HP Records Manager. A single solution for enterprise-scalable document and records management

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1 Data sheet HP Records Manager A single solution for enterprise-scalable document and records management HP Records Manager is a scalable electronic document and records management solution designed to meet the global needs of government, regulated industry, and enterprises. Unlock the benefits of managing documents throughout their lifecycle Many organizations realize the benefits of records management because it delivers proven mechanisms for proactively capturing and organizing the documentary evidence that makes up the regular course of business activities, transactions, internal and external communications, protective markings, and retention requirements. Records management can also significantly improve business efficiency and productivity, information security, and operational cost savings by proactively managing both business documents and records throughout their lifecycle, from the point of creation. In today s business environment, compliant electronic records management is a complex undertaking. HP Records Manager responds to this need to deliver integrated, proven document management for your entire enterprise. We help you manage both physical and electronic information from creation through disposition.

2 Integrated electronic document and records management allows you to easily present all evidentiary documentation within the context of business processes and policy regardless of its stage of life. This approach leads to the seamless flow of information from creation to disposal. Documents progress naturally from being working documents or content in process to finalized electronic business records, managed according to established retention and disposal policies. There is no need to undertake separate record identification and migration projects, which can unduly burden information workers and increase the likelihood of errors and information security breaches. Figure 1. Three zones for managing information. High 10 Zone 1 Business records Structured and unstructured High value Long lifespan Business Value Content in process Structured and unstructured Medium value and lifespan with applied policy Data volume Zone 2 Transitory content Junk data Low value Short lifespan Low Zone 3 90 Any organization that seeks to manage all enterprise data simply, efficiently, and in accordance with policy in today s age of big data and mobile computing needs an Electronic Document and Records Management System (EDRMS) that can deliver enhanced usability, extensive security, and superior performance across a range of devices and content types, globally. This is what HP Records Manager does. Simplify how you manage electronic documents in line with policy HP Records Manager offers a flexible design that allows you to respond to the requirements of government and regulated industry by embedding records management policy into your daily business processes. By incorporating knowledge from 28 years of continued customer engagement and market leadership, we ve created an EDRMS with enhanced usability, performance, and functionality. Integration with desktop applications enables users to manage their information via a single interface across multiple devices. Productivity tools such as workflow, highly configurable metadata profiles, and tight integration with line-of-business applications allow for process improvements and greater user adoption. All of this is based on our core strength and unparalleled capabilities in records management, which are applied automatically in the background to ensure that corporate information remains accessible and secure. 2

3 Figure 2. HP Records Manager web client user interface: Tablet view Enhance your compliance state and reduce risk HP Records Manager offers integrated document and records management functionality created for organizations that have moved past the days of managing paper-only records. Information today is diverse, requiring you to manage business records in a variety of forms, including s, web content, MS Word documents, video, and text messages all while providing secure and user-friendly access anywhere and anytime. A proven solution, HP Records Manager capabilities include ideas and enhancements driven by a global customer base of more than 1.5 million users. The desire to comply with international records management standards continues to be an important driver for our customers and factors greatly in product development. HP Records Manager has been designed to ISO 15489: Records Management, and supports emerging standards such as ISO:16175, which provides internationally agreed upon principles and functional requirements for software used to create and manage digital information in office environments. Certification with DoD V3 (perpetual) and VERS was achieved in late When you choose HP Records Manager, you can support the management of records in business context, linking information, people, process, and policy together. 3

4 Document and records management capability overview This table provides a summary of the document and records management functionality and capabilities of HP Records Manager. Audit logs Contacts Digital signatures Document capture and profiling Document Dropzone Extensive audit logs maintained Old values stored for comparison with new values Audit logs stored as a record Active audit events can be applied to all objects within the system Internal and external contacts Relationships between contacts, processes, and information Ability to search contacts and relationships Digital signature generated using Public/Private Key Infrastructure Integrated with Windows cryptography functionality Uses Windows Certificate Store to access keys for signing and verification Record types provide a template for either documents or folders Ability to define behaviors at record type level Ability to customize access by user type or permissions Drag and drop filing of documents from file system and MS Outlook. Floating Dropzone always on top. User-adjustable transparency. Document editing Document routing and tracking Document viewer Revision and version control: Document revisions are captured automatically Choose from overwriting previous revisions or keeping each revision to view revision history and document evolution Additional document versions can be created and are linked to the original Rendering: Runs as a background service Generates standard format renditions, stored alongside the original document Redaction: Apply blackouts to selected text to obfuscate it and ensure privacy of sensitive information Image rendition of non-image format documents created automatically for redacting to ensure original text cannot be extracted Actions and procedures: A single action or sequential actions defining a process Description, time frame, and responsibility can be defined Workflow: Sequential or parallel processes, decision branches, and looping and nested activities Description, duration, responsibility, escalation, and authorization can be defined. Graphical interface to illustrate process flows Document viewer supports over 1,000 different content formats Hit highlighting based on search terms used 4

5 capture Integration with Microsoft Outlook and Lotus Notes mail capture via menu options or drag-and-drop Mail folders mapped to folders within the EDRMS Zero footprint Lotus Notes server side integration conversation tracking and message ID message and conversation ID s captured as metadata (MS Outlook) Duplicate checking and prevention Conversation retrieval ing documents Image capture Integration: HP ControlPoint Integration: Line-of-business applications Integration: Microsoft Office Documents can be ed from within Records Manager Either full document or document link can be ed The Records Manager scan tool supports low-volume, single-page scanning from a TWAIN-compatible flatbed scanner SDK supports customer integration to high-volume scanning systems Kofax Ascent Capture release script Facilitates in-place management of content and policy application to content outside Records Manager Facilitates legacy data clean-up of enterprise content with the ability to migrate valuable documents and records into Records Manager where it makes sense to do so Fully documented and supported Software Development Kit (SDK) SDK exposes most document and records management functionality for use programmatically.net API, COM API, and a web service provided in the SDK supports a variety of programming languages Integration with Microsoft office desktop applications: Outlook Word Excel PowerPoint Project 5

