Records Management, Enterprise Search and KM

Typical file plans handle documents stored for financial services, manufacturing and engineering, distribution and logistics, and so on—and have carry-over influences into HRM, R&D, purchasing, customer service and other areas across the organization. The key consideration underlying the suitability of any manageable data retention and file plans is what type of mechanism will drive them. In other words, will these plans be executed by an automated RMA system or by hand? Will enforcement take place through automated processes or by policies monitored by responsible staff?

Enabling Final Dispositions of Records

By focusing on two components—a file plan and a final disposition strategy—and using those two factors to evaluate the needs of particular business units, an organization can then build up a laundry list of the types of RM tools and capabilities it needs on an organizational scale. Chances are that the needs per group are so similar—at least on a thematic level, rather than a specific one—that consistent groups of functionality will become apparent. A specific solution can then be implemented to meet each of the specific criteria (as opposed to having a huge, all-in-one solution that may not be a good fit for specific functions).

Because file plans and final dispositions can be performed manually, automatically or by some combination of both, organizations are left with three realistic approaches to choose from:

• Storing data outside an automated RMA system with manual execution of file plan. This very basic solution involves the simple process of setting a procedure, designating an appropriate location for storage and physically organizing and managing this information. This structure is inexpensive and is easy to implement and operate, but it only works properly in very small, linear organizations.
• Storing data outside an automated RMA system with automated execution of file plan. This more advanced solution works well for complex file plans. Workflow and automated activities are assured and auditing capabilities are enhanced. It requires a record to be manually created, making sure that it refers to a directory that has identifiable characteristics and timed actions (such as what documents to shred and when). However, the actual actions will be performed by a designated person, who will then need to notify the system (if no auto confirmation is in place) as soon as the action has taken place.
• Storing data inside an automated RMA system with automatic execution of file plan. This solution is the most sophisticated and detailed of all solutions and can be effective in any organization willing to commit the resources necessary to fully and accurately implement it. In essence, this solution requires the organization to model its data retention strategy and file plan to the most appropriate high-level standards (such as DoD 5015.2, MoReq2, and so on). The probability of human error is minimized, and the ability to support transparent and auditable RM policies is enhanced.

Although smaller organizations typically shy away from this third solution due to the perception of high associated costs, the existence of efficient EDRMS (RMA) systems (such as those provided by ZyLAB) provide scalable solutions in which costs are directly proportional to the size of the application. In fact, EDRMS may well be the most cost-effective approach for organizations wanting a comprehensive, fully automated solution.

Robust solutions exist for all three cases. In each, users should have the ability to full-text index and enrich and structure data collections, as well as benefit from advanced solutions for e-discovery and knowledge management. Long-term XML-based storage also supports solutions that are enduring and sustainable and allows organizations to access core data for as long as it is needed, whether it’s a year or 100 years.

ZyLAB approach: RM, Search and KM

ZyLAB has worked hard to create a broad array of the most sophisticated, yet context-specific, RM, search and KM solutions. Our experience in the corporate, intelligence and research markets has enabled us to adapt specific capabilities for the most common activities found in these segments. For example, ZyLAB offers advanced, fine-tuned ZyIMAGE applications for:

• E-discovery and e-disclosure;
• SOX-compliant contract management;
• Case management and litigation support;
• Datarooms;
• Back-office management for organizations facing legal risk, such as construction, medical or human resource management environments;
• Federal and local government records management; and
• Historical files.

The ZyIMAGE Information Access Platform (IAP) is optimized for these applications due to a unique combination of search technology, security and business-focused content management functionality. ZyLAB can quickly deploy even the most complex installations of specialist solutions and provide all the necessary training, documentation, support, and maintenance. Effectively focusing on niches has enabled ZyLAB to offer its 7,500 installations worldwide cost-effective, long-term solutions that are fully embedded in their daily business processes.

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The combination of cutting-edge search and text mining technology for paper, email and electronic files, in combination with content management technology such as eDiscovery and eDisclosure management, redaction, workflow, federation and compliant records management has continually positioned ZyLAB as a leader for these types of applications. Effectively focusing on niches has enabled ZyLAB to offer its 7,500 installations worldwide a cost-effective, long-term solution for their search requirements that is fully embedded in their daily business processes and easy to deploy and to maintain.
Additional information can be found at www.zylab.com.