Running Head: ALRESCO COMPANY 10 ORGANIZATION CONSULTANTS
Enterprise Content Management and Data Governance Policies and Procedures Manual
Week 3: Designing an Enterprise Information Infrastructure
Name
Date
This manual contains the policies and procedures for the formal management of the organization and the storage of an organization’s valuable content and documents that are related to business processes. The manual also outlines the formal policies and processes that enforce data quality, management, and policies, and business process management and risk management.
Table of Contents Project Outline and Requirements (Week 1) 1 Organization Description 1 Content Requirements 1 Content Services 2 Associated Regulations 2 Data Protection 3 3 Stages 3 Initiation 3 Planning 4 Execution 4 Closure 4 Time Line 4 Information Infrastructure Evaluation (Week 2) 5 Evaluation of Content Capture 5 Evaluation of Content Management 6 Evaluation of Content Storage 7 Evaluation of Content Preservation 7 Evaluation of Content Delivery 7 Example Delivery Evaluation 8 Evaluation of ECM Relationships 8 Example ECM Relationship Evaluation 8 Information Infrastructure Improvements (Week 3) 9 Objectives 9 Scope 9 Recommend Improvement 10 Strength of cloud computing 10 Weakness 11 Information Infrastructure Policies 11 Information Infrastructure Library 11 Information Infrastructure Process 12 S.W.O.T along with Gap Analysis 12 Roles and Responsibility 12 Recommended Improvement 12 Information Infrastructure Change Process 13 Data Governance Evaluation (Week 4 TBD) 14 Data Governance Improvements (Week 5 TBD) 15 Implementation (Week 5 TBD) 16
Enterprise Content Management and Data Governance Policies and Procedures Manual
Project Outline and Requirements (Week 1)
Organization Description
Alfresco is an open-source software company that simplifies how people work, providing correct information at the right time to its employees when they need it. Alfresco is known to have software powers that lead organizations in over 190 countries around the globe. The business platform of alfresco enables the company to deliver immediate services with exceptional experiences.
Alfresco’s company has changed how companies share information by improving the speed with which information sharing takes place. It also allows organizations to respond to threats, as well as potential opportunities. The company is world-class, and it enables its employees to deal with all circumstances.
Content Requirements
Alfresco is a competent company in terms of managing its data; however, for the longest time, the ALF project has been acting as the home of all contributions from community members, allowing features of requests and patches. The world around the alfresco project has changed, and it has become hard to listen to community and for the district to communicate to alfresco as well. The Company has employed proper proposals to deal with the issue through the use of a GitHub as the place of collaboration.
The proposed GitHub was proposed to look in a way that will help simplify contributions for
submission and approval:
Organization Consultants Page 1
The GitHub should have the ability to search for the correct component and submit a problem about it.
The GitHub should provide a full request that fixes problems and shows that through a test.
The CLA assistant will then ask for peoples signatures for CLA agreements, which will help a persons PR.
The request will undergo testing by Travis or the internal Bamboo CI system.
The team with the mandate of ensuring component goes well, then provides a review of your PR or help solve issues raised.
In alfresco, there are a lot of content services, making it hard for people to find the right one to submit an issue.
Content Services
The list below describes the important repositories and short description of each content services.
ACS deployment and ACS community deployment. This content service acts as Alfrescos home for Docker-compose file and Helm charts. Any issue raised in this context is always required to have relevance to the components.
ACS deployment in AWS. This content service acts as a home for Alfrescos cloud formation templates that help deploy ACS Helm chart in EKS cluster.
ACS packaging and ACS Community packaging. Alfresco projects provide a platform for the submission of packaging war files, distributing zip, or the Decker images.
Associated Regulations
In the current business world, most companies face various challenges due to unstructured information or handling excess paperwork, making it hard to store or access information. It is, therefore vital to have a formalized means of storing and arranging sophisticated business information. Alfresco provides enterprises with modern plan-Hybrid enterprise content management. Alfresco enables companies to control critical details within premises or hybrid cloud.
