HP Records Manager. Release Notes. Software Version: 8.1. Document Release Date: June 2014

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1 HP Records Manager Software Version: 8.1 Release Notes Document Release Date: June 2014 Software Release Date: June 2014

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5 Contents HP Records Manager Release Notes... 6 Introduction to HP Records Manager New Features in this Release... 7 HP Records Manager... 7 Disposal Processing... 7 Advanced Disposal Processing... 7 Paper Management Improvements... 8 Combined Client/Matter Record Structures... 9 Sub-Folder Creation Optical Character Recognition Auto-Classification HP Records Manager integration for SAP ArchiveLink Document Encryption Licensing Changes HP Records Manager Web Client Office 365 Integration Office 365 Integration Office 365 Integration Office Applications HP Records Manager for SharePoint Integration Office 365 Integration Enhanced Features HP Records Manager User Interface Lotus Notes Configuration Tool HP Records Manager Web Client Discontinued in HP Records Manager

6 HP Records Manager Release Notes Introduction to HP Records Manager 8.1 HP Records Manager 8.1 is a next generation enterprise scalable electronic document and records management system, designed to be a key component of HP Autonomy s Information Governance framework delivering policy-based, secure, accountable and compliant management of all business documents and records held by the contemporary enterprise. Records Manager 8.1 continues our unified records management strategy, merging three proven and successful records management products into a single best of breed solution. HP Records Manager 8.1 is the first release that supports upgrades from all three products, HP TRIM, Autonomy Records Manager and Meridio, using out of the box upgrade tools. The major themes of Records Manager 8.1 include: Best of Breed Records Management Upgrade tools for all legacy products Advanced disposal processing Physical records management enhancements Enhanced Usability Workflow integrated in new Web User Interface Web client based request queue processing Office 365 Integration Thin integration with Office applications Server side capture from Exchange App based integration for SharePoint HP Records Manager 8.1 is designed to the International Standard of Records Management (ISO 15489:2001), and elements of ISO16175: Principles and Functional Requirements for Records in Electronic Office Environments. Overview of HP Records Manager 8.1 This first minor release includes all fixes and enhancements that were shipped in the previous release of HP Records Manager. For details of the previous release, please refer to the relevant release notes. For technical details, including the support matrix, refer to RM8.1_Spec.pdf and RM8.1_Install.pdf For the authoritative listing of Change Requests in a release, please see Patch Information on HP's Software Support Online - Downloads and click Software Patches. You will need to search for records manager (trim) as the Product with the relevant Product version and operating system. Page 6 of 21

7 New Features in this Release HP Records Manager Disposal Processing In 8.1 the retention calculation mechanism has been simplified for the processing of retention triggers. This has reduced processing overhead resulting in improved scalability. The Archive Locally and Archive Temporary triggers have been removed. Disposing of records is now achieved by selecting Destruction or Transfer to another agency. The aggregation rule checking also no longer compares documents and folders each time there s a change. Now that test is only at the point of disposal. Whenever a change is made to a record, rather than create an event for the Event Processor, the trigger date is recalculated at that point. The only times the Event Processor is involved is during a bulk update which occurs if a retention schedule is changed and if it s attached to a number of records, or if triggers are based on dates across different aggregation levels, e.g. after last date created of content. The disposition status of the pre-8.1 Archive Locally and Archive Temporary triggers is set to inactive. See RM8.1_Install.pdf for more information. Advanced Disposal Processing This is a new module that guides you through the processing of disposal consignments. Page 7 of 21

