In-Place Records Management With Dynamic Records Handling
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:
moving a content object comprising content and metadata of a document maintained within a content management system of an organization into an unfiled records folder of a records management system of the organization, the moving occurring when the document is declared as a record;
evaluating the content object to determine a location within a file plan of the records management system to which the content object is to be moved;
moving the content object from the unfiled records folder to the location; and
updating a record marker in the content management system to provide access from a first file structure of the content management system to the location such that users of the content management system having access permissions for the document can access the content object subject to the access permissions and one or more records management policies enforced by the records management system.
2 . A computer program product as in claim 1 , wherein the operations further comprise creating the record marker in the content management system upon the moving of the content object to the unfiled records folder.
3 . A computer program product as in claim 1 , wherein declaring of the document as the record occurs within the content management system.
4 . A computer program product as in claim 3 , wherein the declaring of the document as the record comprises at least one of a manual declaration received via a user interaction with a user interface of the content management system, an automated declaration resulting from occurrence of a trigger event or action defined by a rule, and a automated designation resulting from a workflow relating to the document.
5 . A computer program product as in claim 1 , wherein the evaluating of the content object comprises at least one of extracting content from the content object, extracting the content from the content object and performing a semantic analysis of the content, evaluating original object metadata associated with the content object evaluating a record tag added to the content object upon declaration of the document as the record, and evaluating additional record metadata added to the content object after declaration of the document as the record.
6 . A computer program product as in claim 1 , wherein the location comprises a file path that comprises fixed path information and configurable path information determined by the evaluating of the content object.
7 . A computer program product as in claim 1 , wherein the file plan comprises one or more record categories, and the location is assigned to a record folder within a record category of the one or more record categories.
8 . A computer program product as in claim 7 , wherein the record category comprises a retention and disposition schedule, the retention and disposition schedule applying to the record as well as to all other records present within the category and within the record folder.
9 . A computer-implemented method comprising:
moving a content object comprising content and metadata of a document maintained within a content management system of an organization into an unfiled records folder of a records management system of the organization, the moving occurring when the document is declared as a record;
evaluating the content object to determine a location within a file plan of the records management system to which the content object is to be moved;
moving the content object from the unfiled records folder to the location; and
updating a record marker in the content management system to provide access from a first file structure of the content management system to the location such that users of the content management system having access permissions for the document can access the content object subject to the access permissions and one or more records management policies enforced by the records management system;
wherein the moving of the content object into the unfiled records folder, the evaluating of the content object, the moving of the content object from the unfiled records folder to the location, and the updating of the record marker comprise operations performed by one or more systems comprising computer hardware.
10 . A method as in claim 9 , further comprising creating the record marker in the content management system upon the moving of the content object to the unfiled records folder.
11 . A method as in claim 9 , wherein declaring of the document as the record occurs within the content management system.
12 . A method as in claim 11 , wherein the declaring of the document as the record comprises at least one of a manual declaration received via a user interaction with a user interface of the content management system, an automated declaration resulting from occurrence of a trigger event or action defined by a rule, and a automated designation resulting from a workflow relating to the document.
13 . A method as in claim 9 , wherein the evaluating of the content object comprises at least one of extracting content from the content object, extracting the content from the content object and performing a semantic analysis of the content, evaluating original object metadata associated with the content object evaluating a record tag added to the content object upon declaration of the document as the record, and evaluating additional record metadata added to the content object after declaration of the document as the record.
14 . A method as in claim 9 , wherein the location comprises a file path that comprises a fixed path information and configurable path information determined by the evaluating of the content object.
15 . A method as in claim 9 , wherein the file plan comprises one or more record categories, and the location is assigned to a record folder within a record category of the one or more record categories.
16 . A method as in claim 15 , wherein the record category comprises a retention and disposition schedule, the retention and disposition schedule applying to the record as well as to all other records present within the category and within the record folder.
17 . A system comprising:
computer hardware configured to perform instructions comprising:
moving a content object comprising content and metadata of a document maintained within a content management system of an organization into an unfiled records folder of a records management system of the organization, the moving occurring when the document is declared as a record;
evaluating the content object to determine a location within a file plan of the records management system to which the content object is to be moved;
moving the content object from the unfiled records folder to the location; and
updating a record marker in the content management system to provide access from a first file structure of the content management system to the location such that users of the content management system having access permissions for the document can access the content object subject to the access permissions and one or more records management policies enforced by the records management system.
18 . A system as in claim 17 , 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.