Transform records management

Transcription

1 Brochure Transform records management HP Records Manager for information governance and global compliance

2 Information is the new currency of business Many organizations recognize that corporate information is the new currency for gaining a sustained competitive advantage and market leadership. Successfully delivering on business objectives in today s dynamic and global environment requires you to unlock the value of information by making it accessible to staff and stakeholders across the enterprise. The ability to accomplish this has become increasingly difficult, as growing volumes of content and diverse formats make the information landscape more difficult to navigate and understand. There is also added pressure to manage information in line with growing regulatory requirements. Addressing these challenges, HP Records Manager delivers next-generation, scalable electronic document and records management (EDRM) for enterprises across the globe. Built on more than 29 years of information management expertise, HP Records Manager is a comprehensive, out-ofthe-box software solution that enables you to effectively manage and collaborate on documents and records, , web content, images, video, and workflows to achieve business objectives. Connect and unlock the value of your information Many organizations look to information governance as the key to unlocking value from their many information repositories. As a cornerstone of HP s Information Governance portfolio, HP Records Manager is a proven, flexible, and scalable foundation on which to build your solution. HP Records Manager facilitates secure access, collaboration and management of enterprise information in the context of business processes and transactions. It helps you improve and streamline information processes so you can remain compliant with organizational and regulatory mandates even with growing resource constraints. The ability to leverage accurate, contextual and complete information throughout its lifecycle yields significant value when making business decisions or setting strategy for the future. HP Records Manager use cases Interactive Document managment SharePoint Governance ControlPoint Auto-Declare and In-place Management WorkSite Collaboration SAP ArchiveLink SDM for structured records Electronic and Physical Records RM HP Records Manager COM/.NET SDK Service API Custom Solutions Streamline information capture, classification, and management HP Records Manager offers greater levels of configurability, along with desktop, workflow, and integration tools to help you perform diverse business processes and meet your information management needs. These capabilities may range from the capture of records from structured business processes such as CRM, order processing, and HR functions, to highly scrutinized document processes required for Freedom of Information Act or Data Privacy requests, as well as regulatory submissions. 2

3 Control and connect all SharePoint content HP Records Manager helps you leverage the full value of Microsoft SharePoint as a collaborative platform by applying Lifetime Management Policies to SharePoint content to automate the capture and management of records without impacting users. With HP Records Manager you can manage, finalize, relocate, and archive SharePoint content such as blogs, wikis, discussions, documents, forms, published pages, and sites according to established business rules. Records Manager allows you to balance the long-term compliance needs of your business by securing valuable business records with the short term collaborative needs of staff. Integrate records management with enterprise applications In order to leverage the full value of information, it makes sense to integrate some enterprise applications with the corporate document and records management system; for example, this is particularly true if you want to see all information relating to a specific customer or project. A project file is most likely to contain s, proposals, contracts, and plans related to the project, as well as invoices and other financial documentation linked to either suppliers or customers. In this situation, authorized staff has the ability to access the project file and view all content within it according to their security and access privileges. HP Records Manager supports integration with line of business systems via its published Software Developer Kit (SDK). Integration may be customized to suit your specific requirements or prepackaged; for example, the HP Records Manager SAP integration module, which captures and organizes SAP ArchiveLink documents and SAP metadata into HP Records Manager automatically, across the enterprise, for review by both SAP and non-sap users. This capability gives you more efficient information sharing and control of your enterprise SAP information. Manage corporate and legal filing structures in unison for enterprise scalability Many EDRM systems are limited in their ability to connect legal client files with the corporate file plan, and this leads to siloed information, the need to migrate records at some point in time, and limited scalability of the EDRM solution across the enterprise. HP Records Manager uniquely caters for both corporate and legal filing structures simultaneously, improving secure information sharing and enterprise scalability across business units. With Records Manager, you can link the files within a client matter to the corporate file plan where the appropriate retention and disposition policies can be applied automatically. Client-matter filing structures. Accelerate user adoption and productivity Knowledge workers today have higher expectations for interacting with enterprise applications. The bring your own device (BYOD) phenomenon is driving the need for anywhere/anytime accessibility across a range of devices including laptops, tablets, and smart phones with the same level of information security and integrity as internal systems. Deliver intuitive web access across a range of devices anywhere, anytime HP Records Manager offers a modern web interface that is designed for usability. Utilizing HTML5 technologies, Records Manager s web interface automatically responds to different devices and presents information consistently and in the most efficient layout possible. Our zero footprint web interface is not only easy to deploy, it also supports key user functionality, including search, view, edit, create, check-in and out, workflow, ing links, and generating reports. 3