8 For each consignment you can determine a responsible archivist, selection criteria and a set of processing rules. Once the consignment is created it will automatically check the records for any issues that would prevent disposal. The advanced disposal process can be broken down into three distinct phases: 1 Consignment Creation 2 Record Review and Approval 3 Disposal Execution During the creation phase you can determine for each consignment a responsible archivist, selection criteria and a set of processing rules. Once the consignment is created it will automatically check the records for any issues that would prevent disposal. During the record review and approval phase the archivist reviews and fixes all the issues that have been detected and reviews samples of records for the accuracy of their retention schedule. Once the archivist completes the review they can prompt the system to send an to all the business owners of the records, asking for their approval. Once the owners mark their approval or rejection of all records the consignment can move to the execution phase. The exection phase provides the necessary tools to create consignment reports, pick lists, as well as exports for the transfer of records to another agency, including the generation of VERS compliant exports. It then allows the archivist to initiate the execution by the system. For dispsoals there is now an additional option to also dispose of the metadata. The system will generate a full log on the disposed records and automatically register it as a record, related back to the consignment. At the end of the disposal process the consignment details are maintained for evidentiary purposes with a complete audit trail of the whole process. Paper Management Improvements Borrowing Limit On the Record Type a borrowing limit can now be set so that if a user borrows a paper file from the the central registry, the system automatically calculates the due return date and a reminder can be sent to the user if they don t return the file by the due date. Page 8 of 21

9 Request Processing When users request paper files for delivery through HP Records Manager an notification can now be sent to the person responsible for the storage location of those files. This is done by creating a request digest once a day. An for an individual request is only ever sent if the request is due before the next digest is being sent. An additional feature that has been added is that the request isn t completed until the user who made the request logs in and acknowledges receipt of the paper file. Combined Client/Matter Record Structures HP Records Manager now allows for a combination of records management and legal filing structures. This can be useful in environements that are accustomed to organizing information using both legal and business management structures. The above example is of a combined Client/Matter structure view: Michael Jones is the client followed by the legal matters, followed by folders to do with each matter. Page 9 of 21

10 The above example is of folders assigned to matters, but can be viewed by business function in the Corporate Records Management structure. The above example is of folders from different matters placed in a box for archiving. Sub-Folder Creation It s common for a legal matter to require the same set of folders to be created. HP Records Manager now allows for the automatic creation of folder sets based on Record Types. New Automatic Sub Folders tab for creating a standard set of sub folders. Page 10 of 21

11 The Title, Classification and Retention Schedule can be set and automated for a standard set of sub folders Once a parent record is created for that Record Type, the standard set of sub folders will be generated automatically. Optical Character Recognition OCR is concerned with making image files searchable. This has been achieved by leveraging IDOL Image Server by either manually requesting an OCR rendition or by automatically processing image files within the indexing process. So if an image file is detected, it is sent to the IDOL image server for text extraction. Whenever text extraction happens, the text file is stored as an OCR Page 11 of 21

12 rendition against the original record The OCR confidence level is also stored so users can quickly see in the metadata how high the confidence level is of the index for that document. For detailed OCR setup instructions, see RM8.1_IDOL_DCI_Install_Config.pdf. Auto-Classification HP Records Manager now allows for the training of IDOL categories based on Classifications. You can choose to train the IDOL categories using notes, using the first 50 records or both. Records can be stored in a to be classified classification for future classification. As soon as the documents are content indexed they can be compared to the target classifications which are linked through the IDOL categories. For each target classification you can setup a minimum confidence threshold so that records that only achieve a minimum confidence level will be classified according Page 12 of 21

13 to the target classification, so that if a document might suit a number of categories, it will be filed according to the classification with the highest confidence level. For organizations that don t wish to assigns documents directly to classifications a foldering mechanism has been created so that when a document gets reclassified into a target classification it searches for a folder that already exists for that search criteria and if one isn t found according to the set criteria, it is created and the document is assigned to that folder. HP Records Manager integration for SAP ArchiveLink A new document/component structure has been created for SAP documents which allows for a more scaleable solution, improving performance and speed of retrieval from SAP. Each component of an SAP document is stored as a child object of that document. This is a new behavior found with the SAP Document Record Type. Another new feature is that HP Records Manager can link additional custom properties to SAP keysets. The additional keyset metadata mapping means that HP RM can create folders based on different metadata fields within SAP. Document Encryption HP Records Manager has always had encryption of documents during communications, but in 8.1 this functionality has increased with the implementation of symmetric key encryption so that encryption can be selected for documents that are stored within secure locations. This is to prevent data center staff from viewing those documents within an electronic store. Page 13 of 21

14 Licensing Changes The use of HP Records Manager has changed over recent years due to the extensive rollout across large enterprises including the different kinds of access now required. New License Metrics are now used to determine the best match for client use case and record volumes. User Permission Changes Page 14 of 21

