HP TRIM vs. Objective An overview of EDRM software similar in function and intention ECM304 Tracie Pollin
HP TRIM vs Objective Introduction of the software and its vendor Basic functions Flexibility Level of integration of various functions/modules Ease of use Limitations Implications for the workplace Observations/Comments
HP TRIM A Document and Records Management System (DRMS) created by Tower Capture, manage, access and secure your organisations information Manages electronic and physical records from creation to disposal HP TRIM Web site www.hp.com/go/hptrim
HP TRIM Background Tower was founded in 1985 in Canberra by Brand Hoff Tower’s software products include electronic document and records management, business process automation, web content management, document capture and assembly, collaboration and information management solutions. In 2008, Tower comprised of 240 employees with offices around Australia, North America and Europe; 22 years of paper and electronic records management experience and served approximately 1,000 customers with more than 78,000 users in 32 countries.
HP TRIM Background .... On 31st March 2008 Tower signed a pre-paid agreement with HP for a takeover. Today, HP TRIM - Asia Pacific/Japan Hewlett-Packard (Public Company; 10,001 or more employees)
HP TRIM Basic Functions Search – Simple & Advanced Create new items Document Folder Series Box Maintain Records – “Powerful tool” Notes
HP TRIM Basic Functions ... Electronic Document Management functions
HP TRIM Basic Functions ... Archive retention schedules (Lifecycle) TRIM email (Outlook) Action tracking (Traces the workflow) Classifications (Store by subject or function) Security (3 Levels) Holds (‘Locks’ the record)
HP TRIM Basic functions ... Web publisher HP TRIM for SharePoint manages all SharePoint content, including Web 2.0 content with HP TRIM software.
Flexibility of Application Additional fields Customising the interface TRIM Administration System Options – configure HP TRIM system options Document stores – set up and use of Import/Export – you can import & export data to and from HP TRIM (not a standard function) Data Clean up Save Global settings – you can set & use global user settings External links – you can set up links to send data to external applications E-Mail Templates – you can set up templates for e-mail notifications
Level of Integration Supports drag-and-drop from many programs, including: ASCII text 7 & 8 bit HTML Versions through 3.0, with some limitations Microsoft Rich Text Format (RTF) – All versions Unicode text – All versions Lotus Manuscript MASS11 Microsoft Word – PC & Mac Microsoft Excel – PC & Mac Mac Word processors
Ease of Use Clear icons Easy to follow help screens Logical order and sequence Capacity for multiple searches and screens to be open at the same time No previous records experience necessary
Limitations Mid level data import and export only Installation Upgrading will remove all third-party files Date and time Downgrading a User’s Security Profile Copying – data published, date due for destruction & date inactive are not copied
Limitations ... No user can change the Date Registered End users cannot change the following: Location Container Notes Access Control Simultaneous multiple user access Reports and Exporting XML Archiving – 99 years or 990 Months Barcodes – foreign barcodes may not be supported Currency fields – one currency only
Implications for workplace Workflow solely based around TRIM capabilities and modules Strong relationship required between records management area and IT Any upgrade will lead to a massive workload Organisational politics – The implementation of an updated or new EDMS will require significant investment and planning by the University and a shift in records practice and culture throughout the University.
