David Miller, Director of Technology, ArmediaMannix Litonjua, VP of Business Development, Armedia

Seamless Records Management Integration Into Your Case Management Solution

Page 2

April 13, 2023Agenda

• About Armedia• Electronic Records Management Challenges• Seamless RM Integration Solution Pattern• About Armedia Case Management & Demo• Alfresco RM and Armedia Case Management Integration – Demo & Overview• Q & A

April 13, 2023

Page 3

About Armedia

Who We Are

Armedia is a systems integration firm that specializes in Enterprise

Content Management solutions for the Federal Government and

commercial customers.

Armedia provides full software development lifecycle services, as

well as virtualization and cloud services.

Collectively, Armedia staff has multiple Alfresco certifications and

has successfully delivered dozens of Alfresco projects for

government clients

• Armedia was founded in 2002• We are approximately 100 consultants and growing• We are headquartered in Vienna, VA (Washington, DC)

with offices in Atlanta, GA

• Armedia is an 8(a)/SDB certified, Veteran Owned business

• Armedia has earned CMMI Maturity Level 3 appraisal

• Armedia maintains strong ECM partnerships with major leading providers

• Alfresco Platinum Partner and Certified Training Partner • Member of EMC Documentum’s C3P program

• Armedia holds a Top Secret facility security clearance with over 40 Top Secret-cleared employees.

• Armedia has been the recipient of numerous awards including:

• Alfresco Americas 2013 Federal Partner of the Year• Stevie award (The Well Project)• InfoWorld 100 Best Website of the Year (The Well Project)• Inc. 5000- 2008, 2010, 2011, 2013

April 13, 2023

Page 4

• Federal Bureau of Investigation • Virtual Case File

• Sentinel

• Federal Conference – Army Strong Bond

• OPM Federal Investigative Services

• US Department of Agriculture

• Food and Drug Administration

• Consumer Product Safety Commission

• Consumer Financial Protection Bureau

• DHS United States Citizenship and Immigration Services

• Housing and Urban Development

• National Science Foundation

• Washington Headquarters Services

Records Management and Case Management Experience

"If we didn’t have Armedia

working on this, we would

have failed."

"We got to market in 110

days. A serious feather in

Armedia’s cap is that we

started in March and went

live in June."

"We were pleased with

Armedia’s response to our

urgent call, their

understanding of the

Pharma Industry, and their

ability to quickly stabilize

and update our document

management system."

Source: Aligned Action LLC

| Independent Market

Research for Armedia LLC

Page 5

Transition to Electronic Records

Management Challenges

April 13, 2023

Page 6

Compliance Problem Statement

• Compliance with Presidential Memorandum on Managing Federal Government Records

• Compliance with paperless initiatives• Compliance to update and maintain regulatory filings

• Compliance with retention policies• Desire not to have staff concerned about retention• Desire for efficient compliance via automation• e.g., Sarbanes-Oxley, Frank-Dodd, SEC 17a, USA Patriot Act,

Affordable Care Act, and Federal Rules of Civil Procedure.

“The current federal records

management system is based on an

outdated approach involving paper and

filing cabinets.”

2011 Presidential Memorandum -Barack Obama,

44th U.S. President

April 13, 2023

Page 7

What Challenges are Customers Facing?

Problem

“Agencies shall retain in their custody only

those records that are needed in the conduct

of their current business, and except as herein otherwise

provided, shall promptly cause all

other records to be offered for transfer to the National Archives or proposed for other

disposition in accordance with law.”

1946 Executive Order 9784

Harry S. Truman, 33rd U.S. President

For a record to remain reliable, authentic, with its integrity maintained, and useable for as long as the record is needed, it is necessary to preserve its content, context, and sometimes its structure.

