The Records Management Standard ISO 15489 and Wikipedia as a handy reference for Records Managers

by Frank 16. December 2019 10:49

Whereas all records managers would be aware of the ISO Standard 15489, few have access to the full document because it is a proprietary and costly item.  Wherever possible, we encourage records managers to submit a request to management to secure a copy of this valuable standard.

However, if that is not possible there is a reasonably comprehensive description of the records management process on Wikipedia that all records managers can reference for free. We encourage you to access and study this reference material. It is especially relevant to those people just entering this profession.

Please see the following links:

https://en.wikipedia.org/wiki/Records_management

Contents

·        1Concepts of record

·        2Key records management terminology

·        3Records management theory

o   3.1Records life-cycle

o   3.2Records continuum theory

·        4Records management practices and concepts

o   4.1Defensible solutions

o   4.2Classification

§  4.2.1Enterprise records

§  4.2.2Industry records

§  4.2.3Legal hold records

o   4.3Records retention schedule

·        5Managing physical records

·        6Managing digital records

·        7Current issues

·        8Education and certification

·        9Electronic records management systems

o   9.1Commercial records centers

·        10See also

·        11References

·        12External links

As with all Wikipedia articles, you may not agree 100% with the content. However, as an overview and reference we find this article to be of value.

We sincerely hope that you find this information useful.

Do you have a Heavy-Duty, Complex, Special or Unusual Records, Document or Information Management requirement?

by Frank 13. December 2019 10:10

 

Is your Heavy-Duty Records, Document or Information Management requirement out-of-the-ordinary and does it have special or unusual requirements for business process management, integrations with legacy systems or unusually high users counts or unusually large database sizes that ‘standard’ EDRM or ECM systems aren’t equipped to handle?

If so, we have the answer with the RecFind 6 Product Suite; the big brother to RF6Cloud (RF6-RM and RF6-EDRMS).

Whereas RF6-RM and RF6-EDRMS are based on RecFind 6 they have been designed for small to medium enterprises to make it as easy and as low cost as possible to roll out and manage a records and document management solution in the Cloud. As such they suit most ‘standard’ requirements.

The RecFind 6 Product Suite, by comparison, was designed to handle any RM or EDRMS or Information Management requirement regardless of the ‘difficulties’ entailed.

  1. RecFind 6 has no limit on the size of the database other than the maximum size of SQL Server, 524 Petabytes.
  2. RecFind 6 has no limit on the number of users.
  3. RecFind 6 has been optimized for the rapid upload and download of large electronic documents.
  4. RecFind 6 comes with a standard set of integration tools that makes it as easy as possible to import data from any data source and to integrate to any other system including legacy systems, even mainframe systems.
  5. RecFind 6 is ultimately configurable to the client’s exact requirements including the data model, Metadata and any business process.
  6. The RecFind 6 relational database is designed and optimised for flat search times and can capture, index and manage data of any type including any kind of digital asset.
  7. RecFind 6 comes with an optional standard SharePoint integration module.
  8. RecFind 6 comes with an optional API/SDK.
  9. RecFind 6 comes with an optional eDocArchiving module that makes it as easy as possible to move non-current electronic documents to second level storage but still have access to them from the standard client.
  10. RecFind 6 comes with an optional High-Speed Document Scanning module that automates the digitisation of paper for organizations with large amounts of paper documents to capture.
  11. RecFind 6 comes with optional fully automated electronic document and email management tools that totally automate the analysis, capture, indexing and classification processes.

In short, RecFind 6 is the perfect and complete solution for any large scale, complex records, document or information management requirement. It can be configured to your exact requirements and it can handle any task, no matter how complex.

