Managing your information throughout it’s lifecycle
In today’s highly regulated and publicly scrutinized environment, records management is a critical requirement across all industries. Systemware can provide the capabilities organizations need to meet this challenge by establishing or extending electronic record-keeping capabilities to your current business processes, applications, and repositories. We help organizations control the creation, declaration, classification, retention, and destruction of business records.
Many enterprises of all industries are required to capture, store, and manage electronic records, as well as physical records. Any organization that does not provide effective records management — electronic and otherwise — faces the potential for serious consequences, including heavy fines and in some cases, criminal prosecution for employees who knowingly destroy or falsify records. Companies in the financial services and healthcare industries face extremely strict information governance requirements due to the regulations in those heavily regulated environments.
A standalone records management solution without integration creates information silos that prevent the access and use of important organizational content. Siloed records management solutions lack the flexibility to address changes in policies and regulations as they occur or become more stringent. As organizations continue their efforts to resolve today’s rising compliance issues and begin to move away from this siloed infrastructure, one thing is clear – records management policies should be enforced through technology driven processes. Records storage is inherently more reliable and consistent when it is backed by sophisticated, scalable infrastructure and is controlled by structured, repeatable processes that have been thoroughly proven and tested over time.
50% of knowledge worker’s time is spent on creating and preparing documents.
Records Management for Private Cloud, Public Cloud, or Completely Outsourced
Systemware Content Cloud offers records management capabilities in a variety of deployment environments, as well as a fully hosted managed service. Content Cloud can connect to many common legacy ECM solutions, mainframe, WORM devices, and all of the major public cloud providers. This flexibility allows your organization to efficiently use any available infrastructure, or offload those needs to a hosted environment.
A Complete Solution for Enterprise Records Management
Capture
Once a document, electronic or physical, is captured into Content Cloud, it can be declared as a record. These records are then managed in a consistent and integrated manner. All the various attributes and requirements are defined in record types that get assigned to content when it is captured. Regardless of the nature of your Content Cloud infrastructure – from on-premise to hosted in the public cloud – all records are maintained and accessible according to their file plan for the duration of their retention schedule and any other compliance requirements.
From Content to Records
Systemware Content Cloud allows an end-user to declare and store documents as electronic records in the system. The content is indexed, and some metadata can be automatically derived from the content and document type. Users then have the capability to input additional record metadata prior to storing the record in its appropriate location according to the file plan where it inherits its security access and retention period characteristics. Application-generated content declared as records may be classified using index values assigned by the application. An asset’s physical storage location can be stored and retrieved from within Content Cloud, providing users with a complete view of existing records and their locations.
Indexing and Metadata
The Systemware Find Engine is an improvement upon current and previous generation technologies. Find Engine provides intelligent metadata management and serves as the backbone of Content Cloud’s true federated search. The Find Engine supports a virtually unlimited number of indexes. This indexing data is far more detailed and comprehensive than traditional corporate indexes, acting as a layered table of contents to accelerate and focus Find Engine results. An enormous volume of metadata can be captured alongside the content itself to support searching across specific or all enterprise content, regardless of storage location and document type using the same indexes. The Find Engine provides a unique and intelligent way to store, compress, and utilize this metadata to provide immediate access to specific content at the document, page, and line level. Typically, metadata is stored in a relational database, but in some cases, that is neither efficient nor cost-effective. Find Engine does not require its metadata to be stored in a relational database, and instead, uses the same storage networks available to the rest of the content in Content Cloud – which includes hosted public cloud storage. Additionally, the metadata can be compressed in the Find Engine, further reducing storage requirements.
Storage and Management
Systemware Content Cloud can be deployed on any blend of infrastructure including on-premise storage such as mainframe, WORM media, and distributed systems, as well as hosted public cloud and off-premise datacenters. All content is secured and encrypted, both during transmission and when stored, and can be compressed for dramatic storage costs savings. Timestamps and system signatures ensure the integrity of documents, and the declared original record never leaves the archive so it cannot be altered throughout the complete lifecycle. Easy to implement dynamic data masking ensures that your users or customers never see sensitive data they are not authorized to view.
Event Based Retention
Content Cloud uses event-based retention when managing content entered into its records management solution. Some examples of events are when a document is captured or altered, a legal hold is placed on a user or document, a user retrieves content, or a new version is added. All of these events, plus any other events relevant to a piece of content, are tracked and saved alongside the content and can be configured to update the content’s retention policies. For instance, if a new version of a document is uploaded, the retention policy can be updated to save the new version for the appropriate amount of time as dictated by its file plan. These events can also be searched and accessed like any other content in Content Cloud, which makes creating audit trails fast and compliant with regulatory governance requirements. Content Cloud’s event-based retention makes records management an automated and simple set-and-forget solution, even for the largest organizations.
Segmentation
Content Cloud’s segmentation capabilities allow for the most efficient storage and management of content in your organization while still maintaining the necessary security and immediate access demands of your end-users. Often, enterprise applications can create large files or print streams containing many contiguous documents. Instead of dissecting these streams into the individual documents or converting them into their desired output format, Content Cloud stores the original stream in its native format, and compresses it (in some cases, more than 90% of its original size), maximizing storage savings. The file is indexed and virtually segmented so that any document contained in the original file can be immediately accessed and dynamically transformed into its desired format without altering the original stored content.