mastering oracle universal records management in a hurry
DESCRIPTION
If you use (or planning to use) Oracle URM, but find it somewhat clumsy or confusing – chances are – you didn’t get the proper product introduction. Stop by this session for a live demonstration and crystal-clear explanations by the author of The Oracle UCM Handbook, that will dispel confusion and install clarity on Universal Records Management, Physical Records Manager and The Records Manager Enterprise Edition.TRANSCRIPT
Mastering Oracle UniversalRecord Management
in a hurry
If you find Oracle URM clumsy or confusing, chances are - you didn’t get proper introduction...
Why should I listen to this guy?
© 2011, Dmitri Khanine, ECM Solutions, stellentExperts.com
Why should I listen to this guy?
• Oracle ACE, author of the Oracle UCM
Handbook (available downstairs)
• Runs Independent Oracle UCM Knowledge
Center
• Leads one of the top UCM Swat Teams
• Dozens of successful engagements over the
years
© 2011, Dmitri Khanine, ECM Solutions, stellentExperts.com
• Two large successful URM rollouts in the last 12 months...
Why use Record Management?
• Business needs
• Compliance
• Litigation support
© 2011, Dmitri Khanine, ECM Solutions, stellentExperts.com
Business Needs
• Flag outdated content
• Sync physical and electronic versions
• Share content more efficiently
• Control retention
© 2011, Dmitri Khanine, ECM Solutions, stellentExperts.com
Compliance
• SOX
• SEC
• Industry regulations
© 2011, Dmitri Khanine, ECM Solutions, stellentExperts.com
Litigation Support
• Do not keep what you’re no longer
obligated to keep
• Freeze to prevent “accidental” deletion
© 2011, Dmitri Khanine, ECM Solutions, stellentExperts.com
3 critical features of successful URM deployment
• Manage all content in enterprise
• Easy to use
• Deploy quickly
© 2011, Dmitri Khanine, ECM Solutions, stellentExperts.com
Ops! I think we’ve picked a
wrong URM
Manage all content
Must let you apply RM policies to…
• External and remote repositories
• Various types of systems – UCM/URM
– SharePoint
– File Systems
• Non-record content
© 2011, Dmitri Khanine, ECM Solutions, stellentExperts.com
Must be easy to use
• Self-documenting and intuitive
• Fit/match existing business process and
practices
• Require minimal training
© 2011, Dmitri Khanine, ECM Solutions, stellentExperts.com
Quick to deploy
• Should not require months worth of custom code
to integrate with other systems
• Should let you put RM policies in place quickly
• Must be usable straight out of the box
© 2011, Dmitri Khanine, ECM Solutions, stellentExperts.com
Oracle URM
• Provides 3 critical features
• Certified against all parts of DoD 5015 v.3
• Ships with adapters for
– File System
– SharePoint
– Documentum
– FileNet
© 2011, Dmitri Khanine, ECM Solutions, stellentExperts.com
Light-speed introduction
• Retention
• Disposition
• Record content
• Retention schedule
© 2011, Dmitri Khanine, ECM Solutions, stellentExperts.com
• Freeze
• Internal and external
content
• Classified content
Retention
• Time-based
• Event-based
• Combination
© 2011, Dmitri Khanine, ECM Solutions, stellentExperts.com
Disposition
• Does not
always mean
“destruction”
• URM does not
destroy
anything
© 2011, Dmitri Khanine, ECM Solutions, stellentExperts.com
Disposition (contd.)
• Defined as a set of disposition instructions
• Based on time periods and triggers
© 2011, Dmitri Khanine, ECM Solutions, stellentExperts.com
Record Content
“Managed on Retention Schedule”
© 2011, Dmitri Khanine, ECM Solutions, stellentExperts.com
Retention Schedule
• Retention Categories
• Series
• Record Folders
© 2011, Dmitri Khanine, ECM Solutions, stellentExperts.com
Retention Categories
Where disposition instructions and security applied
© 2011, Dmitri Khanine, ECM Solutions, stellentExperts.com
Series
• Hierarchy that helps you organize
retention categories
© 2011, Dmitri Khanine, ECM Solutions, stellentExperts.com
Record Folders
• A level below Retention categories
• Help you organize items with similar retention
and security
© 2011, Dmitri Khanine, ECM Solutions, stellentExperts.com
Freeze!
© 2011, Dmitri Khanine, ECM Solutions, stellentExperts.com
• Prevents updates, deletions or destruction
Internal and External Content
• Internal content stored in Content Server
• External...
– Physical
– Electronic, stored in other systems
© 2011, Dmitri Khanine, ECM Solutions, stellentExperts.com
Classified Content
“Sensitive information that requires protection from unauthorized disclosure”
© 2011, Dmitri Khanine, ECM Solutions, stellentExperts.com
Getting to know your tools
• Building your own environment
• Creating Retention Schedule
• Defining Security
• Customizing Metadata Model
• Using URM Adapters
© 2011, Dmitri Khanine, ECM Solutions, stellentExperts.com
Building your own environment
• Install WebLogic
• Install and configure Database
• Install Oracle UCM
• Configure URM
For more information: http://youtube.com/stellentExperts
© 2011, Dmitri Khanine, ECM Solutions, stellentExperts.com
Creating Retention Schedule
• Creating Series
• Creating Retention Categories
• Defining Disposition
• Creating Record Folders
© 2011, Dmitri Khanine, ECM Solutions, stellentExperts.com
Demo
© 2011, Dmitri Khanine, ECM Solutions, stellentExperts.com
Defining your security
• Add new roles and
accounts
• Assign to users
URM Security
based on Content Server
© 2011, Dmitri Khanine, ECM Solutions, stellentExperts.com
Customizing your metadata model
• Adding or updating custom fields in
– Content Server
– Retention Categories
– Record Folders
© 2011, Dmitri Khanine, ECM Solutions, stellentExperts.com
Using URM Adapters
• Let URM manage retention in external systems
• Send information back to URM
• Enables Federated Search
© 2011, Dmitri Khanine, ECM Solutions, stellentExperts.com
Federated Search
© 2011, Dmitri Khanine, ECM Solutions, stellentExperts.com
New in 11gR1
Ability to revision is now configurable
© 2011, Dmitri Khanine, ECM Solutions, stellentExperts.com
New in 11gR1 (contd.)
• Corp. Edition, DoD Edition and Physical Content Manager – are now one product
• You can route changes to disposition through workflow
• Report Templates
© 2011, Dmitri Khanine, ECM Solutions, stellentExperts.com
New in 11gR1 (contd.)
Multiple UI Enhancements
© 2011, Dmitri Khanine, ECM Solutions, stellentExperts.com
• Crossed out obsolete
• Print option on every screen
• Dashboards
• New Records menu
Summary• Must consider 3 critical features of successful
deployment
• URM is there to Manage Content on Retention Schedule
• Manages internal, external and physical
• Get clear on terms, install, play and master
© 2011, Dmitri Khanine, ECM Solutions, stellentExperts.com
Other useful resources
www.stellentExperts.com
• Tips, tricks, free articles and whitepapers
www.youtube.com/stellentExperts
• Free how-to videos
© 2011, Dmitri Khanine, ECM Solutions, stellentExperts.com
StellentExperts.com
For more information on Oracle URM
email ECM Solutions at
(There’re 2 “e” in Stellent and no “a”)
© 2011, Dmitri Khanine, ECM Solutions, stellentExperts.com