Dynamic Records Declaration for Integrated Content and Records Management
In-place records management can include in-place declaration of records in which a document within a document library or other first file structure associated with a content management system or application can be declared as a record such that records management controls are set for the document. The setting of the records management controls can include placing a record marker in the first file structure while the content object containing content and metadata of the document now designated as a record is relocated to a second file structure associated with a record management system or application. The record marker allows users of the content management system or application who had access to the document prior to its designation as a record to be able to access the corresponding record from within the content management system or application. Additional features can include dynamic record declaration and dynamic record handling.
1 . A computer program product comprising a non-transitory machine-readable storage medium storing instructions that, when executed by at least one programmable processor, cause the at least one programmable processor to perform operations comprising:
detecting an occurrence of a trigger action or event relating to a content object maintained within a content management system of an organization, the trigger action or event being defined by a records management rule;
executing the records management rule in response to the detecting such that the content object is declared as a record automatically;
moving the content object from a first file structure of the content management system to a second file structure of a records management system; and
retaining access to the content object via the content management system.
2 . A computer program product as in claim 1 , wherein the operations further comprise placing the content object under control of the records management system.
3 . A computer program product as in claim 1 , wherein the second file structure comprises a file plan.
4 . A computer-program product as in claim 1 , wherein the moving of the content object comprises changing a primary association for the content object to a new location in the second file structure, and the retaining of access to the content object comprises creating a secondary association for the content objection to an original location of the content object in the first file structure.
5 . A computer-program product as in claim 1 , wherein the retaining of access to the content object comprises creating a record marker in the first file structure such that accessibility to the content object via the first file structure remains unchanged from prior to the content object being declared as a record.
6 . A computer program product as in claim 1 , wherein the retaining of access comprises providing access to the content object to a user of the content management system subject to one or more permissions the user possessed for the content object prior to the content object being declared as the record.
7 . A computer program product as in claim 1 , wherein the trigger action or event comprises at least one of movement of the content object into a specified folder in the first file structure, completion of a specified task of a workflow involving the content object, a time-based event, and a specified user interface action relating to the content object.
8 . A computer program product as in claim 1 , wherein the operations further comprise adding a record tag and additional record metadata to the content object, the additional record metadata comprising at least one of a type of content in the content object, and an aspect comprising a custom metadata tag to be assigned to the record.
9 . A computer program product as in claim 8 , wherein the custom metadata tag comprises information usable for at least one of searching of the content object, filing of the content object, creation of a dynamic file plan portion for the record, and rules-based filing of the record in the second file structure.
10 . A computer-implemented method comprising a non-transitory machine-readable storage medium storing instructions that, when executed by at least one programmable processor, cause the at least one programmable processor to perform operations comprising:
detecting an occurrence of a trigger action or event relating to a content object maintained within a content management system of an organization, the trigger action or event being defined by a records management rule;
executing the records management rule in response to the detecting such that the content object is declared as a record automatically;
moving the content object from a first file structure of the content management system to a second file structure of a records management system; and
retaining access to the content object via the content management system.
11 . A computer-implemented method as in claim 10 , further comprising placing the content object under control of the records management system.
12 . A computer-implemented method as in claim 10 , wherein the second file structure comprises a file plan.
13 . A computer-implemented method as in claim 10 , wherein the moving of the content object comprises changing a primary association for the content object to a new location in the second file structure, and the retaining of access to the content object comprises creating a secondary association for the content objection to an original location of the content object in the first file structure.
14 . A computer-implemented method as in claim 10 , wherein the retaining of access to the content object comprises creating a record marker in the first file structure such that accessibility to the content object via the first file structure remains unchanged from prior to the content object being declared as a record.
15 . A computer-implemented method as in claim 10 , wherein the retaining of access comprises providing access to the content object to a user of the content management system subject to one or more permissions the user possessed for the content object prior to the content object being declared as the record.
16 . A computer-implemented method as in claim 10 , wherein the trigger action or event comprises at least one of movement of the content object into a specified folder in the first file structure, completion of a specified task of a workflow involving the content object, a time-based event, and a specified user interface action relating to the content object.
17 . A computer-implemented method as in claim 10 , further comprising adding a record tag and additional record metadata to the content object, the additional record metadata comprising at least one of a type of content in the content object, and an aspect comprising a custom metadata tag to be assigned to the record.
18 . A computer-implemented method as in claim 17 , wherein the custom metadata tag comprises information usable for at least one of searching of the document, filing of the document, creation of a dynamic file plan portion for the record, and rules-based filing of the record in the second file structure.
19 . A system comprising:
computer hardware configured to perform instructions comprising:
detecting an occurrence of a trigger action or event relating to a content object maintained within a content management system of an organization, the trigger action or event being defined by a records management rule;
executing the records management rule in response to the detecting such that the content object is declared as a record automatically;
moving the content object from a first file structure of the content management system to a second file structure of a records management system; and
retaining access to the content object via the content management system.
20 . A system as in claim 19 , wherein the computer hardware comprises a programmable processor and a machine-readable storage medium storing instructions that, when executed by the programmable processor, cause the programmable processor to perform at least some of the operations.