records managementRecords management has evolved. Now we talk about information governance, which goes beyond traditional RM to incorporate privacy attributes, electronic discovery requirements, storage optimization, and metadata management of all information.

Do you know the most valuable information to your business? Do you know where it is?

Do employees have access to information they shouldn’t? Do they know how to handle, label, protect and transmit restricted or confidential information? Have you classified which information should be considered confidential? Is access restricted? Are you compliant with applicable compliance, regulatory and legal requirements related to your industry? Are your information records destroyed at the appropriate time? Are there unnecessary information records handling and management processes?

If you answered yes to these questions, go to the head of the class.  You’ve achieved what The Electronic Discovery Reference Model describes as an organization that has integrated information governance into its overall corporate infrastructure and business processes to such an extent that compliance with the program requirements is routine.

The recent AIIM Information Governance Study looked at the risk profile around electronic records, the keep-all versus delete-all options, the international view of e-discovery, and the implications of social, mobile and cloud on RM policies as well as the development of enterprise-wide governance policies, and how they translate into system strategies.  It found implementation of effective Information Governance makes good sense.

Benefits of good information governance

For many, many years, the arguments for scanning paper records to reduce physical office costs have been well rehearsed. However, as organizations have become deluged with more and more electronic content, the issue of retention and deletion has come to the fore in order to put some restraint on the seemingly exponential growth in disc storage. This is considered the key benefit of good information governance, followed in second place by the ability to exploit and share knowledge resources.

Additional benefits include faster and more agile response to a wide range of events such as bad weather, accidents, press activities, FOI enquiries, social media storms, and so on. There is also a customer service element, which is particularly true for financial and utility organizations, where many years of acquisitions and mergers have created potential disruption of customer records.

The technology solution

About 60 percent of IT spending worldwide goes toward infrastructure and operations, so it’s no surprise that companies looking for savings start with infrastructure. But having made extensive investments in mainframe technology, companies are looking for ways to use that technology in the most appropriate way while moving other functions to distributed platforms. They want to increase storage savings, lower CPU consumption, and, where possible, reduce network traffic.

Systemware Records Manager is deployed in an on-premise Content Cloud infrastructure that manages records as well as all content on less-expensive, distributed network of storage devices, providing online, high-availability content in an environment that reduces technology costs. With state-of-the-art records management functionality, Systemware Records Management and Content Cloud deliver:

  • A secure, compliant and scalable foundation. System resiliency provided through an automatic replication of content and active failover, ensuring continuous availability for business continuity and cost-effective disaster recovery.
  • Greatly enhanced search performance through the use of multiple levels of indexing.
  • Instant access and delivery of targeted information within the context of the business process, helping users work more efficiently and make more informed decisions.
  • Integration with external security systems for access rights; and role-based access from a common location for all nodes, easing the administrative burden.
  • Document/report level encryption when content is both in motion and at rest.
  • Audit of system access for compliance, while parallel processing and load balancing
  • Savings from consolidation, mainframe optimization.

In order to improve their current assessment, many organizations are asking: What is the right technology for us? What features do we need, and equally important, how do we avoid overbuying? Are there existing technology solutions we own today that could do the job? How do document management, records management, and enterprise content management systems compare? Should solutions reside on-premises, hosted or implemented in the cloud? Can compliance with regulations and internal standards be assured? What questions should we ask in the technology RFP?

The questions are many; and selecting a technology solution can be a daunting task for many.  Systemware has the answer.