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Data sheetHP Records ManagerA single solution for enterprise-scalable document andrecords managementHP Records Manager is a scalable electronic documentand records management solution designed to meetthe global needs of government, regulated industry,and enterprises.Unlock the benefits of managing documentsthroughout their lifecycleMany organizations realize the benefits of records management because it deliversproven mechanisms for proactively capturing and organizing the documentaryevidence that makes up the regular course of business—activities, transactions,internal and external communications, protective markings, and retentionrequirements. Records management can also significantly improve businessefficiency and productivity, information security, and operational cost savings byproactively managing both business documents and records throughout theirlifecycle, from the point of creation.In today’s business environment, compliant electronic records management isa complex undertaking. HP Records Manager responds to this need to deliverintegrated, proven document management for your entire enterprise. We help youmanage both physical and electronic information from creation through disposition.

Data sheet HP Records ManagerIntegrated electronic document and records management allows you to easily present allevidentiary documentation within the context of business processes and policy—regardlessof its stage of life. This approach leads to the seamless flow of information from creationto disposal. Documents progress naturally from being “working documents” or “content inprocess” to finalized electronic business records, managed according to established retentionand disposal policies. There is no need to undertake separate record identification andmigration projects, which can unduly burden information workers and increase the likelihood oferrors and information security breaches.Figure 1. Three zones for managing information.10HighZone 1BusinessrecordsStructured and unstructuredHigh valueLong lifespanContent inprocessBusiness ValueStructured and unstructuredMedium value and lifespanwith applied policyDatavolumeZone 2Transitory contentJunk dataLowLow valueShort lifespanZone 390Any organization that seeks to manage all enterprise data simply, efficiently, and in accordancewith policy in today’s age of big data and mobile computing needs an Electronic Document andRecords Management System (EDRMS) that can deliver enhanced usability, extensive security,and superior performance across a range of devices and content types, globally. This is what HPRecords Manager does.Simplify how you manage electronic documents in linewith policyHP Records Manager offers a flexible design that allows you to respond to the requirementsof government and regulated industry by embedding records management policy into yourdaily business processes. By incorporating knowledge from 28 years of continued customerengagement and market leadership, we’ve created an EDRMS with enhanced usability,performance, and functionality.Integration with desktop applications enables users to manage their information via a singleinterface across multiple devices. Productivity tools such as workflow, highly configurablemetadata profiles, and tight integration with line-of-business applications allow for processimprovements and greater user adoption. All of this is based on our core strength andunparalleled capabilities in records management, which are applied automatically in thebackground to ensure that corporate information remains accessible and secure.2

Data sheet HP Records ManagerFigure 2. HP Records Manager web client user interface: Tablet viewEnhance your compliance state and reduce riskHP Records Manager offers integrated document and records management functionalitycreated for organizations that have moved past the days of managing paper-only records.Information today is diverse, requiring you to manage business records in a variety of forms,including emails, web content, MS Word documents, video, and text messages—all whileproviding secure and user-friendly access anywhere and anytime. A proven solution, HPRecords Manager capabilities include ideas and enhancements driven by a global customerbase of more than 1.5 million users.The desire to comply with international records management standards continues to be animportant driver for our customers and factors greatly in product development. HP RecordsManager has been designed to ISO 15489: Records Management, and supports emergingstandards such as ISO:16175, which provides internationally agreed upon principles andfunctional requirements for software used to create and manage digital information in officeenvironments. Certification with DoD 5015.2 V3 (perpetual) and VERS was achieved in late2013. When you choose HP Records Manager, you can support the management of records inbusiness context, linking information, people, process, and policy together.3