The use of ECM in alfresco helps the company deal with the storage of documents through keeping critical records well organized while allowing for a full document lifecycle management. The use of a well-planned ECM helps Alfresco to ease employees minds and simplifies audits and other compliance requirements.
Data Protection
Alfresco controls personal information held, regulations that go around it, and makes sure it allocates employees to account for it. Alfresco controls and establishes the processes needed to achieve general data protection regulation compliance.
Implementation Life Cycle (Week 1)
For a company to deliver successful projects, there has to be a project management life cycle. The project management life cycle usually has four phases which include, initiation, planning, execution, and closure.
Stages
The stages for Alfrescos project life cycle description.
Initiation
The Company will identify its business needs, issues, or opportunities then invite employees for brainstorming to help look for problem solutions.
Planning
This phase occurs after the project is approved. During this phase, the large projects are broken down and distributed among teams as tasks.
Execution
The execution phase turns business plans into action after every employee is assigned tasks. The execution phase is where the project actions take place.
Closure
After the completion of project work, the business teams provide project deliverables and resources, which helps in the determination of the projects success.
TimeLine
Initiation: Week 1-4
Planning: Week 5-6
Execution: Week 7-15
Closure: Week 16-24
Organization Consultants Page 4
Information Infrastructure Evaluation (Week 2)
In the traditional days, enterprise content management was considered the process to capture, store, manage, preserve, and deliver data within an organization. The process is still regarded as valuable in modern days. However there has been a shift in the users expectations, and IT infrastructure is quickly changing legacy platforms as well as applications. In the current world, a lot of processes have undergone changes that have made more activities and processes easy. Users have adapted to the services provided by cloud solutions such as box, Dropbox, and office 365. The use of the cloud system has made sharing and storage of information a lot easier and cheap. The problem associated with cloud systems is the fact that they do not have full ECM features therefore, become a target to information insecurity and lack of information confidentiality. Alfresco provides its users the best experience and allows the organization to keep control of its information content and fulfill the fundamental ECM processes.
Evaluation of Content Capture
Most business information systems are locked away in unstructured content, office files, paper documents, pictures PDFs to name a few. Alfresco changes how data is captured and handled by users through how it acts on valuable information. Alfresco uses data to drive its business, provide ideas for content management replace inefficient paper-based operations with a fast modern automated document and data flow. Document capture is the collection of business data content, and it’s one of the elements of Enterprise Content Management. Alfresco users take advantage of Amazon Textract intelligent information processing allowing more information to get captured quickly than ever before. Alfrescos content capture techniques involve powerful technologies which introduce new capabilities such as the image-oriented applications that are scalable via AWS services. Alfresco improve their document capture systems through digitizing paper documents or hard copy photos through scanning and processing techniques including optical character recognition. Alfresco uses the document imaging systems, which incorporate technology-hardware used for document capture.
Evaluation of Content Management
Content management refers to the methods of information flow within organizations. Alfresco uses a feature called systems custom workflow templates in content management. The models are configured to help team members within the organization work together by standardizing workflows. The standardized workflows allow documents to remain organized and easily accessible to any team member at any time. The system enables the methods of creating and editing to take place quickly due to built-in integrations with google documents and Microsoft office. Alfresco offers the best content services, primarily in the case where collaboration tools and workflow automation is put into consideration. The best features of alfresco content management include; imaging and OCR, well-developed search systems that facilitate accessibility of documents, versioning which keeps track of all alterations of materials, document accessibility restrictions, collaboration tools, workflow automation, and customization. In as much as the content management for Alfresco seems error-free, there are several things the company should consider working on to make content management more efficient and reliable. Alfrescos content services can be challenging to go around, and this may limit the use to certain users only making it less efficient. The content services should have a natural approach to allow all users to access information with ease. The content services pricing should be transparent to prevent limitations.
