By Gina Berger, Program Manager
We’ve been in the Documentum and Captiva/Intelligent Capture business for a long time, designing and implementing sophisticated solutions for clients with complex content and records management requirements. Yet recently we have helped several customers with basic records management projects, like this one.
Basic Issues with Records Storage
This company’s records were in multiple formats and places. They were storing some of their records dating back to the early 1900s in paper format. The paper records were kept in thousands (yes, thousands!) of boxes in a storage space. Retrieving all the correct documents required by the Records Management department to support legal or audit requests was a lengthy manual process.
In addition, different departments were storing their documents on their own internal drives and would share them with Records Management for storage. This created duplication of documents throughout the organization. Storage via paper left records vulnerable to water, fire, and other physical damage; storing documents on a shared drive didn’t provide adequate security, versioning, or general control the organization required to meet their needs.
Records Management with OpenText Intelligent Capture and Documentum D2
To improve its records management practices, this client collaborated with Flatirons to implement a Records Management solution using OpenText Intelligent Capture and Documentum D2. During this project, the organization also took the opportunity to standardize naming conventions and folder structures so that end users were presented with a consistent method for storing, searching, and retrieving documents.
Using Intelligent Capture, the Records Management department scans in documents and applies standardized metadata to store documents in the appropriate folders, which facilitates the search and retrieval of required documents in D2. D2 provides a secure storage repository, role security, and versioning. It also gives users an easy search and retrieval function so they can quickly find the necessary documents.
Digitizing paper records and eliminating shared drives may seem like basic records management, yet we’re finding organizations are still needing to get this done. Plus, when you use OpenText Documentum Records Manager, you get added benefits like retention policies and legal holds. Records are locked down and protected until the retention period is up. Then they can be automatically or manually disposed or archived accordingly. Legal holds can also be applied to records. This prevents them from being disposed, even if their retention period is up.
Have you been putting off improvements to records management? As someone once said, “bad news doesn’t get better with time.” Poor records management practices don’t either. Contacts us. We can help!