|
Records Management Overview
Records Management has become a necessity for all organizations regardless of size or vertical sector. Defined as the managed retention of business information for a predetermined period in a guaranteed unchanged state and its subsequent controlled disposition, the importance of Records Management has grown as the amount of electronic information throughout businesses has escalated and as information compliance legislation has increased. Holding information as a record so as to have a ‘single copy of the truth’ rather than many duplicates and near-duplicates, and being able to locate it rapidly is essential if businesses are to operate efficiently and minimize risk. In large organisations, the amount of individual pieces of content required to be held as records can amount to tens of millions of items per year and may require terabytes of secure storage.
Along with the growth of electronic information, the environment in which Records Management operates has become increasingly challenging. This is a function of the multiple regulations that organisations need to conform to, the diversity of content types in the enterprise including email, IM, audio, video, and the dispersion of content throughout an organisation. Information is often locked inside end-users' desktops and departmental file systems, embedded in collaboration and email systems, and integrated into business processes.
Many systems require records to be moved into a stand-alone central repository, a time-consuming approach which demands not only users’ willingness and good intent, but also a high level of discipline. In addition, this approach allows the possibility of records being overlooked, either in error or as a result of a deliberate act. Regulatory compliance demands a more comprehensive and more robust approach to records management.
Autonomy’s sector-defining acquisition of Meridio, has marked a paradigm shift in the way Records Management applications can benefit organizations. As part of the Autonomy Group, Autonomy Meridio now makes it possible to automate records declaration and classification, both for operational and compliance benefit. Furthermore, rather than duplicating data in stand-alone Records Management systems, Autonomy Meridio now allows organizations to manage records “in-place”.
Autonomy Meridio’s unique offering enables organizations to benefit from:
- One consolidated enterprise-wide Electronic Stored Information (ESI) index with conceptual AND keyword search that can be used for Proactive Risk Management as well as enterprise search purposes;
- More than 400 ‘out-of-the-box’ repository connectors to minimize expensive custom development when deploying federated ERM;
- Automatic classification and clustering to create and extend Records Management fileplans and taxonomies;
- Automatic alerts for document custodians if deletion of important information is attempted;
- Close integration with email messaging/IM archives both on-site and hosted;
- A single dashboard for retention and disposition schedules;
- An ERM solution that is certified by national standard bodies according to standards such as DoD 5015.2, TNA and VERS
|
Autonomy Group Customers
Content Leak Prevention