Evaluation of Content Storage
A content store is used to determine where the binary files are physically stored. Binary streams can be saved using a wide range of locations and can be encrypted or decrypted. Fast and slow storage ways can be used all together for efficient storage and access. Alfresco supports seven content storage forms; default Alfresco content store, content store selector, S3 content store, caching content store, aggregating content store, encrypted content store, and center content store. The different content stores of the Alfresco company allow content stores to have new locations preventing overwriting of binary files and each content store can support its URL standard.
Evaluation of Content Preservation
Alfresco puts into consideration time stamps and data preservation when planning a migration. Alfresco helps to emphasize the importance of data preservation by showing how maintenance of creation dates and modification dates is made possible. Metadata and system metadata are mapped into the new Alfresco environment when content preservation is put into consideration. Enterprise Content management preservation methods are still faced with multiple challenges of long-term protection of information.
Evaluation of Content Delivery
Alfresco provides a framework for encouraging content to move from a stage of authoring server to live and test servers. A file system receiver receives published static content from the Alfresco staging server. The FSR works by supporting the invocation of custom Java code or programs. The FSR is therefore flexible an can be used to perform additional task post-deployment activities such as search engine indexing, pushing content to a content delivery network, and replicating content to other systems.
Example Delivery Evaluation
When there is a problem with snapshot version2, content delivery provides a solution by giving the option of rolling back to the previous proper working version of snapshot version 1. It also allows moving forward depending on the users preference helping the user to reproduce the website as of a specific date. The deployment process may undergo automation to enable users to carry out the process automatically.
Evaluation of ECM Relationships
Relationships are as crucial to the ECM system as well as it is essential in the physical working world. Relationships between data are more important than the data itself because it helps users understand how different information correlate and help users understand how to use various details in specific scenarios. Relationships between documents and users are essential as it becomes more efficient if it communicates to the right audience.
Example of ECM Relationships
References help to create good relationships between different records. An example of the relationship of records is when an email record filed, and before the declaration of the email, options are provided to split email attachments. When the command to break email attachments occurs, a relationship automatically occurs between the email and its accessories. It is equally possible to create connections between records that you know should have relation for example legal documents with attachments.
Organization Consultant Page 8
Information Infrastructure Improvements (Week 3)
Objectives
According to research it is evident that around 60% of organizations are moving to the cloud computing. The use of the cloud system has made sharing and storage of information a lot easier and cheap. Alfresco users have adapted to the services provided by cloud solutions such as box, Dropbox, and office 365. The company already has an exciting ECM, however due to the need of growth and improvements there is need to upgrade the system or even go ahead and replace it. The system in the company seem to be okay so it would be best to do some few improvements. Based on the past evaluations procedures, there are several content objective for the organization to work on: first is streamlining the processes to advance thee efficiency as well as come up with sustainable storage for information geared to expand as the organization content grows.
Scope (Information Infrastructure Improvements)
There exist two major kind of information that is considered for advancements. Information connected to non-technological and technological. Information infrastructure mends the job routines as well as how individuals look and view practices. Individuals, procedures, tools, processes, facilities, tools and technology they all play a big part in offering support in the process of information creation, use, storage, destruction as well as delivery. There are other sources that explain information infrastructure being a technology utilized for information. For instance a technological hardware, software, telecommunication, cloud, systems, end user, devices as well as services. Any kind of problems or transformation of need will be discussed in the guidelines below for creating advancements to the information infrastructure.
Recommend Improvement
The recommended improvement is that the present infrastructure to be improved to cloud network or cloud computing. There is need to conduct a risk assessment for the Off premises/3rd party along with the cloud hybrid models. For instance the diverse types explained below.
Examples of Cloud Computing Types
Strength of cloud computing
An individual can access data information anytime, from diverse locations nut just around the office- this will make things easier and information can be retrieved in an easy way regardless of an individual location. This will improve the work speed of the data around the organization.
There will be no need of the physical storage space- cloud networking is so advantageous and makes everything easy for an organization. The implementation of cloud computing will aid in storage of information in that there will be no need of physical storage like files and other means which are cumbersome to deal with. Cloud has done away with the physical storage.
