alfresco Explorer interface and this was never intended to be a certified interface. You will not find Records actions appearing in the interface at the right time and other actions may have unpredictable side effects on the repository.

If you are using records management please make sure that you are using Share and that you do all your operations through the RM site.

Thank you.
Carlos

trialot

There was a records management amp for the main alfresco/the explorer.

From your post, it seems that the DOD amp is containing RM for Share. And only for share.

Seems logical, but can you give some additional information about the relation between the old RM for the explorer and the new for Share?

mrogers

There is no relationship between the "old" RM amp and the "new" DOD amp. They are separate apps.

segurson

There is no relationship between the "old" RM amp and the "new" DOD amp. They are separate apps.

So, what is the 'status' of the former RM module?
Is it conceptually ok (and feasible) to use the uncertified version in the Explorer interface, plus the certified version in Share? Because i'd like to have RM functionality in Explorer.
Or else, how could we implement RM functionality in Explorer?

Thanks in advance,
Sonia

mrogers

It's conceptually O.K. to run both RM applications together,   they won't interfere with each other.   However they are separate applications with different data models, so it may not be what you are looking for.

I don't know what the official line from Alfresco is but It's fairly obvious that the old RM module is obsolete and is dying.   There has not been much effort put into the old RM module for the last few releases and I can't imagine that changing.   Whereas there has been a huge effort for the "new" RM application.    And there are plans for it going forwards.

However, being open source, with a community of people who find it useful, there may be some life left in the old RM application.     However I doubt that Alfresco will be leading further development.

mikeh

Looks like Mark was penning a reply at the same time I was - I'll post mine anyway, as it backs up what he says.

The former RM module is no longer being actively maintained (hence it's "unsupported" name). That's not to say you shouldn't use it, but you should exercise caution and do your own testing, as it's not on our primary test path. As always, bugs should be raised in JIRA.

The two RM modules are mutually exclusive; by which I mean you choose to use one or the other. You're almost certainly going to run into trouble if you try and move records between the two managed spaces.

The Share module is the one the DoD recently certified, so that's the one we'd recommend you use.

Thanks,
Mike

segurson

Thank you both MikeH and mrogers, so i'll stick to Share. Any idea if the *plans for it going forwards* include bringing RM to Explorer? Anyway one could try adding certain Explorer-like features to Share, right…

mikeh

…one could try adding certain Explorer-like features to Share, right…

That's the approach we're going to be taking, both now and in the future.

Thanks,
Mike

ati_dip1982

I have just installed alfresco records management module, and when i come accros alfresco share and click FIle plan its just creates folder. unable to understand what is that?

Can anyone help?

Thanks,
Dip

carlos_miguens

Dip, I can't understand your post. Please can you be more specific about the problem you are experiencing.
Thanks

ati_dip1982

Hi Carlos,
I am unable to use the record management module. What i mean to say that when i have installed the record management module, and try to replicate the same through share, under the file plan tab there are two folder one is Transfer and another one is Hold, I am unable to import anything under this category.. Can you please guide me how to use this feature?.

Thanks,
Atish

carlos_miguens

The Transfer and Holds collections are specially collections of objects. Namely transfers which are lists of records that have been transferred and holds which are groups of frozen records.

These are used for system management and you cannot file records here. You need to create your own file plan, under the File Plan nav item and file your records there.

ati_dip1982

Hi ,
But i am unable to see the file plan dashlets in my Alfresco-Web Client. I sthere is any mechanism to activate the same.
Thanks.
Atish

carlos_miguens

Hi Atish

I'm afraid I don't understand your problem, there are no file-plan dashlets. In order to help you I need more information from you.

Please can you tell me exactly where you are in Share when you experience difficulty and the steps are have gone through or are going through. The more detail the better.

Thanks
Carlos

chandu7ee

Hi ,
But i am unable to see the file plan dashlets in my Alfresco-Web Client. I sthere is any mechanism to activate the same.
Thanks.
Atish

hi ati_dip1982.,
there is problem in enterprise dod amp., if u r using alfresco community edition
u can find filepaln link., in the rm management console., its not a dashlet.

if u can import data., u will get some military and civilian files. in that u can add new file plan with new series.

itbeb

Hi Mike or anyone

We are currently on Enterprise 3.1.2 using Alfresco Explorer, upgrading to 3.3.2 or 3 in Jan 2011 (mind you, why is there not a 3.3.3 to download for Linux on your networks site? The 3.3.3.7 looks fishy ….

It has a lot of files in extension folders etc - looks dangerous to deploy). We would like to have a look at the new DOD certified RM which is only available in Alfresco Share. We will still be using Explorer for a while because we have also implemented some extensive business processes which we will not be able to convert so quickly.

1. How easy would it be to 'get/ move' a document from an Explorer space to the new RM site in a fileplan - how should one attempt it - with rules? Workflow?
2. Do you really foresee a stage where all DM functionalities in Explorer will be available in Share as well?
3. Can we evaluate the certified RM without purchasing it?

If I should direct my questions to someone/ somewhere else - please advise ..

Regards
Elsabé Botha
North-West University
South Africa

mrogers

Yes, since you are an enterprise customer you should be directing your queries to Alfresco support.

Do you really foresee a stage where all DM functionalities in Explorer will be available in Share as well?
- No not all. However I think its fair to say that "most" of the functionaility is already available on 3.4. And of course Share has its own bits of functionaility now.
We would like to have a look at the new DOD certified RM which is only available in Alfresco Share.
- I suggest you set up a trial version so you can play with it.
Can we evaluate the certified RM without purchasing it?
- Yes of course. You can arrange for an enterprise trial or have a go with the community version.

itbeb

Thanks - could you please answer this question as well:

1. How easy would it be to 'get/ move' a document from an Explorer space to the new RM site in a fileplan - how should one attempt it - with rules? Workflow?

regards
EB

n_pancholi87

Hi, I need to know if it is possible to use RM features on Alfresco share itself, and not switching to RM site separately for the task??

Thanks,
Nidhi

anny

Hello,my organization is using alfresco for Electronic document management system but i can find the record management link on the dashboard among the dashlets.

mrogers

Have you installed RM ? It was two separate AMPs the last time I saw it. What version are you using?

mrogers

Edit - in answer to n_pancholi's question about the RM share site. Yes. But you need the latest version of RM which has "in place records management."

alm1206

Dear members,

in addition to Anny's post I would like to know any URL from which I could download and install RM module. By the way, the company I'm working at the moment is using Community Edition (4.2).

I thank you all in advance,

Best regards

Allan.

israel

We have a lot of files which are piled up, we want to archive these files in Alfresco, we need support how to install alfresco and scan all hard copy files. This is the plan: put barcode in each file, scan and archive in alfresco, when somebody need to access the file he/she can just enter file number and retrieve the file. we in need of support for this. Can you please advice on how I can get direct support from Alfresco?