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Record Management of Alfresco and Oracle

By jjian
Sep. 14, 2015

As the Record Management application, the following functions must be implemented:

-Declare records

-Access management

-Dispose of records

-Manage policies

Oracle and Alfresco can both support the features mentioned above. But they have different implementations. The major difference is that Oracle treats the file plan and categories more like the taxonomy and Alfresco leverages the RM site with categories and record folders. With this major difference, Alfresco has the concept of Filing. Once a document is declared as record, it needs to be filed to a file plan, under a category and record folder. The end user will find two copies of the original document sharing the same physical content on the hard drive. The original copy would be frozen and limited functions related to RM would be enabled. The new copy in RM site would be managed under the RM regulations. As for Oracle, when a document is declared as record, it needs to be tagged as a category under a file plan. Oracle has two features, which are not supported by Alfresco: Legal Holds, Hardware Retention.

Alfresco provides rich functions like Auditing, Reporting, Custom Metadata, List of Values, Event Management. Record Folder exists both in Oracle and Alfresco. But it’s used with different meanings. In Alfresco, Record Folder is a folder under a category to contain records. The truth is that no records would be allowed directly under the category (a sub-type of cm:folder). In Oracle, the administrators can optionally create the Record Folder under a category. And a record is tagged as a category and it needs to follow the rules under this category. The Record Folder inherits the attributes from its parent category but it allows the administrator to change the inherited attributes like the period of cutoff etc.

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