Mastering Oracle Universal Records Management in a hurry

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


• Two large successful URM rollouts in the last 12 months...

Why use Record Management?

• Business needs

• Compliance

• Litigation support


Business Needs

• Flag outdated content

• Sync physical and electronic versions

• Share content more efficiently

• Control retention


Compliance

• SOX

• SEC

• Industry regulations


Litigation Support

• Do not keep what you’re no longer

obligated to keep

• Freeze to prevent “accidental” deletion


3 critical features of successful URM deployment

• Manage all content in enterprise

• Easy to use

• Deploy quickly


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

– Email

• Non-record content


Must be easy to use

• Self-documenting and intuitive

• Fit/match existing business process and

practices

• Require minimal training


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


Oracle URM

• Provides 3 critical features

• Certified against all parts of DoD 5015 v.3

• Ships with adapters for

– File System

– SharePoint

– Documentum

– FileNet


Light-speed introduction

• Retention

• Disposition

• Record content

• Retention schedule


• Freeze

• Internal and external

content

• Classified content

Retention

• Time-based

• Event-based

• Combination


Disposition

• Does not

always mean

“destruction”

• URM does not

destroy

anything


Disposition (contd.)

• Defined as a set of disposition instructions

• Based on time periods and triggers


Record Content

“Managed on Retention Schedule”


Retention Schedule

• Retention Categories

• Series

• Record Folders


Retention Categories

Where disposition instructions and security applied


Series

• Hierarchy that helps you organize

retention categories


Record Folders

• A level below Retention categories

• Help you organize items with similar retention

and security


Freeze!


• Prevents updates, deletions or destruction

Internal and External Content

• Internal content stored in Content Server

• External...

– Physical

– Electronic, stored in other systems


Classified Content

“Sensitive information that requires protection from unauthorized disclosure”


Getting to know your tools

• Building your own environment

• Creating Retention Schedule

• Defining Security

• Customizing Metadata Model

• Using URM Adapters


Building your own environment

• Install WebLogic

• Install and configure Database

• Install Oracle UCM

• Configure URM

For more information: http://youtube.com/stellentExperts


Creating Retention Schedule

• Creating Series

• Creating Retention Categories

• Defining Disposition

• Creating Record Folders


Demo


Defining your security

• Add new roles and

accounts

• Assign to users

URM Security

based on Content Server


Customizing your metadata model

• Adding or updating custom fields in

– Content Server

– Retention Categories

– Record Folders


Using URM Adapters

• Let URM manage retention in external systems

• Send information back to URM

• Enables Federated Search


Federated Search


New in 11gR1

Ability to revision is now configurable


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


New in 11gR1 (contd.)

Multiple UI Enhancements


• 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


Other useful resources

www.stellentExperts.com

• Tips, tricks, free articles and whitepapers

www.youtube.com/stellentExperts

• Free how-to videos


http://www.stellentexperts.com/

http://www.youtube.com/stellentExperts

StellentExperts.com

For more information on Oracle URM

email ECM Solutions at

[email protected]

(There’re 2 “e” in Stellent and no “a”)


mailto:[email protected]

Mastering Oracle Universal Records Management in a hurry

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