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Case Studies
Records Management Proof of Concept Demonstrates Value of Technology Upgrade
Project at a Glance |
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RDA developed proofs of concept (POCs) for the replacement of our client's current records management system with leading industry technologies. The POCs demonstrated that SharePoint 2007 could meet or exceed current system requirements and significantly reduce costs. |
About Our Client
RDA's client is a fully integrated building products manufacturer and one of the leading gypsum wallboard producers in the world.
Background
Our client implemented a records retention program in the late 1980s that utilized a subject matter-based retention schedule to assign retention times to each record. Many of the headquarter's paper records from this original endeavor are now stored in approximately 9,000 boxes. The metadata related to the boxed records is stored in the current electronic records repository.
Beginning in 2000, the company embarked on a project to apply its Retention Schedule to all of its electronic records and promoted the management of electronic records to each and every user that creates documents and/or has an email account. Four years ago, they implemented the Documentum/EMC product "Records Manager" that allows users to manually file documents into an electronic repository. Using the subject matter-based retention schedule, the company now utilizes a front-end client (EDCAR) that was developed in-house. EDCAR provides record management functionality to the user when working online or offline. The records repository presently stores 500,000+ electronic documents.
Our client desired to find a replacement for the Records Manager Application. In order to find the "best fit" Records Management System, they requested that proofs of concept (POCs) be developed for several industry leading technologies, including Microsoft Office SharePoint Server (MOSS) 2007 and Office 2007 platforms.
Solution Detail
RDA developed POCs to demonstrate Microsoft SharePoint 2007's and Microsoft Office 2007's abilities to meet our client's need for a records management system. This effort simulated the company's working environment to the fullest extent practical while demonstrating the toolsets' ability to meet their needs as well as highlighting some of the new and enhanced features of the Microsoft products.
The POCs demonstrated that Microsoft Office SharePoint Server 2007, coupled with a few ISV products, meets or exceeds every requirement at a significantly reduced cost over their current technology and every other reviewed alternative.
Benefits
The new system includes the following benefits:- Enforced document classification at creation based on our client's Retention Schedule and File Plan
- Enforced, automated migration of documents from an in use status to an archived record status where the archived document is considered to be a "record" and must be treated by the system as such
- Offline and online record management capabilities
- Complete document discovery capabilities for legal responses
- Complete enforcement of document life cycle, including document disposition and audits
- Management of both paper and electronic records from document inception to document disposition
- Customizable retention periods from 90 days to permanent
- Document recoverability for normal use and for disaster recovery purposes
- United States Department of Defense destruction certification (when it is deleted cannot be retrieved)
- Document level security
- Reasonable performance within a limited bandwidth environment
- Integration with Office and Outlook to allow filing from within those applications
- Required management of records that are not Microsoft Office file types
- Complete and user-friendly search and retrieval capabilities
