OpenText Records Management, eDOCS Edition (eDOCS RM)

Secure, feature-rich, standards-compliant records management

Today’s governance culture, with its mounting set of regulatory bodies, legislation, and standards, creates risk for any organization that does not manage business-critical information properly. The consequences of failure to adequately mitigate this risk can be dire as evidenced by the string of recent scandals that have shaken public trust, not to mention the fate of several major corporations.

Progressive organizations are formalizing records policies and are looking to integrated records management systems to protect, organize, and manage the entire lifecycle of critical content. Advanced records management eliminates redundant information of all types, reduces time spent locating records, meets complex regulatory provisions, and mitigates the risk of litigation or fines and other penalties.

eDOCS RM provides a completely secure, feature rich, standards-compliant records management solution that works in tandem with the entire OpenText eDOCS™ Suite. When combined with records management methodologies and best practices, eDOCS RM helps establish comprehensive lifecycle management of paper and electronic records. It provides records managers with an environment for nurturing better relationships with enterprise knowledge workers and the ability to enforce guidelines and policies while maintaining complete control over the records management practice. It provides a fluid process for the protection of content assets against risks such as litigation or disaster while meeting complex regulatory requirements.

Features

The following features are some of the key capabilities of eDOCS RM:

• Compliance Management: Virtually all industries are affected by regulation or legislation that requires record management policies be put in place. OpenText offers a records management solution that is Department of Defense 5015.2 certified. From clinical data, to test protocols, to email and instant messages, eDOCS RM provides long-term access, audit and retention control of all content in compliance with regulatory and legislative requirements such as the U.S. Department of Defense 5015.2, Sarbanes-Oxley, SEC provisions, HIPAA, The National Archive standard (UK), DOMEA (Germany), the European Union’s MoReq Specification, VERS (Australia), ISO 15489, Section 508 and FDA 21CFR11.
• Mitigating Risk Exposure for All Types of Records: eDOCS RM allows organizations to classify not only traditional content as records, but email, instant messages, and rich media as well. This reduces risk exposure for organizations, averting the consequences of failure to comply with established retention policies, and reduces the costs associated with a discovery order.
• Easy to Learn and Use: Business users carry out records management tasks from within commonly used authoring and productivity tools. This reduces training costs and speeds user acceptance and enrollment in the organization’s records strategy.
• Productivity Enhancements Across the Enterprise: By enabling business users to associate retention codes to records, records managers can spend more time on ensuring corporate records policies are communicated, controlled, and enforced rather than on filing records. Business users save time by easily searching for records instead of waiting for them to be delivered by the records department.
• Comprehensive Security Model: Throughout the content lifecycle, a dynamic evolution of access rights is granted, revoked, and fine-tuned to balance knowledge management needs with compliance and information safekeeping requirements, and eDOCS RM is designed to seamlessly manage this custodial chain of access. Records are categorized in a taxonomy-based file plan with security settings defining access and management permissions, and granular functional permissions enable centralized policy definitions and delegated stewardship of content assets.
• Assuring Authenticity of Fixed Content: Certain regulations not only require organizations to retain any corporate records relating to correspondence by brokers or dealers, but also specify acceptable storage mediums. eDOCS RM integrates with EMC Centera to provide a regulatory approved solution for the storage and retention of fixed digital assets.
• Reporting: Integration with Business Intelligence™ provides a variety of preconfigured reports that provide snapshot views of information relating to vital records or items ready for disposition or destruction. Records managers and system administrators can easily design tailored reports for use across the organization and for in-depth analysis as required to have high tolerance for long thin wire transactions. Also it supports resumption of sessions after a signal interruption so that users don’t have to begin their transmissions over again. Requests are designed to be lightweight and to scale easily.