• Content Management Systems Review - Open Text - ECM Suite - Records Management and Archiving

Content Management Systems Review - Open Text - ECM Suite - Records Management and Archiving

In my last post on Open Text ECM Suite Content Lifecycle Management group of products, I mentioned that this group consists of document management, imaging, records management, and archiving. I described document management in my previous post and I described imaging solution yesterday.
Today, I am going to describe records management and archiving solutions of Content Lifecycle Management group of products.
Records Management
OpenText Records Management (formerly Livelink ECM - Records Management) delivers records management functions and capabilities to provide full lifecycle document and records management for the entire organization. This product allows your organization to file all corporate holdings according to the organizational policies, thereby ensuring regulatory compliance and reducing the risks associated with audit and litigation. Records management can manage content in a number of different repositories.
Record management product provides services to core ECM Suite components. Its features are embedded in the interface of respective applications enabling users to access records management functions in the interface they are most familiar with.
Users can access records management solution from a standard Web browser. It provides a common interface to access all forms of information, such as images, paper, word processing documents, spreadsheets and email. Users can apply metadata to submitted documents to enhance search capabilities. Metadata is indexed and can be used to more easily find, retrieve and generate reports on documents based on your custom criteria.
Metadata, retention and disposition rules can be applied immediately upon the classification of a record to all content regardless of type. The product supports the application of multiple file classifications, holds, and retention schedules to individual records. Content can hold two or more record classifications and be retained according to multiple retention schedules. You can combine classifications and schedules to meet the unique retention and disposition needs of content.
Users are able to create Record Series Identifiers (RSI) to define a disposition schedule for each RSI. RSI Apply rules can be created that define which records belong with what RSI. Rule searches can be applied to return documents that are marked with an RSI value. File Plan can be created with which an RSI or a Records Management object can be associated.
The product includes the ability to manage physical items such as paper records, equipment, and more, adding representative object graphics to electronic storage repositories. In addition, it supports the use of XML-based color labels and barcode labels for physical records such as folders, boxes and shelves directly from within the Records Management interface.
There are few options for classifying records. You can classify records interactively with a single click or automatically inherit retention schedules and classifications by moving many records at the same time into folders. You can automatically import retention policies and other data. Records management maps records classifications to retention schedules.
All Records Management objects have Access Control Lists. In addition, security settings can be modified globally. Administrators can periodically review vital records to ensure appropriate classification and disposition.
All activities can be fully audited. You can track which records were purged from the system and generate high-level views of all system activity.
Disposition of records can be automated according to organization requirements. You can create list of records that are ready for review or final disposition, and route them to individuals for review and approval.
You can perform disposition searching against items. Searching calculates the disposition date of the items based on RSI schedule and returns the records ready for deletion, archiving or moving on to the next stage in their lifecycle.
You can support vital records identification and the cycling of vital records based on pre-set periods, such as monthly, quarterly, and annually.
You can make records official to prevent users from modifying them. You can also apply legal holds: you can suspend retention schedules and protect content from deletion with legal holds. You can apply multiple legal holds to documents at the same time.
You can also manage physical records:
  • barcode label management supports the use of XML-based color labels and barcode labels for physical records such as folders, boxes, and shelves;
  • warehouse management - box items and send them to off-site storage;
  • circulation management - allow users to borrow items, request for future borrowing, and pass single or multiple records in a single steps. Users can box items and send them to off-site storage.
You can extract records into a secured centralized repository and manage records in them as "in place" or physically extract and automatically replace records with shortcuts, enabling secure content archiving in a centralized, compliant storage environment while still allowing user access directly from application.
An OpenText archiving solution is powered by records and retention management.
The following products deliver the archiving component of the OpenText ECM Suite:
OpenText Archiving for SAP Solutions - links document content to the SAP business context. Archiving for SAP Solutions enables you to create, access, manage, and securely archive all SAP content. Archiving for SAP Solutions is a highly scalable and secure repository for business-critical SAP business documents and data. It is designed for the complete range of business documents such as incoming/outgoing invoices, orders, delivery notes, quality certificates, HR employee documents, archived SAP data, and more.
