Manage Records Retention Effectively Across Paper, Electronic Documents, and E-mail
In today’s business environment organizations are seeking an effective way to manage records retention across an increasing variety of electronic and physical records content and media. With the volume of electronic content such as electronic documents and e-mail growing exponentially faster than physical (paper) content in most businesses, organizations can no longer rely on individuals to manually classify what in many cases is millions or tens of millions of pieces of content individually. It must be accomplished in an automated manner, based on business purpose, legal requirements and by the user. Moreover, records can not be effectively managed in “silos” with e-mail classified in one system under one control regime, physical records in another and electronic documents in yet a third. Consistent application of records policy requires a single control regime, implemented centrally but applied in a distributed fashion by end-users without imposing any additional work or steps.
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Interwoven Records Manager features extensive desktop search capabilities to enable you to identify records in any location across all media (paper, e-mail, documents, etc..)
Interwoven Records Manager provides an effective solution to meeting these challenges. Interwoven Records Manager is fully integrated with WorkSite, Interwoven’s market leading collaborative document management system, providing management of paper, electronic documents and e-mail in a single solution. By enabling the management of all forms of records – even in other systems – from a single policy management and application engine, Interwoven Records Manager enables organizations to control records consistently and effectively across offices, media types and systems, reducing the cost of managing records and the risk from inconsistent application of records policies.
Interwoven pioneered Matter Centric Collaboration, a complete approach to managing e-mail and documents seamlessly in an electronic matter or project file. Interwoven Records Manager extends this matter or project centric focus to records management by allowing retention policies to be automatically applied at any level of a matter or project hierarchy - the entire matter, a single folder, subfolder or specific document. Templates can create entire project folders automatically based on the business process or best practices. Furthermore, records policies can be assigned to each folder based on company policy and its business purpose. For example, correspondence, work in process and finished product can all have different policies applied automatically. By having retention policies (and other metadata) associated automatically, Interwoven Records Manager enables users to file documents and e-mails by business purpose as they normally would, and use that context to associate a records policy – eliminating manual classification and ensuring consistent application of corporate policy. New folders subfolders, and documents which are created automatically inherit the policy of the level above, so retention period that may be specific to a client or matter are automatically associated with all folders created for that client or matter. Critical records designations may also occur at any level enabling a complete matter file or single folder to be declared with a single click.
Consistent application of retention policy across physical, electronic and email records: Associate policies automatically based on where items are filed. Declare records at any level of the project/matter hierarchy – single document, folder, matter or client.
Manage retention polices centrally: Provides a central interface to create and manage retention polices. Allows records managers to specify trigger events, retention periods and disposition rules. Retention rules can also be imported automatically from Skupsky’s Retention Manager™.
Multi-Tier, Service-Oriented Architecture (SOA): Built on a highly-scalable service-oriented architecture to meet the functional needs of small and large firms, as well as globally distributed organizations.
Comprehensive physical records management model: Interwoven Records Manager lets you manage physical files at the warehouse, shelf, box, folder, subfolder or document level, so records availability, location, and contents are known instantly.
Ability to track physical records at both on- and off-site locations: Interwoven Records Manager enables users to track locations of physical records when they are moved off site by off site storage vendors. Administrators can create requests for boxes stored off site and manage the logistics of moving paper from onsite to off site locations.
Interwoven Records Manager integrates with WorkSite, the leading collaborative document management platform for the legal, accounting and professional services markets, to provide complete management of the matter / engagement lifecycle. Over 1,500 professional services organizations and 600,000 professionals world-wide rely on Interwoven WorkSite’s proven technology for mission critical collaboration and document management. Interwoven Records Manager continues Interwoven’s commitment to being the leader in helping companies address today’s most pressing content management issues.
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