London Borough of Islington Alfresco EDRM Implementation Presentation
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EDRM and Alfresco at Islington Jeremy Tuck, Chief Information Officer 14 February 2008
Transcript of London Borough of Islington Alfresco EDRM Implementation Presentation
EDRM and Alfresco at IslingtonJeremy Tuck, Chief Information Officer
14 February 2008
Determining an approach
Reviewing products
Implementing Alfresco
• business drivers
• which records?
• research and pilots
• criteria
• usability
• affordability and open source
• hardware and scalability
• architecture
• records management standards
• relationship with intranet
• knowledge management team spaces
Overview
Speakers
Richard Blake
• Head of the Records Management Advisory Service at the National Archives, which supports the development of effective EDRM systems and theMOREQ2 standard.
Richard Jeffrey-Cook
• Managing Director at In-Form Consult who support EDRM implementations and provide records management advice. He was specifically involved in authoring the Local Government Classification Scheme.
John Powell
• President and CEO of Alfresco. Previously, he was responsible for running worldwide operations at Business Objects.
About Islington….
• Second smallest London borough - just under six square miles
• Yet more than 179,000 people live and work here.
• Young - 72% people are under 45
• Economically deeply polarised - 6th most deprived borough in country
(average property owners earn 50k, council tenants 6k p.a.)
About Islington
Where we are…
• Approx 4000 staff
• Between 50 to 100 key records systems – multiple DIP solutions
• Intranet is well branded and used (HR Online ‘appraisals’ killer app)
• Organisation has a move to reduce paper and ‘smart working’
Inside the council
• Strategic Customer Services – Assistant Director Monika Singh
• Information Governance
• Systems Architecture
• Access and Delivery
• Contact Islington
Information function
Fit for purpose: our business drivers
Responding to the Freedom of Information Act
Many requests for documents
Example request:
All minutes of meetings, reports and other documents
relating to parking attendants working in Islington
council area and the number of tickets given out
annually.
Example request:
All minutes of meetings, reports and other documents
relating to parking attendants working in Islington
council area and the number of tickets given out
annually.
Highlighting inefficiency
It took 419 days to respond to providing 16 contracts
as Freedom of Information requests.
Highlighting inefficiency
It took 419 days to respond to providing 16 contracts
as Freedom of Information requests.
Our super storage habits
Surely not my docs?
• Culture of regarding our work documents as our own
• Other people may need to access these documents
• People sometimes leave the organisation
• Our teams move around – we restructure
• Can we find them when we need them?
Which records?
or (more annoyingly) not another new system, surely?
Existing Doc Image Processing products
EDRM
One system for all documents?The big bucket approach?
FormallyManagedRecords
ExplicitlyDeclaredRecords
Un-declaredRecords
1. Search
2. Controls / Retention
3. Access controls
4. Usable
5. Enables collaborative working
Within a DM system?
Can a Document Management System help to manage these records?
Emulate Shared drive ?
Collaborative tools?
how?
Can a Document Management System help to manage these records?
Emulate Shared drive
Collaborative tools?
Corporately?
Line of business
Line of business
Line of business
If needed
Requirements
Docs used inBusinessApplications(e.g. SWIFT)
Scanned images
Web docs
Paper(offsite &Archives)
Final docs(MS or PDF)
DeclaredEmails
Working docs
(MS / PDF)
UndeclaredEmail
Paper
Assembling the right teams….
• Kit Good – records manager
• Amy Harms – knowledge manager
• Keith Lyas – senior technology manager
• Kelly Harrison – web manager
• Francesca Mars – web expert
• Tracy Phillips – information management and data protection
• Danielle Manston – Freedom of Information
• Ashley Munien – technology and networks
• Danielle Dennett – technology and network
Assembling a solid internal team
• Alfresco - Mike Farman
• GoMeta - Oli Sharpe
• Webteq - Simon Buckle
• In-Form Consult Ltd - Richard Jeffrey-Cook
• InfoAxon - Shuhbam Nagar
• Cognite - Steve Wright
Technology and information experts
Research, Proof of Concepts and pilots
Document Management
• Documentum
• Xerox Docushare
• Sharepoint
• Alfresco
Search architecture
• APR Smartlogik
• Autonomy
• IBM Federated RM
Two alternate considerations
Records Manager
Documentum Docushare New repositories
Existing repositories that need RM
INTEGRATION LAYER
- Single retention -TNA approved- Retrieve records Search
Federated records management
�
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IBM Federated RM
IBM OmniFindAutonomyGoogleAPR Smartlogik
����No massive impact on network
����Open integration
����Retention reports
����Audit trails
����Connects to multiple
repositories
Document management findings
SharepointAlfrescoDocumentumDocushare
Minimal Disruption
Open technology for integration
Manages scanned images
Simple workflow configuration
“Remote working” share drive
Easy folder use
Metadata control
Access controls
SharepointAlfrescoDocumentumDocushare
����Minimal Disruption
����Open technology for integration
Not tested���Manages scanned images
����Simple workflow configuration
����“Remote working” share drive
����Easy folder use
����Metadata control
����Access controls
Usability !