In conclusion .... HP TRIM is an excellent product which has proven itself to be: Easy to use Flexible Extensive functionality Consistent and stable market share
Objective “Our brand values guide our success: Trusted - Innovative - Focused - Passionate - Committed – Integrity” Delivering a platform for compliance and accountability of business records and effective lifecycle management http://www.objective.com/about-objective
Objective - background Since 1987, Objective Corporation (ASX:OCL)has been an established leader and specialist provider of proven content, collaboration and process management solutions for the public sector With over 400 public sector customers and over two decades of experience Objective Offices Asia Pacific United Kingdom United States
Objective – Basic Functions Record CaptureCreate physical locations within a repositoryGroup management of RepositoriesRequest processing for administratorsRequest, Return, Resubmit and Cancel itemsSecurity inheritanceConflict resolution for multiple requests and for archiving/moving of requested/borrowed itemsBar-code scanner supportBar-code File, Document and Box LabelsReceive notifications of overdue itemsTrack requested/moved/borrowed and overdue itemsSentencing and DisposalDisposal Schedule groupingsSentence files, file parts and electronic documentsXML export prior to destructionView all activity on a selected physical objectTransfer to secondary storageTransfer to agencyMark files for future sentencingArchive BoxesFile Label Report
Objective - Flexibility Reports - allowing greater manipulation of all object types for output, the appropriate fields and the search criteria for the determination of results. The Objective Xlink - Mail Gateway - enables notifications to be sent via e-mail for Approvals, Publication, Requests, and Workflow functions. A complete audit trail of which documents were accessed, who accessed them and when.
Objective - Application Integration SharePoint Integration - SharePoint interacts well with Microsoft Office centric documents Multi Function Device (MFD) Integration Integrations currently exist with: Kofax Capture EzeScan from Outback Imaging Thesaurus Management Currently, integrations exist with: a.k.a. from Synercon one2one from ACS
Objective – Application Integration... Email Capture Drag and drop single or multiple emails and attachments directly into Objective Navigator Drag and drop single or multiple emails and attachments directly into Objective folders in the email client itself Emails stored such that they can be opened in the native client or within a browser where the native client is not present Browse, search, consume and contribute Objective content* Subscribe to often used Objective folders in the email client navigation pane for ease of access Automatically redirect incoming emails into Objective folders using email client rules
Objective - Infrastructure Integration Objective's Xlink modules provide integration between Objective and your organisation's infrastructure applications. Authentication LDAP Authentication LDAP Synchroniser Single Sign-On Windows Authentication Email gateway
Objective – Ease of Use Ease of use and whether use of functionality is intuitive will influence staff-use of the system and assist with change management issues. In this regards Objective could have appeal for the end-user because of its similarity with Internet Explorer and because common tasks such as creating, saving and searching are easy.
Objective - Limitations Objective is usually seen as being costly once it is implemented. This is, in part, due to the arrangements that Objective have regarding how changes/tailoring to the system to meet an organisation’s particular needs must be done. Whereas HPTRIM allow a fair amount of freedom with any tailoring, it is a different set-up with Objective in that they require their consultants to be involved with most of the changes and tweaking of the system and this understandably comes with a cost.
Objective – Workplace implications Objective Records Management provides organisations with the ability to manage both physical and electronic records within a single solution. All objects are contained and controlled within the same contextual folder hierarchy. Users are able to define custom fields for classes of records and set common Keyword terms to enable others to quickly classify their paper documents. Objective delivers the flexibility to practice centralised or decentralised records management.
Objective – “The Future” Objective's recent acquisition of Limehouse Software expands their public sector market share and capability. Objective's future solutions will be characterised by their hybrid nature. By bringing the power and flexibility of "cloud" based process management solutions Objective for iPhone
In conclusion ..... Personally I think either HPTRIM or Objective would be very suitable for any medium-large sized organization. Both products are impressive but there are some important differences. Nevertheless, according to one source in a government agency (DAFWA) there is the impression of a move in State Government agencies away from HPTRIM to Objective, particularly when EDRMS enters the picture.
References Australian National Audit Office (2003). Recordkeeping in Large Commonwealth Organisations. Audit Report No. 7 2003-2004. Canberra ACT: Commonwealth of Australia. Brown, Kris. (2010). HP TRIM WW Product Manager at Hewlett-Packard website. Accessed 7th October 2010 from, http://au.linkedin.com/in/kristopherbrown HP TRIM Software. (2010). Accessed 7th October 2010 from, http://h71028.www7.hp.com/enterprise/w1/en/software/information-management-trim.html Joseph, P. (2008). EDRMS 101: the basics. Perth: Records Management Association of Australasia.