The company IT workers are relieves of too much work- the fact that things are becoming more improved and advanced with the use of cloud computing. Cloud computing also has an easier easy way to store individual information and secure the information, this mean that the IT staff have an easy task of securing the data by use of passwords.
Weaknesses
There is some plausibility of control of information being-the IT office will have a great deal of work to guarantee that the control and the board of information is kept up. The most disadvantageous thing about cloud system is if the information is lost it is difficult to recover it. For this situation, the organization will require increasingly talented staff to deal with the data.
Cloud networking will depend on 3rd party dealer for security as well as compliance- As said earlier there is need for proper equipped and skilled IT personnel who will offer security for individual data to ensure that they are not attacked by external source.
If cloud host is gone, where does information go? – Now this is the huge challenge regarding cloud networking. In case the cloud host disappears then the information also will disappear. Individual information might be lost if the cloud host has issue or maybe breaks down.
Information Infrastructure Policies
This refers to the transformation management policy regarding information technology, the sub-category of information infrastructure, for certain guidelines, the policy creation process and approval process. Immediately after the approval have been received the below requirements will be required to be completed.
Information Infrastructure Library (ITIL)
This alludes to the ITIL systems implied for the Best Practices made as one of the satisfactory establishment for the open structure.
Information Infrastructure Processes (IPP)
The key aim for the IPP (Information Infrastructure Processes) is ensuring the compliance along with the Sarbanes-Oxley Act (SOX) as well as meeting all the audit requirements. All the process will need to achieve these goals:
First is to clearly describe all the best practices to make sure there is compliance using SOX
Second is to utilize the automated gears to advance efficiency
Third is to ensure relevant endorsement levels are attained
Fourth is to minimize the risk connected to exposure from creating these changes
Finally is minimize the impact of variations throughout the organization
S.W.O.T along with Gap Analysis
Immediately after the submission of the advancement requests for the final approval, there is need to carry out a SWOT analysis along with a gap analysis so as to complete the information infrastructure.
Roles and Responsibilities
The present governance policy need a group of professionals to be assembled to carry the task of reviewing all the changes connected to the infrastructure as well as offer a written justification for any kind of advancement. In this case, a change request explaining the issue, challenges as well as solution maybe received.
Recommended Improvement
Another suggestion is an expansion of variety administrator that as duties, for example, work with groups to coordinate changes, set it up change methodology, mentor official pioneers who are change supports, make checking gadgets and reports to quantify change exhibitions, guarantee legitimate endorsements have been gotten, lead evaluations including hazard appraisals, S.W.O.T and testing techniques.
Information Infrastructure Change Process
All the framework improvement should be submitted in type of composing for them to be endorsed using the change necessity structure. The initial steps referenced for any IT change, should officially show a solicitation change to be affirmed, at that point pursued by the order and setting of the need varieties. At that point an examination change that joins business tasks, dangers and innovation effects ought to be considered. This is the trailed by steering endorsements from the specialist, business approvers, specialized approvers just as the significant leading group of progress board of trustees endorsement may be required. At last is finishing the arrangement just as actualizing it which fuses the usage steps, specialized prerequisites having minimal expense of impact to the venture and the clients. The other advance incorporate checking the progressions after they have been executed and following to see whether they are successful.
Organization Consultant Page 13
Data Governance Evaluation (Week 4 TBD)
Data Governance Improvements (Week 5 TBD)
Implementation Plan (Week 5 TBD)
Applied Sciences
Architecture and Design
Biology
Business & Finance
Chemistry
Computer Science
Geography
Geology
Education
Engineering
English
Environmental science
Spanish
Government
History
Human Resource Management
Information Systems
Law
Literature
Mathematics
Nursing
Physics
Political Science
Psychology
Reading
Science
Social Science
Home
Homework Answers
Blog
Archive
Tags
Reviews
Contact
twitterfacebook
Copyright © 2022 SweetStudy.com