Data sheet HP Records ManagerDocument and records management capability overviewThis table provides a summary of the document and records management functionality and capabilities of HP Records Manager.Audit logs Extensive audit logs maintained Old values stored for comparison with new values Audit logs stored as a record Active audit events can be applied to all objects within the systemContacts Internal and external contacts Relationships between contacts, processes, and information Ability to search contacts and relationshipsDigital signatures Digital signature generated using Public/Private Key Infrastructure Integrated with Windows cryptography functionality Uses Windows Certificate Store to access keys for signing and verificationDocument capture and profiling Record types provide a template for either documents or folders Ability to define behaviors at record type level Ability to customize access by user type or permissionsDocument Dropzone Drag and drop filing of documents from file system and MS Outlook. Floating Dropzone always on top. User-adjustable transparency.Document editingRevision and version control: Document revisions are captured automatically Choose from overwriting previous revisions or keeping each revision to view revision history anddocument evolution Additional document versions can be created and are linked to the originalRendering: Runs as a background service Generates standard format renditions, stored alongside the original documentRedaction: Apply blackouts to selected text to obfuscate it and ensure privacy of sensitive information Image rendition of non-image format documents created automatically for redacting to ensure originaltext cannot be extractedDocument routing and trackingActions and procedures: A single action or sequential actions defining a process Description, time frame, and responsibility can be definedWorkflow: Sequential or parallel processes, decision branches, and looping and nested activities Description, duration, responsibility, escalation, and authorization can be defined. Graphical interface to illustrate process flowsDocument viewer Document viewer supports over 1,000 different content formats Hit highlighting based on search terms used4

Data sheet HP Records ManagerEmail capture Integration with Microsoft Outlook and Lotus Notes mail Email capture via menu options or drag-and-drop Mail folders mapped to folders within the EDRMS Zero footprint Lotus Notes server side integrationEmail conversation tracking and message ID Email message and conversation ID’s captured as metadata (MS Outlook) Duplicate checking and prevention Conversation retrievalEmailing documents Documents can be emailed from within Records Manager Either full document or document link can be emailedImage capture The Records Manager scan tool supports low-volume, single-page scanning from a TWAIN-compatibleflatbed scanner SDK supports customer integration to high-volume scanning systems Kofax Ascent Capture release scriptIntegration: HP ControlPoint Facilitates in-place management of content and policy application to content outside Records Manager Facilitates legacy data clean-up of enterprise content with the ability to migrate valuable documentsand records into Records Manager where it makes sense to do soIntegration: Line-of-business applications Fully documented and supported Software Development Kit (SDK) SDK exposes most document and records management functionality for use programmatically .NET API, COM API, and a web service provided in the SDK supports a variety of programming languagesIntegration: Microsoft Office Integration with Microsoft office desktop applications: Outlook Word Excel PowerPoint Project5

Data sheet HP Records ManagerTransparentmanagementLifetimemgmt. policyOn demandCustom workflowSearchOther list itemsSitesWhole listsWikisCalendar itemsAnnouncementsSharePointBlogs Records management and archive management for SharePoint SharePoint items can be managed explicitly by the individual or automatically according to pre-definedmanagement policiesDocumentsIntegration: Microsoft SharePoint(optional module)EditHP Records plianceSearching and navigating Extensive search capability across most fields and functions Ability to search or navigate across relationships Document content index searchingWeb interface Zero install Latest HTML5 technology Auto-adjusts layout to suit device for optimal user experienceWeb publishing Exports documents and metadata, hyperlinks to HTML pages, and applies pre-defined summary anddetail templates Generate HTML pages based on templatesXML export XML export function applied to selected documents Encoding option selectionDocument storage capability overviewThis table provides a summary of HP Records Manager’s document storage capabilities:Improving performance with cachesDocument cache options Ability to use caching or not Synchronous or asynchronous document transfers On-demand caching Pre-emptive cachingDistributed stores and caching Stores and caches can be set-up at multiple sites, as required Supports central location and remote sitesMetadata cache options Highly developed system of metadata caches in both client software and on workgroup server Intelligent pre-fetching of object data Workgroup server metadata memory cache for common lookup tablesOptimizing storage space6Storage media Any system that can be addressed using Windows Universal Naming Convention (UNC)Store pooling A number of document stores can be provisioned in the general document storage pool The general document storage pool only uses a predefined number of stores until they become full andthen moves onto the next stores that have been provisioned Full stores can be set to “read only” or “no additions”Store size Configure usage threshold and notifications Save storage space by configuring compressed storage Integrate with deduplication systems presented as Windows UNC sharesTiered storage Ability to move entire store to a different share or media Document stores can be allocated to difference tiers Inactive documents can be moved from one tier to another to improve performanceSingle instancing Whenever a new document is stored, it is checked against existing documents to determine if it is anexact duplicate Exact duplicates will not be stored a second time, but linked to the existing item