IMC's Records Management
Two trends are driving organizations to adopt records management (RM) — the unprecedented proliferation of documents from and for new document management and access technologies as well as regulations like Sarbanes/Oxley, HIPAA and those affecting any regulated industry like finance, utilities and oil and gas. Also, internal management directives mandate that records comply with company policies for responsible governance practices.
The good news is that new Records Management technology is demystifying a once highly specialized discipline so that increasingly more knowledge workers can interact with RM systems.
Efficient records management requires record file plans, retention schedules, access control and archival as well as methods of electronically deleting records. For compliance, records not only must be retained for specific periods but also purged at the end of their retention cycles or companies expose themselves to legal discovery requests for data they are under no legal obligation to still archive.
IMC's Record Management protects organizations by offering tools that let records managers and users create file plans by —
- declaring documents as records so they can't be changed without authorization
- manage multiple files like proposals or loan applications as a single record
- initiating audit trails of all user interactions with a record that indicates, for instance, who created, viewed, archived and deleted a record and when
- creating rules-based departmental, enterprisewide and other classification schemes to define file plans that categorize folders and records by their subject matter and functional use
- Configuring standard records management rules to be automatically applied to records
It also helps them define retention schedules in various ways like —
- Automatically according to their file plan classification
- or manually for specific records that require custom disposition
- automatically performing time- or event-based actions like delete, archive, etc.
- reconciling conflicts with other retention schedules according to a hierarchy of rules
Of course, a record by definition cannot be accessed or changed without authorization, so our security capabilities —
- help authorized records managers configure multi-level security rules and exceptions
- automatically enforce them based on user profiles
- provides security access control to authorized personnel
- let records managers manually apply, or replicate existing, access rules to sets of, or individual, records
- place "holds" on record sets to lock them from access in the event of a legal discovery request
For later record disposition, our solution also lets users readily —
- convert a store of records with their meta data and archive it as XML
- delete records from storage without leaving traces of their existence that can be detected by forensic analysis
- automatically alert relevant parties before a record is deleted
IMC's Records Management helps organizations with digital data stores and facing compliance pressures not only to comply with relevant regulations but also to implement internationally recognized RM best practices so they can achieve better corporate governance as well as meet DOD 5015.2 and the UK National Archives RM standards.