Why I do this? (Part 1) – Repost from AIIM ERM Community Blog

As I mentioned in my post “Joining a Very Special Group” I was invited to write about Electronic Records Management (ERM) on the new AIIM ERM Community.

The following is the first post I made on the AIIM ERM Community Expert Blogs last week.

Why I do this? (Part 1)

Question Ever wonder how or why you wind up doing what you do? Sometimes people set out on their career journey with a very specific destination in mind and carefully plan the development of that career along with very specific goals. That is not what happened for me.

I fell into the Enterprise Content Management (ECM) business purely by chance. Over 30 years ago my career goal was to become a pilot and I achieved that goal after completing my Bachelors of Science in Mechanical Engineering and successfully completing flight training in the US Navy.

I had an interesting career in the Navy, got to see the world, had some amazing experiences, and met some amazing people. Through my experiences I decided that flying for one of the airlines was not something I would enjoy once I retired. In 1988 as I looked at what might be the next big thing, I decided to go back to school and retool. I went back to my alma mater, University of Florida (Go Gators!), and completed a Master of Science in Computer Science.

I was lucky enough to serve as Chief Information Officer (CIO) for a Navy aircraft research and development organization before I retired from the Navy. During my time as CIO I saw how critical the “I” in that job title really was. Information was critical to the success of the research and testing of the next generation aircraft and weapon systems.

After retiring I joined an IT software and services company that had a very robust workflow solution. This is the part where serendipity comes in. The DoD 5015.2 records management standard had just been issued and one of our customers wanted a document management solution, which would also comply with the brand new DoD 5015.2 standard. This was my chance to create a new integrated document, records, and workflow management solution using PC Docs, Provenance’s ForeMost, and our workflow software. This became one of the first integrated document management suites (IDAM as coined by Gartner) on the market and was the first integrated suite to become DoD 5015.2 certified. I guess I was a pioneer of sorts.

TruearcAnyway, I went on to become the President of the records management company (which became TrueArc), created AutoRecords and was awarded a patent, and provided the first DoD 5015.2 certified integrated records management solution for Microsoft’s SharePoint 2001 (version 1). I also successfully led the acquisition of TrueArc by Documentum in late 2002.

Over the last 8 years or so I have been focused on creating solutions, which help businesses effectively manage information and extract the most value from one of their most important assets. Although I have focused primarily on leveraging SharePoint as an information management platform over the last couple of years I have been working on effective ways of using Documentum and SharePoint together.

So, as you can see, I never really started out planning to be in the ECM business. In some way I fell into this career. But I really didn’t answer the hypothetical question “Why I do this?” yet. But I will.

In Part 2, I will delve more deeply into the answer to this question…

Microsoft Finally Releases The DoD 5015.2 Add-on For MOSS

MPj04358840000[1] Well, this has been a long time coming. I am happy to see that Microsoft finally released the DoD 5015.2 Add-on for Moss 2007 a couple weeks back while I was trekking around the UK and Europe.

I am proud of the work our team did in creating the new features for the MOSS Records Center last year.  The extremely collaborative nature of the project and development with the Microsoft  Product Group using the SCRUM agile methodology during the project showed me the possibility of a high performing team with this methodology.

I plan to implement the MOSS Records Center with the Add-on in the next several months.

Here is the Microsoft Post: Announcing the DoD 5015.2 Resource Kit for SharePoint Server 2007.

MOSS 2007 DoD Certification FAQs

approved Microsoft has a new web page on the Office site entitled “Microsoft Office SharePoint Server 2007 receives DoD 5015.2 certification” that provides some frequently asked questions regarding the DoD 5015.2 certification of SharePoint 2007. There is also a link to the press release.

Busy With DoD 5015.2 Certification of MOSS 2007 – Sorry For The Lack of Posts

Forgive me, it has been a while since my last post. I have been a bit busy the last couple of weeks completing the DoD 5015.2 certification testing of MOSS 2007 (SharePoint 2007).

As I mentioned in an earlier post, AIS built the DoD 5015.2 certification add-on pack over the last several months and we just successfully finished certification testing last week.

Here is the press release Microsoft made today: Microsoft’s press release today.

The certification reports will be posted on the JITC product register located here in the near future.

This is an important milestone for Microsoft and adds significant records management capabilities to MOSS. I am happy to see this finally be available for my clients that have invested in MOSS. Microsoft confirmed that licensed MOSS clients will be able to get the DoD 5015.2 certification add-on pack without an additional charge.

So, now with that major achievement behind me I should be able to starting posting more regularly. As always I follow my number one rule: only make a post to BetterECM when I have something to say.

Update: Here is the link to the AIS Press Release

Take a Peek Behind The Curtain – SharePoint and DoD 5015.2: Part 2

Or…HOW Did They Do That?

Well, in this post I will shed some light on how we were able to add the required DoD 5015.2 functionality to the existing MOSS 2007 Records Center.

For those who have not explored MOSS 2007 as a development platform, you should really take a look. MOSS can be extended not only to build pretty rich and robust ECM applications, but to build other business solutions that can leverage workflow and a rich browser based user interface.

I recommend taking a look at the White Paper my colleague Vishwas Lele wrote back in January called: Microsoft Office SharePoint Server 2007 (MOSS) as an Application Development Platform.

