Integration of content and records management systems
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 the instructions, when executed by at least one programmable processor, cause the at least one programmable processor to perform operations comprising:
causing a content object to undergo one or more modifications initiated by one or more users of a content management system, the content object comprising content and metadata of a document maintained by the content management system within a first file structure, the first file structure of the content management system providing a first level of access to the document for the one or more users of the content management system, the first level of access comprising an ability to edit the content object;
providing the first level of access to the document within the first file structure for the one or more users of the content management system;
detecting a declaration of the document as a record;
assigning a location for the content object within a file plan of a records management system in response to the detecting the declaration of the document as the record, the records management system capturing and preserving records based upon one or more records management standards;
moving the content object from the first file structure to the location in the file plan;
creating, in response to the moving, a record marker in the first file structure, the record marker identifying a navigation path from the first file structure to the location of the content object in the file plan;
providing, for the one or more users of the content management system and via the record marker, a second level of access to the content object at the location in the file plan, the second level of access being limited relative to the first level of access, the second level of access comprising a view permission for the document from within the first file structure via a user interface of the content management system, the second level of access not including the ability to edit the content object from the file plan of the records management system; and
sending a notification to a records manager regarding the declaration of the document as the record.
2. The computer program product as in claim 1 , wherein the notification comprises at least one of a link to the location of the record, a first option to request more information about the record from the one or more users, and a second option to reject the record.
3. The computer program product as in claim 1 , wherein the operations further comprise changing the user interface of the content management system after detecting the declaration of the document as the record, the changing of the user interface comprising a display of information relating to the content object in the user interface including a unique record identifier and an icon visually depicting that the document has been declared as the record.
4. The computer program product as in claim 3 , wherein the changing of the user interface further comprises removing one or more previously available actions available to the one or more users with respect to the document in the content management system, the one or more actions comprising the ability to edit the document.
5. The computer program product as in claim 1 , wherein the operations further comprise originating the content object as the document, the originating comprising at least one of creation of a new document, copying of an existing document or importing of an existing document from another system into the first file structure of the content management repository.
6. The computer program product as in claim 1 , wherein prior to the assigning of the location, the operations further comprise:
holding the record in an unfiled records folder; and
performing one or more other actions comprising at least one of completing the record, adding additional metadata, requesting more information from the one or more users, and rejecting the record.
7. The computer program product as in claim 1 , wherein the operations further comprise maintaining user permissions for access to the content object subject to an original set of permissions within the content management system modified by one or more records management policies applied to the content object as a result of designation of the content object as the record.
8. The computer program product as in claim 1 , wherein the declaration of the document as the record comprises a manual declaration received via a user interaction with a user interface of the content management system.
9. The computer program product as in claim 1 , wherein the declaration of the document as the record comprises an automated declaration resulting from occurrence of a trigger event or action defined by a rule.
10. The computer program product as in claim 1 , wherein the operations further comprise:
detecting a movement of the content object within the records management system to a second location; and
updating, in response to detecting the movement, the record marker to identify a second navigation path from the first file structure to the second location.
11. A computer-implemented method comprising:
causing a content object to undergo one or more modifications initiated by one or more users of a content management system, the content object comprising content and metadata of a document maintained by the content management system within a first file structure, the first file structure of the content management system providing a first level of access to the document for the one or more users of the content management system, the first level of access comprising an ability to edit the content object;
providing the first level of access to the document within the first file structure for the one or more users of the content management system;
detecting a declaration of the document as a record;
assigning a location for the content object within a file plan of a records management system in response to the detecting the declaration of the document as the record, the records management system capturing and preserving records based upon one or more records management standards;
moving the content object from the first file structure to the location in the file plan;
creating, in response to the moving, a record marker in the first file structure, the record marker identifying a navigation path from the first file structure to the location of the content object in the file plan;
providing, for the one or more users of the content management system and via the record marker, a second level of access to the content object at the location in the file plan, the the second level of access being limited relative to the first level of access, the second level of access comprising a view permission for the document from within the first file structure via a user interface of the content management system, the second level of access not including the ability to edit the content object from the file plan of the records management system; and
sending a notification to a records manager regarding the declaration of the document as the record.
12. The computer-implemented method as in claim 11 , wherein the notification comprises at least one of a link to the location of the record, a first option to request more information about the record from the one or more users, and a second option to reject the record.
13. The computer-implemented method as in claim 11 , further comprising changing the user interface of the content management system after detecting declaration of the document as a record, the changing of the user interface comprising a display of information relating to the content object in the user interface including a unique record identifier and an icon visually depicting that the document has been declared as the record.
14. The computer-implemented method as in claim 13 , wherein the changing of the user interface further comprises removing one or more previously available actions available to the one or more users with respect to the document in the content management system, the one or more actions comprising the ability to edit the document.
15. The computer-implemented method as in claim 11 , further comprising originating the content object as the document, the originating comprising at least one of creation of a new document, copying of an existing document or importing of an existing document from another system into the first file structure of the content management repository.
16. The computer-implemented method as in claim 11 , wherein prior to the assigning of the location, the method further comprises:
holding the record in an unfiled records folder; and
performing one or more other actions comprising at least one of completing the record, adding additional metadata, requesting more information from the one or more users, and rejecting the record.
17. The computer-implemented method as in claim 11 , further comprising maintaining user permissions for access to the content object subject to an original set of permissions within the content management system modified by one or more records management policies applied to the content object as a result of designation of the content object as the record.
18. The computer-implemented method as in claim 11 , wherein the declaration of the document as the record comprises a manual declaration received via a user interaction with a user interface of the content management system.
19. The computer-implemented method as in claim 11 , wherein the declaration of the document as the record comprises an automated declaration resulting from occurrence of a trigger event or action defined by a rule.
20. A system comprising:
computer hardware comprising a programmable processor and a machine-readable storage medium storing instructions, the instructions, when executed by the programmable processor, causing the programmable processor to perform operations comprising:
causing a content object to undergo one or more modifications initiated by one or more users of a content management system, the content object comprising content and metadata of a document maintained by the content management system within a first file structure, the first file structure of the content management system providing a first level of access to the document for the one or more users of the content management system, the first level of access comprising an ability to edit the content object;
providing the first level of access to the document within the first file structure for the one or more users of the content management system;
detecting a declaration of the document as a record;
assigning a location for the content object within a file plan of a records management system in response to the detecting the declaration of the document as the record, the records management system capturing and preserving records based upon one or more records management standards;
moving the content object from the first file structure to the location in the file plan;
creating, in response to the moving, a record marker in the first file structure, the record marker identifying a navigation path from the first file structure to the location of the content object in the file plan;
providing, for the one or more users of the content management system and via the record marker, a second level of access to the content object at the location in the file plan, the second level of access being limited relative to the first level of access, the second level of access comprising a view permission for the document from within the first file structure via a user interface of the content management system, the second level of access not including the ability to edit the content object from the file plan of the records management system; and
sending a notification to a records manager regarding the declaration of the document as the record.