Agencies are being driven, by stricter regulations and a desire to show greater levels of transparency, to implement records management solutions to help achieve information governance and compliance initiatives. But, due to the low levels of user adoption, these often fail to deliver on expectations. As with many agencies, this was the case with the Department of Defense (DoD) Joint Staff. The DoD's Joint Staff quickly realized they needed to evolve for a new breed of software based compliance solutions. This session will provide insight into RM best practices within the DoD and examine how an Open Source solution provided a 40% cost savings from their previous solution.

1. 8a
Certi)ied

2. About
Us
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Headquarters
in
Vienna,
VA
Service
Disabled
Veteran-­‐owned
Small
Business
SBA
8(a)
program
par@cipant
Small
Disadvantaged
Business
(SDB)
DCAA-­‐approved
Accoun@ng
System
Founded
2006
Lean
Management
and
Facili@es
Infrastructure
2

3. What
We
Provide
Ø Informa@on
Technology
Strategy
Ø Knowledge/Content
Management
Ø Systems
Engineering
and
Integra@on
Ø Business
Strategy
and
Execu@on
Ø CIO
Support
Ø Cyber
Security
and
Informa@on
Assurance
Ø Capabili@es
PorSolio
Management
Ø Opera@ons
Research
and
Analysis
Ø Program/Project
Management
Services
and
Support
3

4. Evolving
RM
Landscape
• Most
records
managers
s@ll
managing
paper
records
in
offline
repositories
(file
cabinets
and
paper
ledgers)
• DoD
guidance
quickly
evolving
to
account
for
new
breed
of
soYware
based
RM
solu@ons
• New
ini@a@ves
within
RM
working
Group
geared
around
standardizing:
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"
"
Taxonomies
for
RM
AutomaAon
of
file
plans
and
disposiAon
schedules
AutomaAon
of
discovery
requests
and
content
archiving
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5. Records
Management
in
the
DoD
• All
Federal
agencies
must
define
and
maintain
an
approved
file
plan.
• Records
Management
Capabili@es
within
the
DoD
must:
" Comply
with
standards
set
in
DoDI
5015.2
" Provide
capability
to
deliver
content
for
discovery
requests
" Reduce
the
effort
of
the
Records
Manager
to
collect
metadata,
categorize
and
maintain
official
records
• Solu@ons
must
be
interoperable,
and
able
to
evolve
to
meet
evolving
needs
• Capabili@es
must
be
cost
effec@ve
in
delivering
these
capabili@es
based
on
government
austerity
5

6. Alfresco
as
RM
soluAon
• STOPSO
is
currently
implemen@ng
a
full
scale
RM
solu@on
for
the
Joint
Chiefs
of
Staff
based
on
Alfresco
ECM
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Developed
as
a
distributed
RM
soluAon
comprising
mulAple
connected
repositories
Only
Open
Source
soluAon
in
DoD
providing
a
DoDI
5015.2
cerAfied
and
validated
capability
Developing
reference
architecture
for
compliant
soluAons
for
DoD
CIO
Part
of
the
DoD
RM
Taxonomy
Working
Group
• Early
access
par@cipants
(Joint
Staff,
DoD
CIO
and
USCYBERCOM)
have
iden@fied
solu@on
as
possible
candidate
for
Enterprise
Service
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7. Alfresco
Suitability
as
Enterprise
Capability
• Alfresco
recognized
within
the
Trusted
Code
Ini@a@ve
at
Open
Source
SoYware
Ins@tute
• Intellectual
Property
and
Data
Rights
be
maintained
exclusively
with
the
Data
Owners
• Ability
of
Alfresco
to
scale
to
massive
enterprise
levels
with
cost
structure
that
can
support
all
types
of
sponsors
• Deployable
within
the
Joint
Informa@on
Environment
(JIE)
(cloud)
while
providing
offline/local
instances
(suppor@ng
limited
connec@vity)
• Deep
levels
of
customiza@on
and
security
possible
due
to
access
to
Source
code
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8. eDTRM (Objectives)
In an effort to support the DoD and SPAWAR ATLANTIC missions, the following objectives
were chosen to guide the Enterprise Document, Task and Records Management (eDTRM)
Initiative:
Support
the
consolida@on
of
redundant
services
and
decompose
monolithic
systems
Innovate,
Develop,
Demonstrate
and
Share
common
services
across
the
Enterprise
Leverage
Open
Source
technology,
SOA
and
AGILE
Engineering
principles
Technology
Infusion,
Transforma@on,
Integra@on
and
Service
Layer
management
Increase
technical
efficiency
through
Cloud
compu@ng
Enable
consistent
secure
iden@ty
and
access
management
of
enterprise
services
Improve
collabora@on
and
decision
points
through
simplified
and
easily
accessible
informa@on
inges@on
and
exposure
(i.e.
JIE)
Ø Provide
the
complete
SPAWAR
Atlan@c
Life
Cycle
Engineering
capabili@es
to
the
Joint
&
OSD
Warfigter
Community
(e.g.
COCOMMs,
JCTD,
etc)
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9. Technologies
leveraged
In order to do this the system must be able to leverage:
-Content Management Interoperability Services (CIMS)
-SharePoint Web Services
-Tasker Integration Services (TIS)
-Evolving OASIS Standards within the Content
Management Realm
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10. eDTRM OSS components
Software Platform
q Reduced Total Cost of Ownership, No per-user costs, lowered cost of deployed
solution and costs associated with expanding adoption
q Rapid Deployment and Standardized Interfaces
q Enterprise collaboration and SharePoint integration
q Ability to drive innovation through direct access to code, developers and timelines
through direct access to code, developers and timelines
q Fast response from community with standard commercial support available
Ø Alfresco
Enterprise
Content
Management
Ø JaspersoY
Repor@ng
and
Business
Intelligence
Ø PostGRES
Data
Storage
(RDBMS)
Ø Shibboleth
Single
Sign-­‐On,
Iden@ty
Provider
and
SAML
Authoriza@on

11. eDTRM Value and Benefits
The success of the solution is not dependent on just cost savings but in the ability of the
Open Source Platform to provide a flexible, extensible, scalable and stable platform that
could evolve and become the Enterprise Service for Records Management
Ø Joint
Staff
realized
a
nearly
40%
cost
savings
on
O&M
compared
to
their
exisAng
system
Ø Modernization
costs
were
reduced
by
nearly
20%
vs.
new
development
of
Open
Source
SoluAon
due
to
open
APIs
Ø Open
API
allows
for
customizaAon
at
the
organizaAon
level
Ø Capability
to
provide
Task
integraAon
with
other
fielded
soluAons
Ø Clear
migraAon
path
from
legacy
soluAons
Ø Ability
of
the
soluAon
to
scale
to
enterprise
levels
with
cost
structure
that
can
support
all
levels
of
customers