We have existing customers that successfully utilize the RecFind 6 Product Suite to manage a range of ‘difficult’ and ‘unusual’ applications such as:

  • Mortgage Application processing in a large bank
  • Securities and Vault management in a large bank
  • Contract and Intellectual Property management in a large media organization
  • A Vaccination Register for a state health department
  • The capture, conversion and integration of a large number of disparate (e.g., Access, Excel) databases located in multiple states and countries to provide a single, secure and standardised point of reference system

If you would like us to analyse your ECM requirement and prepare a report, with no obligation, please complete our online Needs Analysis Survey or if you requirement is outside of the ECM sphere please contact us direct and explain what it is you need to be accomplished.

We look forward to being of service.

15 Compelling reasons to store ALL your information in RecFind 6

by Frank 4. December 2019 12:02

1.    Security of Information

All information, including Metadata, electronic documents and images, is stored in the RecFind 6 Microsoft SQL Server Database, not in insecure flat file systems. In addition, all electronic documents and images are stored as binaries (Blobs) in SQL Server, not native format; they are doubly secure.

The only way anyone can access your data is via the secure RecFind 6 client where access is protected by our industrial strength security system. No one has access to your information unless you authorize it. Plus, the fully customizable Audit Trail means you can track every transaction.

Don’t store your information on insecure shared drives or in insecure applications like Excel or Access; RecFind 6 is the far more secure solution.

Concerned about security, concerned about GDPR? Then store all your information in RecFind 6.

2.    Size of your Data Store, Scalability

The only size restriction for RecFind 6 is the maximum size of a MS SQL Server Database and that is currently 524 PB (Petabyte), 524 thousand billion bytes of information and likely to increase in future versions of SQL Server.

If you are concerned about a system being able to manage all of your data and handle future growth, then store all your information in RecFind 6.

3.    Performance, time to Capture & time to Search

The architecture of RecFind 6 has been optimized for electronic document and image capture (upload), search and download. Upload and download times are also independent of the size of your database.

If you plan on having a large number of users and a large data store and are concerned about performance, then store all your information in RecFind 6.

4.    Full-text Indexing

All textual data stored in RecFind 6 is automatically full-text indexed to facilitate optimum search results. This includes emails, OCR’d images, all documents containing text, and all entered Metadata.

If you need extremely fast and accurate text searches of your data, then store all your information in RecFind 6.

5.    Versioning of electronic documents

All electronic documents stored in RecFind 6 are automatically versioned when captured.

If maintaining an accurate record of all electronic document versions is important to you, then store all your information in RecFind 6.

6.    Reliability, Availability

RecFind 6 is renowned for its robustness and high availability. Situations where a code failure has made RecFind 6 unavailable to users are rarer than hen’s teeth. RecFind 6 runs and does what it says  on the box, day in and day out for 12 months a year.

If reliability and availability is important to you, then store all your information in RecFind 6.

7.    Microsoft Compatibility

All new versions of RecFind 6 are tested against the latest releases of Microsoft products including Windows Desktop, Windows Server, SQL Server and Office. We protect your investment in our products by ensuring that they continue to work in your chosen Microsoft environment.

If ongoing compatibility with Microsoft is a concern, then store all your information in RecFind 6.

8.    Support

We don’t have complicated, multi-tier plans for support; we address each support request as soon as it is received. Support is also FREE to all customers under a current maintenance agreement. We are rightfully renowned for the quality of our support service. Plus, all support is handled by our employees; we DO NOT OUTSOURCE support.

If high quality support is important to you, then store all your information in RecFind 6.

9.    Flexible Licensing & Pricing

We offer multiple licensing & pricing plans including In-Perpetuity, Annual, Subscription, Hosted (SaaS), Not-For-Profit, Site & Organization licenses. Plus, we will work with you to structure a plan to suit your unique needs.

If flexible licensing & pricing plans are important to you, then store all your information in RecFind 6.

10.         Dealing with the owner of the Intellectual Property (IP)

We designed and built the very first RecFind in 1986 and have designed and built every version since then. Please refer to our history of product development. When you deal with us you are dealing with the owners and developers, not a reseller or licensee. No one knows our products better than we do.