OpenText File System Archiving (formerly Livelink ECM - File System Archiving) provides secure, long-term storage of content from file system drives, while ensuring content integrity, avoiding redundancy, reducing storage costs, and enabling records management. Physical files are managed by a secure document archive.
All contextual metadata information, including auditing, version control, security permissions, and more, is handled by a dedicated metadata management layer. You can configure storage rules according to relevant criteria, such as file size, date, or folder, to control what file system content is archived and to which storage media.
You can migrate content out of file systems and replace items with hyperlinked shortcuts to archived content. Clicking a shortcut retrieves the corresponding archived document, creating a seamless end-user experience.
Alternatively, you can copy files into the OpenText managed repository. This scenario accommodates organizations who want to consolidate access to content stored in file systems, but do not want to disturb the physical files stored therein. You also can move files into the secure storage repository entirely. This scenario accommodates organizations who want to discontinue usage of file systems altogether.
Archive content to secure storage media such as WORM, DVD, UDO, or write-once hard disks. Time stamps and system signatures ensure the integrity of documents. Furthermore, you can quickly review activity logs around archived content, including who viewed or edited documents, when, and why.
File System Archiving enables you to automate the process of storing content safely in multiple physical locations or on hot stand-by devices. In addition, you can automatically render content into standardized formats, such as PDF and TIFF, to ensure future readability.
You can detect multiple instances of content and eliminate redundancies. Content can be compressed automatically to minimize wasted space. You can execute powerful full-text searches across archived file systems, consolidating content from multiple file systems into a single result set.
Multiple archived documents can be restored to the original file system (or to a new, specified location) with a single click from the search results. If appropriate, shortcuts are replaced with original files, and content can be optionally left in or removed from the OpenText managed repository.
OpenText Email Management products are characterized by a centralized foundation of compliant archiving and records management, enabling you to securely store, manage and retrieve email content and ensure regulatory compliance. This is done
through the archiving, control, and monitoring of Lotus Notes and Microsoft Exchange email to reduce the size of the email database, improve server performance, and control the lifecycle of email content.
OpenText Application Governance and Archiving for Microsoft SharePoint provides integrated, end-to-end management of SharePoint sites and documents across an entire enterprise.
OpenText Storage Services for Microsoft SharePoint stores Microsoft SharePoint content in external storage devices and reduces wasted space by automatically detecting multiple instances of the same content. This ensures the scalability and performance of SharePoint, reduces the costs accorded to having it reside on the very costly production environments that host SharePoint. Also, by redirecting content storage can increase efficiencies, enabling the storage and management of a larger number of documents, simplifying backup and restore processes, and allowing customers to house SharePoint content on less expensive storage devices.
The content metadata attached to documents is still stored and maintained within SharePoint. No stubbing or linking is used in this method of externalization, so end-users can create and edit content within the SharePoint environment seamlessly with no knowledge of the storage management going on behind the scenes.
In addition to lowering overall storage costs, Storage Services for SharePoint can help businesses to meet requirements for information retention. Storage Services for SharePoint ensures that business-critical content is secured in multiple physical locations, and enables the housing of information on a number of different storage devices to meet business and compliance requirements.
The product detects multiple file instances to ensure that only a single instance of every file is stored, provides optional content compression before storage configurable for each individual logical archive, monitors archive server through events and notifications. It uses secure encryption to ensure content is always protected.
OpenText Integration Center for Data Archiving enables full audit and records management for data archiving alongside files and emails from any business application to the ECM Suite. It is a data and content integration platform that unifies information silos that cross application boundaries, consolidating and transforming data and content throughout the entire information ecosystem, including leading-edge ERP, CRM, and ECM systems as well as legacy applications. This product enables you to:
  • control the lifecycle of your data with integrated Records Management and Archiving in the ECM Suite;
  • archive data to the ECM Suite's Archive Server from any application;
  • utilize full record extraction from source systems and transport to the Archive Server;
  • automatically apply lifecycle management rules to archived data;
  • transform data, enhance content metadata, and deliver records into the Archive Sarver as one process;
  • perform monitoring and generate audit trails for reporting.
See more about Open Text products in my upcoming posts.
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