Enterprise Records Management : New challenges & Better Solutions Whitepaper by Systemware
Records Management: New Challenges and BetterSolutionsSystemware Records Management
2www.systemware.comIt seems that ever since the ancient Greeks appointed the first secretaries in the 6th Century B.C.,records management has been growing more complex with increasing speed. Today’s recordsmanagers face a myriad of challenges as they handle millions of documents and terabytes ofinformation. Not surprisingly, intense focus on regulatory compliance and mandated recordsmanagement has resulted in the detection of significant gaps between the requirements andcapabilities within most organizations.Processes, procedures and systems are needed to support the explosive growth in the volumeof records as well as the need for controls throughout the organization to maintain compliance.Records managers need a solution that handles paper as well as electronic records, is simple tointegrate, and is extremely scalable – all in asingle solution.The vast challenge posed by electronic recordshas received much attention of late, but it’simportant to remember that the transition frompaper-based to electronic recordkeeping thatbegan decades ago may take decades more tocomplete. While enterprises in all industriesare required to maintain electronic records as well as physical records, companies in the financialservices and healthcare industries face especially difficult data retention requirements becauseof the heavily regulated environment in which they operate. In a great many cases recordsmanagement systems are still largely paper-based.Plenty of corporations have vast stores of paper along with other assets in microfilm andmicrofiche. While some of that paper is grandfathered into paper legacy systems and will never beconverted into an electronic system, the question becomes do you have two records managementsystems: one for paper and one electronic? Two different systems means two different searcheseach time a record is needed. So smart corporations are consolidating disparate systems into onethat handles both paper and electronic records.Integration a key as systems, formats multiplyThough a large percentage of records are electronic now, there are well in excess of 400 differentelectronic file formats that may have different processing and storage requirements. Recordsalso are produced by a variety of sources: mainframe computers, business applications as wellas office applications, for instance. Records management systems now must integrate with allkinds of systems that create them. And they need to seamlessly capture records from the timethey are generated and immediately store them without human intervention. For truly seamlessintegration, it’s important for the solution to have an open architecture.Records ManagementOnly 24% of US organizations havean integrated approach to managingpaper and electronic records. AIIM Survey
3www.systemware.comMore records, kept longerWe’ve all been witnesses to the explosion of business information over the last five to 10years: Email archive, business systems output as well as manually created documents. Thesevolumes have now become so large that some systems installed even a decade ago can’t handletoday’s volumes. And as we know, many more records need to be retained with longer periodsfor corporations to remain in compliance with regulatory requirements of legislation such asSarbanes-Oxley, SEC 17a, USA Patriot Act, and Federal Rules of Civil Procedure. The FRCP makes itclear that discovery and production of electronically stored information stands on equal footingwith that of paper documents.With more records needing to be kept for longer periods, it’s no surprise that corporations lookingat records management solutions are placing a premium on scalability. The most prudent courseof action for any organization is to deploy systems that can retain all electronic records as wellas physical documents and assets making it accessible rapidly when needed. The stakes here arehigh. An organization that does not properly manage its records — electronic and otherwise —faces the potential for serious consequences, including heavy fines and prison time for those whoknowingly destroy or falsify records.Now more than ever, corporations need to be able to count on robust enterprise capture -- paperdocuments and electronic files -- as they take an integrated approach to records management.When evaluating potential record management solutions, organizations should consider a numberof important capabilities – capabilities Systemware took into account in creating Records Manager.When evaluating potential record management solutions, organizations should consider a numberof important capabilities.