Keep users on a path
they’re used to
etc...
Create
Store / Retrieve
Retention
Dispose
Shared drive
Corporate classification
Retention
Schedule
Around the way we work….
Common Internet File System (CIFS)
This open source thing…..
• How do you procure an open source solution?
• Involve your procurement people – and educate them
• Look at total cost of ownership over several years!
Challenges experienced
• Have the same rigour as a proprietary product
• Start educating senior management early
• Create a risk log
• Myth busting !
Approach to open source
• Example of the Calendar application
• No Per seat licence
• No Integration overhead
• We simply could not have afforded to do this within budget
Open source benefits
Hardware
Hardware configuration
AlfrescoApplication
Server
AlfrescoApplication
Server
Alfresco TestApplication
Server
Cisco CSSCisco CSS
FC Switch1FC Switch2
SAN
SQL Server 2005Client PCS hit virtual IP address on Cisco CSS
CSS redirects to App servers (load balance)
App servers communicate with SQL Server 2005SQL Server 2005 clustered and attached to SAN
CLUSTER
Client PCs
SQL Server 2005
Planning your EDRM thinking…
Records LibraryCollaborativeTeam spaces
Core ideas for implementation
izzi pages
storeRecords Library
collaborate & uploadTeam Spaces
Document flow…..
usersizzi pages
Organising Documents around what we DO ?
• Authorities organised differently - yet have the same functions
• We re-organise frequently!
• It makes sense to organise ourselves around what we do
• Organising content for the longer term
• Local Government Classification Scheme
How can we classify docs invisibly?
Setting up ‘classes’ of documents
CLASS information
Retention period: 3 years
Disposal action: destroy
Who can declare? Information governance team
Naming convention: YYYYMMDD-Title
Restrict access: Yes
Retention start: Declaration date
Type: Case file
Information determined from the filename and folder location
Title: Records management strategy
Author: Jeremy Tuck
Class: Management \ Strategic Planning \ Policies and procedures
Date declared: 31 January 2006
Team: Information Governance
Retention: 3 years then destroy
Disposal: 31 January 2009
Naming Conventions
20060131-Records Management Strategy.pdf
Alfresco EDRM Configuration layer
EDRM considerations
• Initial idea was to Integrate with 3rd party EDRM (Meridio, IBM, etc)
• Or modifying Alfresco’s US DOD 5015.2 module
• Building an RM configuration layer in line with UK LA needs
Building a Consistent Records Library
Records Library
RecordsClasses
Filing RuleFolders
Records
Try To Declare Record.js
Publish RM Class.js
Destroy Records
Approved for Destruction.js
Archive All Archive
Action Records.js
IG Database
Drop Folders
Team Spaces
Incoming Scans
Using Alfresco to update the intranet
Where did this leave us?
• Too difficult for what we need it to do….
• Training hard to remember
• Out of date content on the intranet
• Internal information not seen as important
• Izzi not always seen as a reliable source of information
• No strategic approach to document management
Knowledge Management Team spaces
storeRecords Library
collaborate & uploadTeam Spaces
New ways of managing documents
usersizzi pages
What is a team space?
An area on the intranet available to a specific team
Documents are either in one of two states
• Collaborating – DRAFT
• Declaring a final document - FINAL
Records management
Records Library
Knowledge management
Team Spaces
Integration of KM and RM
information
izzi pages
In conclusion…
Where are we now?
• Migrated the intranet site
• Key corporate document groups have been archived properly
• 10,000 documents renamed and declared into Records Library
• 2000 documents in Team Spaces
• 70+ izzi content publishers trained
• Migrating teams to Team Spaces
• 10 virtual cross-council teams using Team Spaces
• Data cleansing – renaming and preparing docs