We were able to leverage the rich features out-of-the-box (OOTB) of SharePoint 2007 and take avatage of connecting and extending those features using only the SharePoint Object Model and native SharePoint 2007 capabilities. Our development team was able to extend, connect, and integrate various out-of-the-box features and functionality, such as:

  • SharePoint Lists and Framework
  • Content types
  • Custom field types
  • Access Control Logic (ACL)
  • Workflow Foundation
  • Integration with Exchange and Outlook
  • Search

We are in the process of creating a Developer Case Study with Microsoft which will describe in detail how the fetaures required for DoD 5015.2 were created using some of the very configurable OOTB SharePoint features along with some custom workflows built on the Workflow Foundation and customizations built on the MOSS 2007 & WSS SDK.

One of the interesting features of the DoD 5015.s Records Center is that Records Managers will have workflows avaialable to automate the review of Vital Records, review and approval of Category and Folder Cutoff, and diposition processing.

As soon as the Case Study is published I will post a link to the paper.

Take a Peek Behind The Curtain – SharePoint and DoD 5015.2: Part 1

A recent post on the Microsoft SharePoint Products and Technologies Team Blog confirmed the plans for getting MOSS 2007 certified to comply with the DoD 5015.2 STD.

Well, I have been pretty quiet about the work that I and the fantastic team at AIS have been doing for the last year.

AIS was selected by Microsoft last year to help build the new DoD 5015.2 features for the Records Center and take the DoD 5015.2 version of the SharePoint Records Center through the certification testing which is scheduled for the week of May 14th. I have written a white paper that highlights the new features which have been added to the Records Center. You can download the white paper here.

AIS and I will be in the Microsoft booth at the AIIMexpo Conference & Exposition in Boston, April 16-19, 2007. 

I will talk about the process we used for adding the new functionality to the Records Center to meet the DoD 5015.2 STD requriements in Part 2 of this post.

Alfresco’s ECM Just Got Better

Alfresco released Alfresco Preview Release 1.4 last week. This is a monumental event since now there is a credible open source records management solution now available.

As I mentioned back in May after meeting and talking with John Newton, he promised to deliver a DoD 5015.2 capable ECM solution by the end of 2006.

Well John, congratulations for delivering on you promise. I am anxious to install the preview and take a spin through the records management capabilities. The following is a list of some of the newly added features.

Functionality offered in the Alfresco Records Manager preview release includes:

  • Fileplans – Automatically classify and schedule records based upon pre- existing plans and standardized structures
  • Drag And Drop Entry – Providing a file system view, records can be dragged and dropped using the standard Windows Explorer interface with metadata and disposition assigned according to fileplans and workflow handling
  • Automated Lifecycle Change – Enables schedule, content and metadata change activation based upon simple scripting rules. An important feature for managing retention dates and managing document disposition
  • Retention and Archival Policies – Manage archival of obsolete records, recovery of archived records or complete destruction of records based upon retention policies
  • Disposition – Provides controlled and scheduled handling of archiving, holds, transfers, accessions and destruction using rules and automated processing
  • Pre-Population Of Metadata – Using predefined templates and definitions, automatically file and handle records entry
  • Screening Records – Pre-defined reports and metadata type definitions to search and screen records due for handling and exceptional cases
  • DOD 5015.2 Requirements – Templates designed to support US Department of Defense records and filing requirement for metadata definitions, fileplans and functionality
  • Metadata Validation And Workflow Handling – Ensures the integrity of records using model-driven validation and handling of newly entered records
  • Automatic Conversion -Converts from proprietary office formats to long- term vendor neutral formats such as Open Document Format (ODF) and Portable Document Format (PDF).

The Alfresco Preview Release 1.4 Fact Sheet can be downloaded here

Breaking News! Microsoft Goes on Record That They Are Getting MOSS 2007 DoD 5015.2 Certified

I get email updates from the Microsoft Records Management Team Blog. Tonight I received the following comment post update:

re: Records Management Feature: Content Types

Microsoft has decided to pursue DoD 5015.2 (chapter 2) certification for Office SharePoint Server 2007.
Stay tuned for more information in a future posting.
– Ethan Gur-esh, Program Manager

Sunday, June 18, 2006 9:50 PM by recman

Ethan is one of the Microsoft Program Managers and it looks like he has finally confirmed some of the speculation by many that Microsoft was planning to get the next version of SharePoint DoD 5015.2 certified.

One thing that was strange is that this was posted as a comment to the post “Records Management Feature: Content Types”.

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Talking With John Newton On The AIIM Conference & Expo 2006 Show Floor – May 17

I had a chance to talk with John Newton, CTO of Alfresco today at their booth on the exhibition floor. It was great to finally meet John in person and have a chat about my post Alfresco Adding Real Records Management To Their ECM Suite??? late last month. John confirmed that Alfresco plans to release a version of their ECM suite by  the end of the year that will include records management capabilities that will comply with the DoD 5015.2 STD requirements.

This is significant!!!! It will be interesting to see if having an Open Source ECM solution that has DoD 5015.2 certified records management will have a dramatic effect on the adoption curve of Alfresco by regulated or government customers. I asked John if Alfresco was planning to take the Alfresco suite through the certification process and he said that Alfresco would rely on a partner to take on the logistics of taking the suite through the testing process.

This next year should be very interesting to watch. Real RM in Alfresco, the Office 2007 launch, and ????? Tags: , ,

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