4www.systemware.comCapture remains the critical first stepConsistently capturing both physical and electronic records in an integrated manner across theentire organization is critical for comprehensiverecords management. Systemware provides moreways to capture records from a wide range ofinformation types including: paper documents,desktop files, email, print streams, images, XML,PDF, and other objects.Additional capture features include:►► Document scanning with optical characterrecognition (OCR) and bar code recognition (BCR)►► Separate and distinct pages functionality►► Quality assurance and verification of documents prior to committing content tosolution►► Browser-based upload►► Drag & drag to folders►► Monitor Outlook folders►► Direct email capture (Exchange and/or Domino Server)►► Proactively monitors print spools and directories for automatic capture►► Supports application integration, directed capture and bulk load import►► Immediate access to existing content repositories without the need to convert thedataClassification made simpleSystemware makes classifying, declaring and storing documents as electronic records within one,comprehensive system simple and easy. Users can directly input record metadata prior to filingthe record in its appropriate folder. Once in its folder, the record will inherit all of the securityaccess and retention period characteristics related to that folder. And for application-generateddocuments, index values can be assigned by the application for automatic classification.For physical assets, this solution provides users with a complete view of existing records as wellas their locations by employing our record pointer capability. This pointer details not only suppliesthe type of medium used to store the physical record but also its physical location.8% of US organizations lack any typeof electronic management system,and 1% lacks ANY type of recordkeeping capability. AIIM Survey
5www.systemware.comComplete control over accessAll comprehensive records management solutions must incorporate advanced security and auditfeatures, including a single sign-on facility, multiple controlled access levels, robust authenticationand authorization protection, and advanced data encryption algorithms.Designated personnel are granted role-based permissions to access the solution. Systemwaremaintains a detailed, time-stamped log of all documents and content within the system. Forcompliance and audit purposes, the log shows details of all user access to system information.This solution also provides the ability to define retention periods for stored or archived records,either to meet regulated compliance standards or internal policy. As a result, it enablesorganizations to maintain complete control over who can access and view their most sensitiveinformation. With Systemware, the declared original record never leaves the archive and cannotbe altered in any way throughout its entire lifecycle.Complete lifecycle managementAdministrators are able to easily manage the entire lifecycle of important business content andrecords. They are able to:►► Establish retention periods►► Organize and retain declared documents as well as other assets for a legallyspecified amount of time►► Create legal holds►► Provide quick access to records on demand.Systemware’s solution is designed in conformance to DoD 5015.2 requirements and managesa record’s lifecycle from the date on which it was declared through its active and semi-activeperiods until it reaches final disposition, and is destroyed.Multiple indexing improves search and retrievalSystemware search and find capabilities are an improvement upon previous-generationtechnologies. It’s the best of both worlds because our search capabilities support and buildupon traditional free-form text search competencies as well as significantly augmenting thesecompetencies with a powerful suite of automated and index-based capabilities.Our more advanced content management technologies apply multiple indexes and automatedanalytics to produce the precise record and item needed. Multiple indexing is far more detailedand comprehensive than traditional corporate indexes, and acts as a layered table of contents toaccelerate and focus search results. With this approach, Systemware presents very precise andgranular information more quickly and efficiently into the hands of users.
Systemware, Inc. is a leading ECM company. that effectively and efficientlycapture, index, store and manage the billions of documents generatedby some of the largest organizations in the country. Systemware enablescustomers across vertical industries—including financial institutions,insurance, healthcare and retail—to make better business decisions,capitalize on information assets, improve customer service, reduce oper-ating costs and ensure compliance. Systemware offers a variety of waysto license and deploy its software — traditional implementation, cloud orhybrid.About Systemware15301 Dallas Parkway #1100Addison, TX 750011-800-535-8681www.systemware.comEmail functionality extends to searches of documentsEmail has become a primary vehicle for communicating and sharing information with employees,business partners, vendors, and customers. Many of these communications and their relatedattachments are critical records, which need to be managed in order to comply with the growingnumber of regulatory mandates.Systemware Records Manager offers email functionality as part of an integrated approach torecords management. Users can:►► Drag and drop email messages as well as attachments quickly from MicrosoftOutlook►► Send content directly to content folders, project folders or record plans throughSMTP server►► Quickly search all content including the content of email attachments anddocuments►► Find and view search results instantly - even if search terms are in the body of anattachment.A better solution to meet new challengesIn today’s highly regulated and scrutinized corporate environment, records management is acritical requirement for organizations in all industries. Systemware can help meet this challengeby extending electronic record keeping capabilities to current business processes, applications andrepositories. Systemware helps many organizations today to capture, classify, store, manage anddispose of all documents, scanned images, text messages, and all electronically generated contentwith one comprehensive solution.