MS SharePoint 2007 and Records Management Solutions. Yuri Kharmov Evident Point Software Corp., 2007
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1 MS SharePoint 2007 and Records Management Solutions Yuri Kharmov Evident Point Software Corp., 2007
2 Topics of Discussion Records Management Definition and Goals Existing Solutions on the Market Who Buys and Who Does Not SharePoint technology and Records Management RecordShare System from Evident Point
3 Definition of Records Management The systematic control of all records, regardless of media format, from initial creation to final disposition. A field of management responsible for the systematic control of the creation, maintenance, use, reproduction, and disposition of records.
4 Records Management System Goals Organize records for improved control and operational efficiency Protect critical information from loss or destruction Control data access and security Ensure compliance Reduce risk in litigation Minimize storage costs
5 Examples of Legal Compliance Sarbanes-Oxley Act of 2002 (US) Gramm-Leach Bliley Act (US) Personal Information Protection and Electronic Documents Act (PIPEDA - Canada)
6 Records Management Software Functionality Acquisition Identification Classification Retention Holds Search and Retrieval Circulation Storage Management Destruction Costing Reports Security and Access Control Audit
7 What Kind of Solutions are Available? Content or Document Management Systems with RM Support FileNet, Documentum, OpenText, Paper Based Records Management Systems with Content or Document Management Capabilities OmniRIM, Tower, Zasio, Infolynx Special Systems: Imaging Systems, Records Center Systems,.
8 Who Buys Records Management Systems? Banks Insurance Companies Government Pharmaceutical Companies Record Centres and Archives Large Corporations Large Health Organizations Large Universities.
9 Who Does not Buy? Smaller Financial Institutions Municipalities (except the largest ones) Medical Offices Small and Mid-size Companies Accountant and Lawyers Offices..
10 What Do They Need? Support for Electronic and Physical Records Support for Workflow Tracking and relocation Retention and holds Bar coding Relatively light-weight system Integration with and desktop productivity software Highly customizable systems Easy to install and maintain Inexpensive
11 SharePoint Server 2007 (MOSS 2007) Integrated suite of server applications Combines Intranet Portal with Content Management Functionality Specially designed for Document sharing and collaboration Implements many crucial Records Management features Highly Extensible and Customizable
12 SharePoint almost delivers.. Supports Electronic Records + Supports Workflow + Supports retention, holds +/ Supports bar coding +/- Is relatively light-weight + Integrates with and desktop productivity software+ Easy to install and maintain +/- Highly customizable + Inexpensive + Support for Physical Records Supports tracking, relocation --
13 SharePoint Shortcomings No special support for physical record management No special UI for Records Management No support for highly specialized features
14 RecordShare Based on SharePoint, so encompasses all its record management functionality Adds support for Physical records management: relocation and tracking, physical check-in/checkout, etc. Extends bar coding, retention, holds functionality Provides friendly record management specific UI One-click installation Can be customized and extended very easily
15 Buy Domain expertise encapsulated in software Well tested approach Shorter time to production Less expensive development Standard features come for free Your team continues to work on your core expertise Build Customized for your document set Integration with your software provided Fits your business process Control over source code Control over upgrade policy
16 RecordShare- Best of Both Worlds Standard features come out of the box Supported by Microsoft and EP code Contract for custom development Choose the degree of customization Faster and less expensive, since we do not start from scratch You get source code and control over upgrades
17 Evident Point Software Corp. Yuri Khramov Tel: Cell:
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