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Product BrochureProduct BrochureRecordsManagementSystem

Define and Enforce Records Classification, Retention andDisposition PoliciesRecord Management System manages Physical and Electronic documents and records from theircreation, use, storage, and maintenance to eventual destruction or permanent preservation whileretaining integrity, authenticity and accessibility of corporate records. The application manages thecomplete life cycle of both Physical and Electronic records as per Records Management policies laiddown by the organization and those required by law.Business BenefitsComprehensive end-to-endRecord Lifecycle ManagementEnsure Compliance and Reduce RiskAll types of content (Physical,Electronic, Email, Social Record) Enables cost effective long-termstorage of content Improves the record managementpolicy for long term archivalMeets regulatory requirements anddemonstrates compliance Manages mission-critical records Prevents accidental deletion ofdocuments Minimizes corporate risk andenhances accountabilityTrack Physical DocumentMovementEasy Manageability using a UserFriendly DesktopProvides complete tracking ofphysical movement of documentsamong different facilities Provides ability to find the location ofrecords in the warehouse Highly efficient reports and audittrailsSimple user interface for end users toadd and index documents, search arecord and ask for a physical copy Provides easy and point interface forRecord Officers to manage ‘Assign toFile Plan’ operation and end userrequests

CaptureProcess & ManageDeliver- Web Interface- Enterprise Systems- SAP- Core ApplicationsExecutionMS-Of ceFax EmailMonitoringProcess- Mobile- Email/ FaxScannerXML/ PDFWork cumentManagementFile Plan/Retention PoliciesDisposition / HoldRecordManagementVaultManagementRecord Life CycleOverviewWe recognize the need for high-level of securityfor management of Organizational Records. Abusiness needs various security and accesscontrol functionalities to facilitate compliance tocorporate information security guidelines. TheRecords Manager facilitates document acquisitionfrom multiple sources, arranging these in apredefined hierarchical file plan, indexing,archival and search and maintaining integrity ofthe records by not allowing modifications todocuments marked as records. It helps definefiling and retention rules for keeping recordsactive for a predefined period of time includingrules for naming, storage and hierarchymanagement (cut-off) etc.Administrators can define the lifecycle of allPhysical and Electronic Documents. The systemfacilitates definition of rules for tracking andmovement of the records across users, and settingrules for record archival and final destruction.Records Management can bedefined as:“The planning, controlling, directing,organizing, training, promoting, andother managerial activities involvedwith respect to records creation,records maintenance and use, andrecords disposition in order to achieveadequate and proper documentationof the policies and transactions of theFederal Government and effective andeconomical management of agencyoperations."- 'US Deptt. of Defense'

Records Acquisition, Movement,Retention and DispositionRecords Manager enables an organization tomanage all forms of organizational records likePhysical and Electronic Documents according tolaid down organizational Records Managementpolicies.Feature Highlights: Maintain integrity of the records by notallowing modifications to documents markedas records Define filing and retention rules for keepingrecords active for a predefined period of time Allocate rights for access control to differentusers and groupsRecords Classification SchemeRecords when classified in an organized mannercan be quickly searched and used successfully tohelp in the decision making process of workersand management.Feature Highlights: Classification and indexing in terms of Classes,File, File Parts and Records Location of electronic as well as physicalrecords for easy and efficient retrieval till recordlevel Functional security for users through extensiverights management and audit logs Bulk Operation to create Classes, Files, and FileParts using an Excel sheet Facilitate tracking and movement of the recordsacross users Rules for record archival and final destructionSupport for Multiple Record TypesOmniDocs Records Manager supportsmanagement of all record types such as: Physical - Physical records and boxes throughbar coding and/or numbering put on theserecords and boxes. Electronic - All types of electronic records likedoc, ppt, xls, pdf, pdf-a, tiff, jpeg etc. Emails & Social RecordsAutomate Record ManagementPoliciesOmniDocs Records Manager is a versatile systemtaking care of both Physical & Electronic recordsfor acquisition, movement and storage. Thesystem enables definition of multi stage storageprocessing for both physical and electronicrecords. For physical records, storage rules definethe movement of records from one physicallocation to another, while for electronic recordsstorage rules define the movement of electronicrecords from one server to the other.The Records Manager provides PolicyManagement using various rule definitions:

Cut-Off Rollover Rule DefinitionEmail Archival Retention Rule DefinitionToday, email is the most prominent mode ofbusiness communication. And, managing theseemail records has become a critical need fororganizations. OmniDocs Records Manager allowsto easily manage email records in accordancewith statutory regulations and organizationalguidelines. It allows to securely archive, manageand retrieve email contents by efficientlyarchiving emails to a centralized repository forlong-term archival. Storage Rule Definition File Numbering PolicyManage Loan and Return of PhysicalRecordsIt becomes very tedious to track and manage therecords that have been requested out of thefacility of the organization. Hence, the systemenables users to request for records through theadministrator or to loan the records directly fromthe current borrower through a predefinedsequence of steps. In case there is a delay, systemwill send an automatic email reminder to theborrower when borrower period is overdue.Feature Highlights Secure archival of emails in a centralizedrepository Ensure easy access and faster retrieval of emailrecords Monitor internal and external email contentBarcode based ConsignmentPreparation and TrackingOmniDocs Records Manager supports bar codingof physical records. This provides a fast andaccurate method of checking physical files in andout of the Records Room. Bar codes can beattached with the physical files that are stored indifferent boxes in the Records Room. Using thesebarcodes, files can be tracked when they movefrom one location to the other.Feature Highlights: Tacking of physical movement of documentsamong users of the branch Transfer Note generation and tracking for Integrate with MS Outlook for selective andrule based archival Allow for email backup and disaster recovery Ensure adherence with Email Retention Policies Manage Litigation and Legal DiscoveryLegal HoldMultiple Legal Hold function is supported, wheremultiple users can simultaneously suspend asingle filepart/ record. When a user releases arecord/filepart, it is released from his/her controlonly and does not go for destruction processinguntil all holds are released, hence preservingrelevant information.sending documents to central location Accept/Reject documents attached with theTransfer NotesVital Records ManagementVital Records are those records which in the eventof a disaster are essential for the recovery of vitaloperations and resuming business. RecordsManager provides various functions formanagement of vital records. It facilitatesidentification of vital records critical to continuityof operations and manages the periodic review ofthe vital records.Easy Search and RetrievalFunction specific search can be configured andassigned to users. For example, a search can beconfigured for retrieving Employee Records andcan be assigned to HR users. Similarly, search forInvoices can be configured and assigned toAccounts. This simplifies record retrieval for dayto-day operations.Feature Highlights: Search based on Record's General Propertiessuch as record name, author, date etc. Search based on Meta Data associated with therecords, documents and folders

Full Text search on the entire contentEnterprise Wide Security Perform frequently used operations such asThe system offers various security and accesscontrol features for managing Organizational andGovernmental records, as per policy.Assign to FilePlan, Search Record, ViewRecord, View Properties and Request Record ina user friendly manner Advanced search based on Barcodes, Borrower,Transfer Number etc. Box search to allow a user to search for theboxes based on box properties as wellComprehensive ReportsOmniDocs Records Manager provides generalpurpose administrative reports for easy andefficient management and administration of theentire system. Three types of reports aregenerated by the Records Manager: Administrative Reports Borrower Overdue ReportFeature Highlights: SSO support for LDAP based authentication Access rights on File Plan, Records,Request/Return requests, overdue items andadministrative functions like Generate report,Create location, Define rules etc. Support for Digital Signatures & PKI Encryption Maker checker support in Class creationStandards and ComplianceThe system is certified by DoD 5015.2 Standard,and by National Records and Archives Authority(NRAA) of the Sultanate of Oman. Also, it iscompliant with VERS & ISO 15489 – 1. Dispose Report Document Report FilePlan Report Request Return Report User Activity Report Group Privilege Report Transfer Activities Report Exported and Imported Records Due for Transfer / Transferred to FRCs Accession Reports Transferred to NARASeamless Integration with OmniDocsEnterprise Content ManagementOmniDocs Records Manager seamlesslyintegrates with OmniDocs ECM and manages alltypes of content formats - emails, electronic andscanned documents etc. The integration allowsthe Record Manager to be deployed acrosslocations, facilitating seamless conversion ofdocuments into records and their subsequentmanagement as per the policy. OmniDocs ServerArchitecture provides framework to extend/customize behaviour of standard XML based APIs.

Social Records ManagementSocial Media is an increasingly important toolfor enterprises to engage with customers. Dueto the dynamic nature of social media contentorganizations require holistic lifecyclemanagement of content at an enterprise level.Recent Regulatory mandates from NationalArchive and Records Administration (NARA)direct all US government agencies to managesocial media records in accordance with thestandard record management policies. Newgenhas extended its DoD certified recordsmanagement system to provide comprehensivemanagement of social content, right fromcapture, processing to archival.Feature Highlights: Monitor social media pages (Facebook,Twitter, and LinkedIn etc.) of a company andenable viewing and replying to socialmessagesSegregate posts into different categories likecomplaint, request, profanity etcArchival of social messages as records in agiven classification schemeRetention and disposition policies for socialrecordsView and search social media conversationthreadsSpecialized handling of social media contentfor size