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Enhanced Records Manager

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There has been a huge amount of guidance, governance and solutions available for RM, yet, in struggling to find cost effective ways to utilise new technologies, compliant processes and engage a user base with more time for other things, many solutions have taken too long to implement, cost too much and not represented value for money.

The conventional EDRMS market is changing, with the traditional market leaders being challenged with a wider range of solutions, many of which require less development to deliver compliance.

Many organisations have already invested in SharePoint and users find this intuitive to use.  With some control over information architecture, SharePoint is an effective way to easily manage documents and records.

This is not the complete picture, however.  Out of the box, SharePoint provides a scaleable, resilient solution, but assumes Records Managers will adopt a "micro-management" approach, when this is not practical when dealing with, potentially, terabytes of documents.  Also, Records Managers want to be able to create advanced records retention chains and deal with changes in legislation and its effects on records easily.

In addition, departments worry that they will not be able to export documents and metadata in a compliant format to the National Archive when it comes to the end of it's lifetime.

This is where Enhanced Records Manager fills the gap.

 

Enhanced Records Manager provides all this functionality and more to enhance the existing SharePoint functionality.

Simply put, this means you can get more functionality at lower implementation cost.

Enhanced Records Manager installs as an Add-on to SharePoint 2010 sites or as an App for 2013 sites.  This enables sites to get up to speed quickly rather than spend months of development getting SharePoint to meet compliance and business need.

 

​Features

Enhanced Records Manager  has a number of features which enhance the performance of SharePoint Records management using the Records Centre:

RM Reporting

·         Report on Records not covered by a policy.

·         Deleted records.

·         Exported records.

·         Held records.

·         Preserved records.

·         Retained records.

·         Record 'collections' due for review.

·         Record 'collections' overdue for review.

·         Record 'collection' reviews.

·         Records retention histories.

·         Exports and Exported Items reports and Audit

 

Bulk Retention Policies

 

·         Implement retention 'policies' based on any of the metadata of the record.

·         Implement retention 'collections' containing all records for a given policy due to reviewed on a given date, including currently 'unknown' dates like 'change of current executive'.

·         Alerts managers if records exist without an applicable retention 'policy'.

·         As a result of reviewing a retention 'collection' all records can be:

o   Deleted.  The records' contents are deleted but the metadata is retained.

o   Exported .  The records' contents are exported and then deleted but the metadata is retained.

o   Held.  The records will be retained indefinitely.

o   Preserved.  The records will no longer be subject to retention.

o   Retained.  The records will be retained for a specified period before becoming due for review again.

Item Bulk Editing

  • Modify shared metadata from a single page for:
    • Selected items / documents.

    • Entire lists / libraries.

    • Modify Content Types.

    • All modifications can be audited.

Export for SharePoint

  • Export directly from SharePoint:
    • Selected items / documents.

    • Entire lists / libraries.

  • Export contents and metadata.
  • Export Content and leave a copy of the metadata.
  • Export to UNC folder as XML metadata file plus content files.
  • Export in multiple formats:
    • eGIF compliant.

    • TNA compliant.

  • Integrates with Bulk Retention Policies for SharePoint.