6 Integration: Microsoft SharePoint (optional module) Records management and archive management for SharePoint SharePoint items can be managed explicitly by the individual or automatically according to pre-defined management policies SharePoint Documents Blogs Announcements Calendar items Wikis Whole lists Sites Other list items Transparent management Lifetime mgmt. policy On demand Custom workflow Search Edit HP Records Manager Retention Security Classification Policies Compliance Searching and navigating Web interface Web publishing XML export Extensive search capability across most fields and functions Ability to search or navigate across relationships Document content index searching Zero install Latest HTML5 technology Auto-adjusts layout to suit device for optimal user experience Exports documents and metadata, hyperlinks to HTML pages, and applies pre-defined summary and detail templates Generate HTML pages based on templates XML export function applied to selected documents Encoding option selection Document storage capability overview This table provides a summary of HP Records Manager s document storage capabilities: Improving performance with caches Document cache options Distributed stores and caching Metadata cache options Ability to use caching or not Synchronous or asynchronous document transfers On-demand caching Pre-emptive caching Stores and caches can be set-up at multiple sites, as required Supports central location and remote sites Highly developed system of metadata caches in both client software and on workgroup server Intelligent pre-fetching of object data Workgroup server metadata memory cache for common lookup tables Optimizing storage space Storage media Store pooling Store size Tiered storage Single instancing Any system that can be addressed using Windows Universal Naming Convention (UNC) A number of document stores can be provisioned in the general document storage pool The general document storage pool only uses a predefined number of stores until they become full and then moves onto the next stores that have been provisioned Full stores can be set to read only or no additions Configure usage threshold and notifications Save storage space by configuring compressed storage Integrate with deduplication systems presented as Windows UNC shares Ability to move entire store to a different share or media Document stores can be allocated to difference tiers Inactive documents can be moved from one tier to another to improve performance Whenever a new document is stored, it is checked against existing documents to determine if it is an exact duplicate Exact duplicates will not be stored a second time, but linked to the existing item 6

7 HP Records Manager Architecture Support for geographical distribution over a WAN HP Records Manager implements a system of document stores and caches that allow you to achieve the best of both LAN & WAN worlds, a central WAN connected records database and decentralized document caches that allow document sharing at LAN speed. The HP Records Manager multi-tier architecture includes a layer of Workgroup Servers that are specifically designed to serve decentralized business groups on their own WAN. The design of the Workgroup Server keeps it specifically lean and focused on the caching of data, rather than packing it full of business logic, so that it can be deployed on modest hardware even in the smallest of remote sites. An example of decentralized implementation:? 100 HPRM workgroup servers to reduce impact of document movement on the network 17,000 users across 12 major departments and many separate geographic locations Remote site Other remote site without local workgroup server Triangulated network Central HPRM workgroup and servers Other remote site Central EDRM Domain HPRM Document Store and index on SAN Cluster database servers An example of decentralized implementation: Americas Some countries require data legally not to leave the country, this is catered for in separate in-country instances. 135,000 users split over approx 18 HPRM workgroup servers All user connections load balanced across HPRM workgroup servers in central data centres Data centre Europe Domain Servers replicated across 2 major data centres APJ Domain Domain trusts allow for trusted authentications using Kerberos Some servers dedicated to bulk data loading from legacy or LOB systems The design of HP Records Manager allows you to scale up to the largest enterprises in the world. It has been built and continually refined based on our experience with large enterprises that have hundreds of thousands of users, hundreds of millions of documents and records, thousands of different business processes falling under dozens of different regulators. This results in a system that scales not only from a technical standpoint, but also from a logical aspect. 7

8 Conclusion With HP Records Manager, each user in your enterprise can experience productivity increases based on your corporate records management policies, while performing their daily tasks using standard processes and familiar terminology. HP Records Manager enables you to balance the daily collaboration needs of staff with the long term compliance and productivity requirements of the business by: Simplifying the management of all information where it delivers the most value Delivering intuitive and secure access, anywhere anytime Scaling to the largest organization, while adapting to individual processes Reducing information footprint and storage costs Safeguarding business and executives through standards compliance, security, and audit. Providing transparent automatic governance of SharePoint content without sacrificing user flexibility As a cornerstone of HP s integrated Information Governance portfolio, HP Records Manager enables you to meet your requirements today, while catering for your information governance needs of the future. HP Records manager is a solution that can grow with your organization. Learn more autonomy.com/products/hp-records-manager About HP Autonomy HP Autonomy is a global leader in software that processes unstructured human information, including social media, , video, audio, text and web pages. Using HP Autonomy s information management and analytics technologies, organizations can extract meaning in real time from data in virtually any format or language, including structured data. A range of purpose-built market offerings helps organizations drive greater value through information analytics, unified information access, archiving, ediscovery, enterprise content management, data protection and marketing optimization. Additional information is available at autonomy.com. Sign up for updates hp.com/go/getupdated Share with colleagues Copyright 2014 Hewlett-Packard Development Company, L.P. The information contained herein is subject to change without notice. The only warranties for HP products and services are set forth in the express warranty statements accompanying such products and services. Nothing herein should be construed as constituting an additional warranty. HP shall not be liable for technical or editorial errors or omissions contained herein _RL_HP-Records_Manager_EDMS_Capabilities