Page 8

April 13, 2023

Seamless Records Management Integration

Solution Pattern

April 13, 2023

Page 9

Seamless Records Management Integration

• Build RM into mission-critical process• Integrate Records Management Application with

mission application• Design so that users don’t even know they are

performing records management activities

Integration

“We are very pleased with the end results and the team

was great and easy to work with. They were professional

and knowledgeable and helping us

achieve our main goal of improving

efficiency for county employees to better

serve and inform the citizens and business

partners of the Gwinnett County.”

Denise Kenson, Enterprise Solutions

Strategy-Web Architect Manager

for the Gwinnett County government

Email

Reports

Images

Declare AlertDispose

Documents

Rich Media Capture/Manage

Expired

April 13, 2023

Page 10

Seamless Records Management Integration

Support for Full Record LifecycleLife is pretty simple: You do some stuff.

Most fails. Some works. You do more of what works. If it works big, others

quickly copy it. Then you do something else. The trick is the doing something

else.

- Leonardo da Vinci

April 13, 2023

Page 11

Seamless Records Management Integration

Alfresco Records Management 2.1 release provides a range of capabilities to automate the process of declaring and filing records.

Feature Highlights•DoD 5015 Compliance•In site records

• Any document can be declared as a record, irrespective of location• No requirement to move document to the records management site• Supports Sites and Repository views

•Automated Record Declaration• Automatically declare content as a record• No manual action required by end user• Trigger based on rules such as property changes or location

•Intelligent Filing• File Plan dynamically generated, based on rules• Auto-create record folders• Records managers can define rules used for automatic filing

Page 12

About Armedia Case

Management

April 13, 2023

Page 13

About Armedia Case Management

Case Management Framework• Manage Cases• Manage Case Participants• Manage Tasks• Manage Documents/Records• Workflow• Full Text Search• Reporting• Security / Audit

Seamless User Experience (developed with user in mind)

• Intuitive• Progressive Disclosure

Mobile friendly

“We were attracted to Armedia’s full lifecycle

expertise in content management and proven track record, particularly since we not only needed technical implementation

skills but also strategy and direction on choice of

platform and migration of content. We are pleased with

the progress we have made toward a system that more fully meets the needs of our

member associations.”

Dan Hicks, NOLHGA’s Manager of Information

Systems.

April 13, 2023

Page 14

• Ability to create and adjudicate complaints

• Convert approved complaints to full cases

• Advanced filtering• Quick views

Case Management-Management of All Open

Cases

April 13, 2023

Page 15

• Tasks are designed to encourage the user to clear their workload

• Easy to mark complete, reassign, etc.

Task Management

It’s so easy to “get things

done”.

April 13, 2023

Page 16

Business Process

Management

Streamlined workflow to

drive efficiency.

• We’ve taken our research and created an easy approach for collaboration and approval.

April 13, 2023

Page 17

Document

Management

Armedia Case Management

integrates with many ECM

repository to include

Alfresco, EMC Documentum,

FileNet, and Microsoft

SharePoint.

• SOA-based architecture• Services exposed at RESTful APIs• Document and Records Management support through integration

• Directory Services integration• On-premise or Cloud deployment

Armedia Case Management - Architecture

Spring SecuritySpring

Security

Presentation Layer

Integrated Portal Dashboard Extensible UI Admin Control Panel

Spring MVC / REST Services

Enterprise Service BusEnterprise Service Bus

Authentication

Authorization

Data Access ControlData Access Control

Workflow Services

Document /Case lifecycle

Workflow Services

Document /Case lifecycle

Business Activity, Rules

Dashboard Queries/Alerts

Business Activity, Rules

Dashboard Queries/Alerts

Reports /QueriesReports /Queries

Full Text Search

Full Text Search

3rd Party Application Integration Services

3rd Party Application Integration Services

Enterprise Repository Databases E-mail User Directory

CMIS RM APIs FTP MQ File MSMQ JDBC JMS SMTP/IMAP LDAP

Audit S

ervices

Smart Phones Web Browsers

Page 20

OPM Document Approval and RMA

Integration

April 13, 2023

Page 21

OPM Imaging

System

Manages all images

for security clearance

investigations.