4 The HPRM Web interface workflow screen. Improve access and productivity with seamless desktop integration HP Records Manager is integrated with industry-leading authoring, messaging, and collaboration applications such as Microsoft Office, SharePoint, and Outlook, as well as Lotus Notes Mail, WorkSite, and line of business applications such as SAP, so you can easily capture, update, and reuse business information. Records Manager is adaptable to diverse business processes and information management needs and can be extended through integration tools such as the SAP Archive link integration module, External warehouse integration, and Dropzone. Lotus Notes server-side integration sample folder structure. Capture and manage your , automatically, seamlessly, and efficiently You can easily file, retrieve, and work with content in exactly the same way you work with Microsoft Office documents. Records Manager s advanced integration uses message IDs in Microsoft Outlook and Lotus Notes to identify duplicate messages and prevent them from being captured multiple times. Minimizing the number of duplicate s captured significantly reduces information footprint, search retrieval times, and associated costs. Navigation within a Microsoft Outlook conversation. The capture of conversation IDs assigned to Microsoft Outlook s in the form of metadata simplifies the navigation and search for s within a single conversation thread. The HPRM integration with both Microsoft Outlook (Exchange 2013 and Office 365) and Lotus Notes is completely server side. This means you don t have to install HPRM software on user clients, which removes much of the deployment and maintenance burden from IT. The integration automates the capture of from the user s account into HP Records Manager through a series of dynamically linked folders which appear in the user s client. Improve efficiency and enterprise performance Information is probably one of the most valuable assets in an organization. Taking advantage of this critical corporate asset through competent records management can enhance your ability to meet governance and regulatory compliance obligations, and gain a competitive advantage. HP Records Manager helps you to efficiently manage all business records, physical and electronic, regardless of source. Automated rules, classification, and workflow capabilities facilitate the easy capture, secure management, and discovery of your business information, improving efficiency and enterprise performance. 4

5 Save time with powerful and extensive search HP Records Manager offers powerful, extensive built-in metadata that uses strong relational capabilities and HP IDOL-powered indexing to help you quickly and easily locate business information. Search speed can be optimized by configuring Records Managers OEM IDOL indexes to boost operational efficiency and worker productivity as they interact with information, helping them find business documents and records faster, and with greater accuracy and relevance. Automatic records classification and folder creation increases filing accuracy and efficiency HP Records Manager has the ability to automatically classify records based on detailed IDOL categories. Sub-folders can be automatically created according to predefined rules so newly classified records are placed into a folder versus being attached directly to the classification term. Auto-classification improves both filing efficiency and accuracy, removing the manual and error-prone task from users. Record Manager s integration with HP ControlPoint facilitates the identification and declaration of records sitting outside of the HPRM records repository found in enterprise systems. When this content is declared a record, it is moved into HPRM and assigned a holding classification. Once indexed, HPRM will auto-classify these records according to detailed IDOL categories and move them to an appropriate folder. Manage in place to reduce document migration projects HP Records Manager uses a manage-in-place framework to apply holds to documents in external repositories without the need to migrate them to a central repository, which improves operational efficiency by reducing the number of migration projects. Records Manager puts these managed items on hold to take control over their retention, at which point all hold functionality is managed through Records Manager itself. This in-place management feature leverages the IDOL connector framework and supports any subscribing repository. HP Records Manager manage-in-place framework. Optimize storage to improve scalability and responsiveness The overwhelming volume of human information being created and consumed in the course of daily business activities requires greater scalability and performance from enterprise systems. Now more than ever, organizations must have the ability to manage even larger records sets while providing timely access for their users across hundreds of global locations. HP Records Manager offers document stores that have been designed to balance the need for highly responsive, fast document capture and retrieval with the use of cost effective secondary storage. Configurable document caching, distributed stores, and tiered storage delivers optimum responsiveness for users and increased, efficient performance for the business. Coupled with single instancing for and documents you can significantly reduce duplication of this information and the overall volume of content to be stored. 5

6 Simplify deployment Reduce deployment and maintenance overheads with zero client install Many organizations work with constrained or shrinking IT budgets that drive the need to simplify deployment and maintenance of enterprise applications. HP Records Manager offers zero-footprint, thin (1-click install) and fat client interfaces so you can satisfy: User and administrator functionality requirements Enterprise application integration needs IT deployment constraints and goals HP Records Manager s zero-footprint web client requires zero install and supports the record and document management needs of daily contributors and collaborators. Via the web client users can search, view, edit, create, check-in and out, access, and complete workflow tasks, document links and generate reports. With being one of the primary communication tools for staff (where conversations are now documented and transmitted instead of being spoken verbally) this means that applications are typically deployed to all PC s and laptops within the organization. For organizations that must securely capture, access, and manage all employee , Records Manager s server-side integration with Microsoft Exchange (2013 & Office 365) and Lotus Notes eliminates the need for client software installation, removing the burden and cost from IT. Support hybrid and cloud initiatives Many organizations are looking at Office 365 and SharePoint 2013 as their first step towards the cloud. But how do you ensure your documents and records are being managed according to global standards and regulations while taking advantage of what cloud has to offer? HP Records Manager is evolving to support the hybrid and cloud goals of organizations around the world, ensuring that records security, control, and integrity is balanced with usability. Office 365 and SharePoint 2013 integration HP Records Manager integrates with Office 365 via server-side integration and mailbox synchronization for and a 1-click integration add-in, which is accessed via the HPRM web client for streamed Office 365 desktop applications. Integration with SharePoint 2013 is achieved through Microsoft s remote client-side object model and utilizes an app for deployment. The HPRM integration is transparent for users, having a similar look and feel to SharePoint 2013 & Office 365. Office 365 and SharePoint 2013 integration Secure communication and storage of content HP Records Manager not only encrypts information as it is being transmitted but also encrypts documents in the document store. The use of symmetric key encryption means that even data center staff for a hosted HPRM solution would not be able to open the documents in the store, which means your documents and records are protected from unauthorized access. 6

