Records Management

Protecting Corporate Memory

One client, has eliminated end user tagging, has 72K site collections, 5300 retention codes and classifies 200K documents per hour with minimum resources

Many organizations that have implemented a records management solution have identified end user adoption as a key barrier to success.  Difficult interfaces, complex processes, and disparate tools make it hard for users to embrace the records management process.  End users are often reluctant to change their work habits which can pose a challenge in consistently maintaining accurate records from inception to disposition.  As a result, too many documents are never subjected to enterprise policies, resulting in widespread noncompliance issues.

The Concept Searching product platforms coupled with the Smart Content Framework™ ensure compliance and an information governance approach that is rapidly deployed and easily managed.Creating a taxonomy that mirrors the file plan, end user tagging is eliminated and automatic records declaration can occur, as well as automatically changing the Content Type based on the record descriptors. The records are then automatically classified and sent to the records management application for disposition.

The business imperatives driving these issues are:

  • Governance issues – end users do not add the appropriate record retention code or meaningful metadata
  • Increased costs associated with the time to manage and identify records from documents, emails as well as diverse storage repositories (PC’s, thumb drives, file shares, etc.)
  • Inability to implement and manage content lifecycle management so ensure that records are kept according to guidelines, archived, or discarded because they have no value

conceptTaxonomyWorkflow is used to improve records management processes.  In addition to the core functionality of automatic semantic metadata generation, auto-classification, and taxonomy tools available in all Concept Searching product platforms, the definition of workflows that match the record plan can be created.  Content can be automatically declared a record and routed to the appropriate repository.