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Records Management in ECM Suite 11g Overview

Moses Moloi Managing Director Informatix
Oracle DBA, OAS Expert, Fusion Middleware Security and Implementation Expert

Agenda
Records Management in ECM
Overview 11g Features Demo

Questions?

Records Management in ECM

Overview

What is Records Management?

Systematic management and retention of information
Content modification & lifecycle rules & processes Driven by regulations and business practices Impacts both public and private sectors US and international Electronic and physical information

Growing market*
$500M US sales w/ 12% y/y growth Only ~35% of organizations have implemented RM
* Gartner MarketScope for Records Management 9/10/2009

Traditional Records Management

Managed in one location

Records Policy Document Warehouses

Content Distributed Across Systems

Creates Challenges for Records Management

Records Policy Records Policy

Records Policy

Records Policy
Content Repository Collaboration Platform Divisional IT Content Repository

File Servers

Records Policy

Records Policy Records Policy File Servers Content Repository Divisional IT

Email Corporate IT Records Records Policy Policy Records Policy Document Warehouses

Content Distributed Across Systems

Centralized Policy Management through Oracle URM

File Servers Content Repository Collaboration Platform Divisional IT Records Policy Content Repository

Universal Records Management

Email Corporate IT

File Servers Content Repository Divisional IT Document Warehouses

Oracle Universal Records Management

Oracle Universal Records Management provides a single application to create and administer information lifecycle management* on both physical and electronic information, with a framework for extension to any repository

* - functions such as retention, disposition, and holds

Oracle Universal Records Management

Pervasive records management
Oracle Universal Records Management
Discovery Services

Transparent to business users

Apply records and retention policies in place to any content in any system Electronic & physical records Work with familiar tools Content stays in place RM policies enforced automatically

Central Policy Management

Records Manager Physical Notification Adapter Records Services Services Manager

Adapter Email Archive

Adapter 3rd Party ECM

Adapter File Servers

Adapter

Adapter

Adapter

Simple and flexible policy creation Perform legal holds and freezes

Microsoft Extensible SharePoint

Ships with the standard life-cycle triggers and actions Add business-specific triggers and actions
Perform enterprise-wide discovery searches, apply legal holds, export to review tools

Oracle UCM

Enforce policies in any content repository

Pre-built adapters for Oracle and 3rd party repositories Generic adapters for custom or niche 3rd party repositories Set policies for both the archive and the local content store

URM 11g Features

WLS-based Architecture Records Capability Configuration Configurable Records Definition Simplified User Interface Ease of Administration Oracle Integrations DoD 5015.2 v. 3 Certification

URM 10g Architecture Overview

URM running in standalone JVM
Browser, Desktop Applications

Web Server (HTTP, DAV, SOAP)

Java API

URM (Services and UI)

RM Svcs (Disposition, etc.)
AD/LDAP

BPEL

security

Core Svcs (Library, Search, etc.)

Standalone JVM
JDBC

Content (RDBMS or FS)

Metadata (RDBMS)

Search (RDBMS, SES, etc.)

New URM Architecture Overview

URM running in WLS
Browser, Desktop
Applications

Enterprise Manager

HTTP Listener (HTTP, DAV, SOAP)

Java API

OWSM

URM (Services and UI)

WLST AD/LDAP OPSS
mbeans security RM Svcs (Disposition, etc.)

BPEL
Content Server (Library, Search, etc.)

JDBC Datasource

WebLogic Server

Content (RDBMS or FS)

Metadata (RDBMS)

Search (RDBMS, SES)

Records Capability Configuration

Meet the requirements of more potential customers Make DoD capability a deployment choice not sales choice Increased deployment flexibility

Configurable Records Definition

Enables compliance with DoD requirement for revisable records Permits better coexistence with UCM components Accommodates greater variety of customer deployments

Configurable Records Definition

Category Settings
Control over items in category to determine whether or not
New revisions can be created Items can be delete Items can be edited

Set when creating file plan

By an administrator not an end user End user should not have to know whether or not budget is record

Configurable Records Definition

Tune intrusiveness of RM
UCM can use flags to allow URM to coexist with its apps
e.g. site studio can prohibit use of items that cannot be revisioned DAM can prohibit use of items that cannot be edited

Control over records properties

Revisions of items in file plan Deletes of items in file plan Edits of items in file plan

Control over when the record indicator is displayed on item

Simplified User Interface

My Favorites Category Copy Integrated Browse Easy Content Relation Improved Desktop Integration

Simplified User Interface

My Favorites Uniform Checkin Across Products
Drop-down file plan selection
From favorites For occasional user

Browse file plan selection

From favorites and full file plan For experienced user

Simplified User Interface

My Favorites Simple Favorites Management

Simplified User Interface

Category Copy
Copy Category
Create category with similar metadata Can rename category Can select new series

Copy dispositions
Select source category Copies dispositions from selected category to current one

Simplified User Interface

Integrated Browse Listing
List Folders and Records on same page
Pagination for large listings Fits windows paradigm Convenient

Simplified User Interface

Easy Content Relation
Relate content on checkin page
Simpler, Fits how users works Easily import content relations by setting field Can call in service

Browse launches search page for finding related content

Ease of Administration
Alerts Performance Monitoring Task panels

Ease of Administration
Alerts
URM Alerts admin of issues
Incomplete initial setup Poor performance Errors in background processes

Initial setup checklist page

Lists/monitors initial setup Links to setup tasks Actual system data

Ease of Administration
Performance Monitoring

Ease of Administration
Task Panels

Oracle Integrations

Leveraging 11g DIS Integration of SES for search Use of BI Publisher for reports Policy application to IPM content stored in UCM Leverage UCM-Apps integrations to provide RM

DoD v3 Support
Certified against all three parts of specification One of four vendors certified for classified records management Certified against both Exchange and Beehive email servers http://jitc.fhu.disa.mil/recmgt/register.html

Oracle is focused on the left side of the EDRM Reference Model

United Health Group

Issues
Several silos incl: SP and Email COSTLY LITIGATION & DISCOVERY ($6 mil per lit) Keep all emails now high risk Regulatory requirements Eliminate duplication

Solution
URM SharePoint Adapter Email Archive Adapter Estimated will save $30 mil/yr

Other Customer Successes

Physical and Electronic Records Management
Physical and electronic content under management Automatic application of retention schedule

Oracle records and content management

RM used for both physical and electronic content Reduced cost of managing physical records Improved operational efficiency Automatic electronic records retention 6.6 TB of unstructured content under management Electronic records repository of 70,000 records Managing physical records Expanding to electronic records management

Resources

OTN ECM VM8 Viewlets of SP & Symantec integrations FAQ (under development)

arma.org http://jitc.fhu.disa.mil/recmgt/register.html

Questions?

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