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Records Management

OpenText Records Management provides one records management solution for all enterprise information – supporting both the broader ECM and Archival requirements and extending to support email, file systems, SAP, and SharePoint; including standards certification for SAP and SharePoint.  Records Management can be used for basic retention such as with email solutions as well  as for complex requirements in conjunction with other OpenText products for adherence to requirements such as 21 CFR Part 11, FINRA requirements, SEC 17a-4, or ISO 15489.

Records Management is an inherent functionality of the OpenText Content Suite and can be applied to all content sources including physical objects, shared drives, ERP, email, SharePoint, etc. OpenText Records Management is currently certified to U.S. DoD 5015.2 version 3 specification with Management of Classified Records, and has certified integrations with SharePoint, SAP and eDOCS.  It is also certified to VERS specifications 1-5 with SharePoint, SAP and OpenText Everywhere.

Records Management

Business Benefits

  • Establishes compliance with corporate records management practices and policies
  • Extends records management to all enterprise content to ensure timely and proper disposition
  • Integrate records management tools with other technologies designed to protect and use knowledge as a business asset
  • Manage the lifecycle of all corporate records to identify vital records, manage retention and destruction schedules, disposition, and record holds for both digital and physical objects
  • Integrate records management, knowledge management and collaboration tools
  • Establish records management classifications (file plans), check-in/check-out control, version control, security and library services for business records
  • Certified in DoD 5015.2, VERS, and is compliant to the ISO 15489 standard
  • Supports all industry regulation requirements such as Basel II, 21 CFR Part 11, et al.
  • Variety of ways to classify content appropriately and handle very large volumes of content - manual,  user based,  drag and drop , process based and auto classification
  • Provides the capability to augment the existing functionality to restrict access to enterprise information
  • Provides hierarchical security levels such as Confidential, Secret, Top Secret as well as non-hierarchical supplemental markings such as For Office Use Only, Restricted Data
  • Supports physical records management alongside electronic records including boxing, circulation, barcoding etc. in addition to managing a warehouse to determine free space, allowing for custom label generation etc.

Key Functions

  • File plans extend to the taxonomy (not just content types)
  • Hold capabilities can be applied to any managed object
  • User based holds and search enabled holds which allow content to automatically be placed on hold when ingested or when meeting the predetermined criteria
  • Event and time based schedules, justification, and citations associated to schedules
  • Many options for disposition – offering extensive flexibility and granularity to run dispositions based on schedules and/or object types
  • Schedules can be setup to run at specific times to allow the processing to take place off hours
  • Physical records management (boxing, circulation, barcoding etc.) with capabilities to manage a warehouse to determine free space, custom label generation etc.

Business Challenges

  • Need one set of policies (classifications and schedules) to manage all corporate information regardless of where it is stored from capture to disposition
  • Information needs to be classified without reliance on the end user
  • One system that will manage both electronic and physical records
  • Mitigating the cost and risk associated with audits and litigation
  • Having to keep everything because due to the lack of a system to manage retention schedules, enforceable holds, and defensible dispositions
  • Users need to work in their application of choice without being impacted while the corporate records management program is being applied transparently behind the scenes
  • Regulatory compliance due to external regulations and internal policies
  • Search and discovery of information required to analyze business and support litigation planning