Integration of content and records management systems
Coupling between a content management system and a records management systems 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 computing system comprising one or more programmable processors and a memory including instructions, the instructions executed by the one or more programmable processors to perform operations comprising:
detecting a trigger action relating to a digital file maintained in a first file structure of a content management system, the digital file being accessible through the first file structure via interacting with a graphical user interface;
after detecting the trigger action, creating a record of the digital file in a second file structure;
after creating the record, then deleting, marking for deletion, flagging as inactive or invalid, or de-linking the digital file from the first file structure; and
providing access to a user to the record through the first file structure via interacting with a graphical user interface to avoid interacting with a separate records management system.
2. The computing system of claim 1 , further comprising:
sending a notification to a records manager, the notification comprising at least one of an electronic link to the second file structure of the record, a first option to request more information about the record, and a second option to reject the record.
3. The computing system of claim 1 , further comprising:
displaying information relating to the digital file in the graphical user interface, the information includes a unique record identifier and an icon visually depicting that the digital file has been declared as a permanent record.
4. The computing system of claim 3 , wherein one or more previously available actions applicable to the digital file in the content management system are removed from the graphical user interface to limit certain access rights to one or more users.
5. The computing system of claim 1 , wherein the digital file is deleted from the first file structure.
6. The computing system of claim 1 , wherein user permissions for access to the digital file are maintained according to an original set of permissions within the content management system modified by one or more records management policies applied to the digital file.
7. The computing system of claim 1 , wherein the trigger action is a manual declaration received from a user interacting with the graphical user interface.
8. The computing system of claim 1 , wherein the trigger action is an automated declaration.
9. The computing system of claim 1 , wherein an occurrence of the trigger action is defined by a rule.
10. The computing system of claim 9 , wherein the trigger action is modification of the digital file.
11. A method comprising:
detecting, by a processor, a trigger event relating to a digital file stored in a memory, the digital file being maintained in a first file structure;
after detecting the trigger event, copying, by the processor, the digital file from the first file structure to a second file structure;
after copying the digital file, then deleting, marking for deletion, flagging as inactive or invalid, or de-linking the digital file from the first file structure by the processor; and
providing access to the digital file through the first file structure by the processor to avoid interacting with a separate records management system.
12. The method of claim 11 , wherein the trigger event is defined by a records management rule.
13. The method of claim 11 , further comprising:
sending a notification, by the processor, to a records manager regarding the detecting of the trigger event, the notification including a link to the digital file in the second file structure.
14. The method of claim 11 , further comprising:
creating a record marker in the first file structure, the record marker including a reference to the second file structure.
15. The method of claim 11 , further comprising:
sending a notification to a records manager regarding the detecting of the trigger event, the notification prompting the records manager with an option to request more information.
16. The method of claim 11 , wherein the trigger event is movement of the digital file into a specified folder contained in the first file structure.
17. A method comprising:
using a computer to detect movement of a digital file into a folder within a first file structure of a memory device, the digital file being accessible to users from the first file structure;
after detecting movement of a digital file into a folder within a first file structure, using the computer to send a notification to a records manager and to copy the digital file from the first file structure to a second file structure;
after using the computer to copy the digital file, then using the computer for deleting, marking for deletion, flagging as inactive or invalid, or de-linking the digital file from the first file structure; and
using the computer for providing access to the digital file through the first file structure to users that have access permission, to avoid interacting with a separate records management system.
18. The method of claim 17 , wherein the notification prompts the records manager with an option to request more information.
19. The method of claim 17 , further comprising:
using the computer to create a record marker in the first file structure, the record marker including a reference to the second file structure.
20. The method of claim 17 , wherein one or more previously available actions applicable to the digital file are removed to limit certain access rights to one or more users.