15 Due to the changes in the licensing model in HP Records Manager 8.1, the user types have changed to the following names: Administrator Records Manager Records Co-ordinator Knowledge Worker Contributor Inquiry User HP Records Manager 8.1 no longer supports Custom users. Each user can be customized directly from the Profile tab now by selecting or de-selecting user permissions. To create standard users for different departments the use profile of function can be used. HP Records Manager is now integrated with HP s Autopass Licensing Technology. HP Records Manager Web Client Office 365 Integration 8.1 introduces the integration of Microsoft Office 365 with the HP Records Manager Web Client, which means organizations no longer need to roll out the HP RM desktop client across the organization to achieve an integration with Office applications. This makes version upgrades easier for administrators. This integration encourages an implementation of document management to capture records at creation. This integration also supports hosted environments such as SharePoint and Exchange which don t allow heavy integration solutions. Page 15 of 21

16 Office 365 Integration 8.1 introduces a server side integration methodology using mailbox synchronization with Exchange When a user creates a folder in the Web client, they can decide if they want that folder exposed in their mailbox. This is achieved by filling in the form below. A folder is created under an HPRM node within the user s mail inbox. A user can then drag and drop s into that folder and those s will be automatically synchronized back into HP Records Manager. Those s are then accessible via the HP Records Manager Web Client. Note: The Office 365 integration is not solely tied to the Web Client. The 'linked folders' can be created via the desktop client and s can be viewed from there as well. Page 16 of 21

17 Office 365 Integration Office Applications This integration is not completely zero foot-print. This integration is restricted to the streamed Office 365 desktop applications. Instructions for installing the add-in are in RM8.1_install.pdf. The function of the add-in is to manage the local document, thus not requiring the full installation of the HP Records Manager desktop client. Page 17 of 21

18 HP Records Manager for SharePoint Integration Office 365 Integration 8.1 has introduced Microsoft s remote Client Side Object Model architecture which means that HP Records Manager no longer requires a heavy foot-print in the SharePoint server farm. An administrator uses an app to deploy the user interface components within the SharePoint sites, which points to a server running HP Records Manager. For more information see RM8.1_SharePoint2013IntegrationAdministratorsGuide.pdf Page 18 of 21

19 Enhanced Features HP Records Manager User Interface There have been minor cosmetic changes to the Graphical User Interface in HP Records Manager 8.1. These changes include improvements to Edit Boxes, Tree Boxes and the View Pane. These changes are for a more consistent, less cluttered look. Lotus Notes Configuration Tool In 8.1 the integration of HP Records Manager with Lotus Notes no longer requires an administrator to edit the Windows Registry. An administrator can now set all of the required parameters from within a new configuration tool. For more information about the Lotus Notes integration, see RM8.1_LotusNotesIntegration.pdf HP Records Manager Web Client 8.1 reveals a number of continuing enhancements to the Web Client. Workflow is now exposed through the Web Client. Users can now create and complete workflows from templates. This means that users can complete workflow actions from mobile devices. URL links to HPRM objects in the Web client can now be saved and ed. Workflow - Create and complete workflows from templates Page 19 of 21

20 A records management task that has also been exposed to the Web Client is Request processing. Record co-ordinators responsible for a particular a warehouse can now view, approve and complete requests that have been made for records from within the Web Client, including printing reports of those requests. Request processing - View, approve and complete record requests through the Web client Page 20 of 21

21 Discontinued in HP Records Manager 8.1 Records Authority Feature HP TRIM 7.3 and HP Records Manager 8.0 included a Records Authority feature that allowed a central records management implementation to manage documents in external archive systems. The feature provided the necessary infrastructure and SDK methods, but required customers to develop their own connectors to the archive systems, which was a considerable hurdle to its uptake in the market. In HP Records Manager 8.0 we then released a new Manage-in-Place feature based on ControlPoint and the IDOL Connector Framework Services (CFS), which provided much more generic and easier to implement functionality to manage the retention of documents in external systems. This was very well received by the market and as a result we now decided to discontinue the Records Authority feature and focus our future efforts and investment on the CFS manage-inplace functionality, which forms part of our storage optimization module. Page 21 of 21