If it is important to you to deal with the experts, then store all your information in RecFind 6.

11.         The need to store multiple types of electronic documents & digital assets

RecFind 6 stores and manages any kind of electronic document including emails, plans, CAD drawings plus any kind and size of digital asset. It has been optimized to handle very large digital objects.

If you need to capture and manage any kind and any size of electronic document, then store all your information in RecFind 6.

12.         Unlimited users, Scalability

RecFind 6 can be delivered with a single user license or an unlimited user license and any number of users in between. Its unique architecture is able to support any number of users. The only prerequisite is that you provide adequate server hardware to meet your requirements. There are no inbuilt restrictions in RecFind 6 for either users or the size of the data store.

If you need to support a large number of users, then store all your information in RecFind 6.

13.         Accessibility

The RecFind 6 Web Client provides secure access to your data from anywhere in the world there is an Internet connection and from a variety of browsers and devices including the iPad.

If remote and convenient access is a requirement, then store all your information in RecFind 6.

14.         Ease of Configuration, Flexibility

The RecFind 6 DRM tool, supplied free of charge, makes it easy for you to modify RecFind 6 (Data Model, Business Process, Metadata, Security System, etc.) without ever having to contact us or pay for changes and still have a standard product.

If you have a need to modify your information management solution to your exact and changing requirements, then store all of your information in RecFind 6.

15.         Ease of Integration to other systems

The RecFind 6 Product Suite includes multiple tools to make integration to any other system or data source as quick and as easy as possible. These tools include the DRM, Xchange, The SharePoint Integration Module, the MINI API and the SDK/API.

If you have a need to integrate to other systems and to import data from a variety of data sources, then store all of your information in RecFind 6.

 

Physical Records Management

by Frank 3. December 2019 11:47

Manage your physical records in the Cloud

There is no easier or lower cost way to manage all of your physical records in the Cloud than by utilizing the new RF6Cloud website and the RF6-RM application.

With RF6-RM you can easily and cost-effectively manage all of your physical records including File Folders, Documents and Archive Boxes. A full complement of RM functionality including searching, reporting, classification, retention and tracking. Record all of the people and organizations you deal with. Track records using fixed and portable barcode readers. Meet all compliance requirements. A complete solution for all forms of physical records management.

RF6-RM is an App specifically designed to handle all the requirements of any ‘physical’ records management challenge. Because it is powered by RecFind 6, one of the world’s most proven records and document management applications, it includes a vast array of records management functionality such as:

  1. File Folder & Box management, File Folder profile, Document profile, Archive Box profile.
  2. Barcode support for any record plus support of both fixed and portable readers.
  3. Full text indexing plus powerful searching by text, metadata, external ID and Boolean together with saved searches.
  4. Powerful Reporting Engine with standard reports plus the ability to run Schedule Reports.
  5. Complete Request, Move and Tracking capabilities.
  6. Powerful Retention function supporting both manual and automatic lifecycle management.
  7. Fully featured Business Classification (BCS) function.
  8. Audit Trail Report for all transactions.
  9. Powerful and flexible security system controlling Permissions and Access. Complete control to determine who see what and what each user can do.
  10. Powerful and flexible file folder titling capabilities, up to 5 title levels can be configured.
  11. Powerful and flexible object numbering (e.g., file folders) capabilities, manual and automatic.
  12. The ability to record all the people and organizations you deal with.
  13. The ability to upload and configure all your existing data (e.g., all your files, boxes, people, organizations, retention schedule, file titles, etc.)
  14. The ability to configure and manage your own Records Center.
  15. The ability to ‘trigger’ actions and automatically advise users via email with embedded hyperlinks.
  16. Online videos for demonstrations & training.
  17. Complete online Help system.
  18. Easy to use FREE email support for when you have questions.
Don't hesitate, contact us today for more information on RF6Cloud and RF6-RM

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