User story for archiving reviews

After a review is completed all review comments, review documents (all versions), supporting documents, and other review artifacts are stored. Often, in regulated environments, record retention policies exist and require that documents are stored and archived for years or even decades. Typically, a business owner in the organization establishes the applicable standards.

For example, your organization requires that reviews are stored as records for later audits and reference. You can integrate the Solution Accelerator with existing Enterprise Content Management (ECM) systems in your organization to handle the storage and archival of reviews.

By default, LiveCycle Content Services 9 module is provided for storage in the Solution Accelerator. You can access the collateral and artifacts from reviews using LiveCycle Contentspace 9, provided you have the proper permissions. With Content Services, you can specify the length of time and the security levels for storing reviews content as well as configure retention policies. (See Document Management Service in LiveCycle ES2.5 Overview .) The following illustration shows the review document and review artifacts in Contentspace 9.

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Stored review documents and review artifacts in Contentspace.

To implement this story, expect to spend six to ten days when you want to integrate into an existing content management system (ECM) in your organization. The time can increase depending on the complexity of your content management system and the ease of integration with LiveCycle to your production systems.

Alternatively, use the provided LiveCycle Content Services 9 module, which requires no time to implement. The Content Services provides the required functions to provide long-term retention of records that are secure. Content Services can also be modified to fit your organization’s requirements.

• Are there requirements to adhere to records retention policies in your organization?

• What level of security is required documents that are reviewed?

• What are the file formats requirements for review documents and associated review artifacts? For example, PDF/A, PDF or native format?

You integrate an existing ECM system to support long-term retention polices and provide access to content from completed reviews.

To integrate an existing ECM system, you create a custom review zone provider. To implement a custom review zone provider, you create a custom LiveCycle component to replace the implementation in the Review, Commenting, and Approval building block. (See Implementing review zone providers in Review, Commenting, and Approval Building Block 9.5 Technical Guide .)

• Workbench to build processes to use the new review zone provider you create. You can also use Workbench to configure the review zone provider.

• Integrated development tools, such as Eclipse, to implement a custom review zone provider in Java.

• Building processes using Workbench and Designer. (LiveCycle Developer)

• Flex, Java, web services to build user applications to initiate reviews. (LiveCycle Developer, LiveCycle Programmer)

If your long-term retention policies require that you apply digital signatures to documents, convert the documents to a PDF/A file format after applying the digital signatures.

When your documents require a particular format, consider implementing a postreview process that executes after the last stage in your review. (See User story for extending review template functionality .) For example, save your documents in accepted long-term electronic formats, such as PDF/A.