Integration of content and records management systems
Systems and methods for providing access to a document within a first file structure for one or more users of a content management system. Location for the content object within a file plan of a records management system is provided, in response to detecting a declaration of the document as a record. The content object is moved from the first file structure to the location in the file plan. A record marker is created in the first file structure to identify a navigation path from the first file structure to the location of the content object in the file plan.
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 during a workflow process involving one or more actions performed by a user of the 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, based on a first set of permissions, a first level of access to the document for the one or more users of the content management system;
assigning a location for the content obj ect within a file plan of a records management system, in response to detecting a declaration of the document as a record, the declaration being automatically generated in response to a rule invoked in an instance that the user of the content management system interacts with a user interface menu, the rule including a definition of a navigation path from the first file structure in the content management system to a location in a second file structure in the records management system, the content management system being distinct from the records management system;
forwarding a notification about the declaration of the document to the records management system;
moving the content object from the first file structure to the location in the second file structure;
creating, in response to the moving, a record marker in the first file structure, the record marker identifying the navigation path from the first file structure to the location of the content object in the second file structure; and
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 obj ect at the second location as defined in the file plan, the second level of access comprising a second set of permissions for accessing the document from within the first file structure via a user interface of the content management system, the second set of permissions being more limited than the first set of permissions.
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 at least one of a manual declaration received via a user interaction with a user interface of the content management system or an automated declaration resulting from occurrence of a trigger event or action defined by a rule.
9. The computer program product as in claim 1 , wherein the content management system and the records management system are separated by a firewall.
10. A computer-implemented method, wherein a content object is modifiable 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, based on a first set of permissions, 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, the method comprising:
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;
assigning a location for the content obj ect within a file plan of a records management system, in response to detecting a declaration of the document as a record, the declaration including a definition of a navigation path from the first file structure in the content management system to a location in a second file structure in the records management system;
moving the content object from the first file structure to the location in the second file structure;
creating, in response to the moving, a record marker in the first file structure, the record marker identifying the navigation path from the first file structure to the location of the content object in the second file structure; and
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 obj ect at the second location as defined in the file plan, the second level of access comprising a second set of permissions for accessing the document from within the first file structure via a user interface of the content management system, the second set of permission being more limited than the first set of permissions.
11. The computer-implemented method as in claim 10 , wherein a notification about the declaration of the document as a record is forwarded to the records management system, 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.
12. The computer-implemented method as in claim 10 , 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.
13. The computer-implemented method as in claim 12 , 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.
14. The computer-implemented method as in claim 10 , 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.
15. The computer-implemented method as in claim 10 , 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.
16. The computer-implemented method as in claim 10 , 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.
17. The computer-implemented method as in claim 10 , wherein the declaration 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 or an automated declaration resulting from occurrence of a trigger event or action defined by a rule.
18. The computer-implemented method as in claim 10 , wherein the declaration of the document as the record comprises the content management system and the records management system are separated by a firewall.
19. 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 during a workflow process involving one or more actions performed by a user of the 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, based on a first set of permissions, providing a first level of access to the document for the one or more users of the content management system;
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;
assigning a location for the content obj ect within a file plan of a records management system in response to detecting a declaration of the document as a record, the declaration including a definition of a navigation path from the first file structure in the content management system to a location in a second file structure in the records management system;
moving the content object from the first file structure to the location in the second file structure;
creating, in response to the moving, a record marker in the first file structure, the record marker identifying the navigation path from the first file structure to the location of the content object in the second file structure; and
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 obj ect at the second location as defined in the file plan, the second level of access comprising a second set of permissions for accessing the document from within the first file structure via a user interface of the content management system, the second set of permission being more limited than the first set of permissions.
20. The system of claim 19 , further comprising:
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 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 excluding the ability to edit the content object from the file plan of the records management system;
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,
wherein the content management system and the records management system are separated by a firewall.