Accelera'ng records management at CERN Andrew Short - - PowerPoint PPT Presentation

Accelera'ng records management at CERN

Andrew Short andrew.short@cern.ch

Case Study

CERN Accelerator Complex

CERN Accelerator Complex

CERN

• Worlds biggest machine
• HoAest, coldest & emp'est place in

the solar system

– 100,000 hoAer than the sun – 271.3°C (1.9 K) colder than outer space – 10x less than the pressure on the Moon

• Fastest race track on the planet

– 99.9999991% the speed of light

• Most powerful supercomputer in the

world

– Using the grid

• Where the web was born

CERN Members of Personnel

• 2,500 Staff
• ~1,600 Other personnel
• 12,000 Visi'ng scien'sts
• 608 Universi'es
• 127 Na'onali'es
• 21 Member states of CERN

CERN Members of Personnel

• 18,000 dis'nct online

users per year

CERN Members of Personnel

Records Office

Records Office - Then

• Store all personnel records

– Ini'ally on a single card, then folders

• Personnel records grew quick.
• Paper index file to retrieve personnel file.

CERN PhotoLab, 1978 Records Office 1965

Records Office – 2015

Records Office – 2015

• Started scanning of ac've personnel files
• Scanned over 3,000 personnel files
• Using naming conven'on / bulk upload

(DOCID;PERSONID;INITIALS; EFFECTIVEDATE)

• Started collec'ng new documents as PDF’s only
• Over 230 types of document iden'fied
• Changes in organisa'on workflows
• Temporarily emailing documents between services

(rather than internal mail)

Records Office – 2016

Records Office – 2016

• Using Alfresco on produc'on (4th May 2015)
• Uploading ac've personnel files
• Easily store and retrieve documents
• Saves 'me and resources
• No more prin'ng and mailing documents
• Process related improvements
• Uploaded over 75,000 documents

Recruitment Unit

• Upload documents to Alfresco
• Share files with Records Office
• Documents injected to Alfresco

from recruitment tool (eRT)

• Currently injected over 52,000

documents from eRT (April 2016)

Interface

16

17

18

19

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Why Share UI?

• Quickly onto produc'on
• Out of the box func'onality

– Upload, dashboards, search, browse

• Limited user base

– Easy to train & specialise

• Team of 3 people

How?

How?

• Iden'fy exis'ng organisa'on

documents

• Iden'fy document metadata
• Iden'fy search requirements
• Define file plan
• Define access rights
• Iden'fy UX customisa'ons
• Records management vs

Document management

• Community or commercial edi'on

How?

• Iden'fy exis'ng organisa'on

documents

• Iden'fy document metadata
• Iden'fy search requirements
• Define file plan
• Define access rights
• Iden'fy UX customisa'ons
• Records management vs

Document management

• Community or commercial edi'on

How?

• Iden'fy exis'ng organisa'on

documents

• Iden'fy document metadata
• Iden'fy search requirements
• Define file plan
• Define access rights
• Iden'fy UX customisa'ons
• Records management vs

Document management

• Community or commercial edi'on

How?

• Iden'fy exis'ng organisa'on

documents

• Iden'fy document metadata
• Iden'fy search requirements
• Define file plan
• Define access rights
• Iden'fy UX customisa'ons
• Records management vs

Document management

• Community or commercial edi'on

How?

• Iden'fy exis'ng organisa'on

documents

• Iden'fy document metadata
• Iden'fy search requirements
• Define file plan
• Define access rights
• Iden'fy UX customisa'ons
• Records management vs

Document management

• Community or commercial edi'on

How?

• Iden'fy exis'ng organisa'on

documents

• Iden'fy document metadata
• Iden'fy search requirements
• Define file plan
• Define access rights
• Iden'fy UX customisa'ons
• Records management vs

Document management

• Community or commercial edi'on

How?

• Iden'fy exis'ng organisa'on

documents

• Iden'fy document metadata
• Iden'fy search requirements
• Define file plan
• Define access rights
• Iden'fy UX customisa'ons
• Records management vs

Document management

• Community or commercial edi'on

How?

• Iden'fy exis'ng organisa'on

documents

• Iden'fy document metadata
• Iden'fy search requirements
• Define file plan
• Define access rights
• Iden'fy UX customisa'ons
• Records management vs

Document management

• Community or commercial edi'on

Time Line

2016 2015 2014 Metadata, File Plan Access Rights UX Customisa'ons Admin Screens Monitoring Launch eRT injec'on Custom UI

Customisa'ons

Customisa'ons

• Upload
• Unrecognised
• Auto filing
• Access Rights
• Monitoring
• Admin screens

Customisa'ons

• Upload
• Unrecognised
• Auto filing
• Access Rights
• Monitoring
• Admin screens

Customisa'ons

• Upload
• Unrecognised
• Auto filing
• Access Rights
• Monitoring
• Admin screens

Customisa'ons

• Upload
• Unrecognised
• Auto filing
• Access Rights
• Monitoring
• Admin screens

Customisa'ons

• Upload
• Unrecognised
• Auto filing
• Access Rights
• Monitoring
• Admin screens

Customisa'ons

• Upload
• Unrecognised
• Auto filing
• Access Rights
• Monitoring
• Admin screens

Next steps

Next steps

• Replace Share UI
• Further integra'on
• Case Management
• Disposi'on Schedules
• My Files
• Workflows

Next steps

• Replace Share UI
• Further integra'on
• Case Management
• Disposi'on Schedules
• My Files
• Workflows

eFiles

Next steps

• Replace Share UI
• Further integra'on
• Case Management
• Disposi'on Schedules
• My Files
• Workflows

Next steps

• Replace Share UI
• Further integra'on
• Case Management
• Disposi'on Schedules
• My Files
• Workflows

Next steps

• Replace Share UI
• Further integra'on
• Case Management
• Disposi'on Schedules
• My Files
• Workflows

Next steps

• Replace Share UI
• Further integra'on
• Case Management
• Disposi'on Schedules
• My Files
• Workflows

Thank You

Monitoring

Admin Screens

Electronic Document Handling

• Exis'ng Electronic Document

Handling tool (EDH)

• Documents to be injected to

Alfresco automa'cally.

• Over 18,000 dis'nct users (2015)
• Over 70 document types
• Currently holds 6.4 million

documents (April 2016)