7 Meet the demands of global regulation, risk mitigation and corporate accountability In today s age of Big Data, information is generated in the enterprise and on social media platforms, and accessed through a range of devices from any number of locations. This scenario makes it imperative to have systems in place that can preserve information integrity and enable corporate accountability. Organizations must ensure the authenticity, accuracy, and source of information used in day-to-day business activities, while facilitating secure and audited access to information workers. HP Records Manager enables you to automatically apply security, retention, and disposition policies to enterprise documents and records to help you mitigate risk and support compliance initiatives. Retention rules can be applied across multiple jurisdictions, so the process of determining what records can be destroyed can be automated, running as a centrally controlled process. Expand information security for improved accessibility HP Records Manager provides strict security and access control to all managed documents and records. Only authorized users are able to access the information, thereby protecting corporate information from inappropriate access and misuse. Extensive and configurable security for all users is essential in providing greater accessibility to enterprise information. With HP Records Manager, you can manage security at the organizational level right down to an individual field on a form, helping you to build protection into your processes and reinforce your overall security model. As a result, you can share information more securely, efficiently, and cost effectively across your organization, reducing risk and increasing productivity. Enable greater corporate accountability HP Records Manager provides extensive audit capabilities with both online and offline log files that can be configured to capture events or actions on any object in HP Records Manager, not just records. This ensures that all changes to control data, such as retention schedules, categories, users, and security policies, are tracked in greater detail. Audit logs can be configured to not only capture key baseline information, but also the finer details of the change, with before and after values logged. When reviewing historic log files, it is useful to understand the reason behind a change and its business context. This insight is not always obvious from the change itself, particularly if the log file is being reviewed many months or years after the change occurred. For this reason, Records Manager can require users making changes to provide a reason for the change, which will be logged. Enable compliance with global standards and best practices HP Records Manager is designed to meet international standard of records management, ISO 15489: 2001, and elements of ISO16175: Principles and Functional Requirements for Records in Electronic Office Environments. It supports major regulatory standards, is certified against DoD V3 and Australia s VERS, and leverages 29 years of proven, successful deployments in government and regulated industry. HPRM is an ideal solution for global enterprises that need to meet regulatory compliance obligations, reduce risks, and improve overall productivity. Be prepared for ediscovery HP Records Manager is built on the principle that the information lifecycle of each and every document and record, including all related information and activities, are records of business transactions. As a result, business documents and records are proactively captured, managed, and secured according to corporate classification, retention, and disposal policies. Through integration with external file systems and archives, HP Records Manager can control disposition of content in external repositories, thereby extending HP Records Manager records authority to document archives. The ability to apply legal hold to business records, and search and discover this information in context with the business activity, supports legal discovery. 7

8 Transform records management to achieve your information governance objectives HP Records Manager is a cornerstone of HP Autonomy s information governance portfolio of modular solutions. These solutions are integrated through the IDOL Connector Framework to help you access and understand your enterprise information in context, regardless of repository or location. The information governance portfolio enables you to organize, control, and intelligently manage all enterprise information (both records and non-records) with a centralized policy engine that allows you to take appropriate action to achieve your compliance and operational objectives. Records Manager is a proven enterprise document and records management system that offers the flexibility, usability, and scalability needed to transform your records management practices, and help you to achieve your information governance objectives. HP s Information Governance Portfolio Access & Understand Organize & Control Leverage & Take Action Unstructured enterprise data repositories Structured enterprise data repositories Cloud-based repositories Mobile & social media Offline data repositories Centralized Policy Engine Address business & operational objectives Enterprise Content Management Enterprise Search & Collaboration Address legal & compliance objectives Information Archiving ediscovery Address data management & security objectives Backup/Recovery Enterprise Security Legacy Data Cleanup Legal Holds Records Management Administer data in place or in a consolidated repository Learn more at 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 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 _LC_BR_HP_Records_Manager