About the OPM Application

• Stores and manages all document images collected for every federal security clearance investigation performed by OPM (over 90% of all clearance investigations)

• Everyone who has ever had a federal security clearance is a stakeholder in this application: your records are being managed by Alfresco

April 13, 2023

Page 22

OPM Document Approval Scenario

• Document received about a subject– Stored separately from approved case

images; restricted access control• User reviews the document

– List and summarize adverse information– Remove inappropriate pages per

business rules• User approves the document

– Now listed with other official case documents

– Now under RMA control• Records Manager starts the retention

process– Closes the case file– Cuts off the record folder

Document

Approval

“Electronic Pre-Review

Process”: labelled “ePRP”

in the user interface

Page 23

Armedia Case ManagementAlfresco RMA Integration –

Technical Overview

April 13, 2023

Page 24

Technical

Overview

“We are very pleased with the solution that Armedia provided us.

Their ability to deliver a custom cloud-based

solution within weeks enabled us to

immediately scale our business and increase

production.”

- Steve Davis, President of

FederalConference.com.

What Just Happened?

• The OPM application:– Split the approved document into a

releasable image (sent to the requesting agency) and a non-releasable image

• The Enterprise Service Bus:– Called a business rules engine to choose

the RMA category folder– Orchestrated Alfresco service calls

• Alfresco– Stored the split images– Created, filed, and completed the

records

Page 25

How Does the ESB Choose the Category Folder?

Business Rules

Isolated to one part of

the ESB flow

• Drools business rule engine integration• A decision table spreadsheet contains the category

folder rules

• When the spreadsheet is modified, the updated rules take effect immediately

If different rules apply to the same document, the last rule wins. Rule Name Document Type Ends With Agency

Category Folder Name (must exactly match a category folder name in Alfresco RMA)

Default Rule 7_Days_After_Case_ClosingNon-Releasable Pages 165 Delete_Immediately_After_Case_ClosingItem Summary 360 30_Days_After_Case_ClosingFBI Docs FBI Retain_Forever

Page 26

Alfresco RMA Integration Enterprise Service Bus Main Flow

Page 27

Alfresco RMA Integration

Page 28

Armedia Case ManagementAlfresco RMA Integration

<sub-flow name="move-to-record-folder" doc:name="move-to-record-folder"> <set-payload value="{&quot;nodeRefs&quot;:[&quot;#[flowVars['ecmFileId']]&quot;]}" doc:name="Setup Move Request"/> <enricher doc:name="add move results to message" source="#[message.payload]" target="#[flowVars['rma-move-success']]"> <http:outbound-endpoint exchange-pattern="request-response“ method="POST“

doc:name="move to record folder“ encoding="UTF-8“ ref="alfresco-move-to-record-folder“ contentType="application/json; charset=UTF-8“ mimeType="application/json">

<logger level="DEBUG" message="Payload: #[message.payload]"/> <response> <json:json-to-object-transformer name="getJsonFromMove" returnClass="java.util.Map"/> </response> </http:outbound-endpoint> </enricher> <logger level="DEBUG" doc:name="Log move results" message="Alfresco move to record folder results - #[flowVars['rma-move-success']]" /> </sub-flow>

April 13, 2023

Page 29

The Takeaway

Has this 60 minutes

been worth it?

So What?

• We understand agencies and customers have RM challenges – budget, priority, user experience, volume of data, compliance

• We’ve discovered a cost-effective solution pattern that addresses these challenges

• Armedia and Alfresco can provide that seamless integration

Armedia + Alfresco = Simple + Smart!

April 13, 2023

Page 30

Thank You Mannix LitonjuaVice President - Armedia(m) +1.703.509.5099(o) +1.571.395.4800(f) + 1.703.935.3030mannix.litonjua@armedia.com

David MillerDirector of Technology - Armedia(m) +1.703.517.3430(o) +1.571.395.4800(f) +1.703.935.3030David.Miller@armedia.com

www.armedia.com