Integration of Alfresco with EZD RP
Alfresco introduces file management, version control and content security to EZD RP. Instead of treating a document as a static attachment to a record unit, the system builds a central repository in which every version, operation and retention rule remains documented. Documents stored from EZD RP are placed in a single, coherent repository, and their history, permissions and retention policies function under unified rules — regardless of who created them or in which module they were processed.
It supplements the case logic with functions that are foundational for modern content management: online preview, automatic versioning, permission control, repository rules and operational audit. Integration with EZD RP is carried out through CMIS and REST standards, ensuring that documents do not lose their relationships to metadata, processes or case history.
Key Alfresco functions in integration with EZD RP
- versioning and document change history
- online preview and thumbnail rendering
- retention and archiving rules
- permission control at file and version level
- CMIS / REST / WebDAV interoperability
The online preview allows documents to be opened quickly without downloading, facilitating work across different modules of the system. Automatic versioning ensures that every change is stored as a new version, allowing users to track modification history. Permission management makes it possible to precisely determine who may view, edit or share specific content. Repository rules define how documents are stored, classified and managed throughout their lifecycle, ensuring consistency within the organization. The operational audit records all actions performed on files, enabling full reconstruction of document history and increasing transparency in content management.
Repository scaling based on data volume
The rate at which documents and operational data grow is typically higher than the pace of infrastructure changes. This requires solutions that allow scaling of storage resources without disrupting ongoing processes. Alfresco addresses this issue by splitting storage spaces into logical segments.
Objects with a short lifecycle may be stored in fast SSD storage, while archival documents can be transferred to object stores or lower-cost media. Everything happens automatically, according to rules defined by the institution. A file follows its lifecycle path — from working content, to final content, and then to archival — without user intervention and without losing links to EZD RP registers.
Document protection mechanisms
For final documents, the system enables the application of locks that prevent modification of their content. Additionally, for materials subject to administrative, audit or judicial proceedings, the legal hold mechanism may be activated.
This mechanism temporarily suspends deletion, archiving or automatic processing of the document, regardless of retention rules or system schedules.
During a legal hold period, the document remains accessible only for review and analysis, without the ability to modify, transfer or delete it. All attempts to violate this lock — including attempts to edit, change permissions, overwrite versions or physically delete the file — are recorded in the audit log.
This mechanism reduces the risk of unauthorized interference with the document content, accidental deletion, or changes to archival versions, ensuring integrity of evidence materials throughout the course of the proceeding.
Functional use of document content in the repository
The repository is not a passive storage space. Documents can be viewed without downloading, annotated, compared between versions, and collaboratively edited in real time through integration with OnlyOffice Community Edition.
For materials without a text layer, OCR processing is available, which enables scanned or historical documents to be incorporated into the workflow.
This approach allows the user to work within a single environment, without switching between applications or performing operations outside EZD RP.
Integration in multiple modes
The repository exposes content through multiple interfaces: CMIS, REST API, WebDAV and event mechanisms.
This means documents remain unified across the organization, while the way they are accessed can be adapted to the systems and services that use them — process engines, AI tools, reporting services or automation workflows.
Documents in use
Browser preview allows users to quickly inspect content without downloading the file. They can view the latest version, return to previous ones, add comments or annotations. The OnlyOffice Community Edition extensions enable collaborative editing of DOCX or XLSX documents in a single window, preserving automatic versioning and full edit history.
At every stage, the user works within the system, not outside it.
Repository designed for long-term use
The Community Edition allows the institution to use Alfresco without licensing costs. BeOne provides installation, configuration, security updates and maintenance, ensuring the institution is not left alone with open-source software. In this architecture, the repository becomes not only a storage space for files but a durable component of the EZD RP environment — developed at the organization’s pace, not at the rhythm of a license vendor.