Records Management

Records Management underpins many key business activities by ensuring that business information is efficiently controlled and ensures that an organization knows what information it has, is confident of its accuracy, and that it is discoverable and quickly accessible. Records Management ensures that controlled information is only accessible to those with the right of access and that it is duly retained according to corporate and legislative rules after which it is appropriately disposed of.

Many organizations are swamped with unstructured electronic information which is neither properly filed nor securely managed though to appropriate disposal. This huge information asset, 80% of which is held in unstructured form, is often locked inside end-users' desktops and departmental file systems, embedded in collaboration and email systems, and integrated into business processes, creating a significant challenge for information governance and the mitigation of risk.

Unlike traditional records management solutions, Autonomy Records Management automates information governance and the retention and disposition of records by understanding the meaning of all information across an enterprise regardless of data type, language or repository through the power of Autonomy IDOL.

The advantages of Autonomy Records Management’s unique IDOL infrastructure cannot be over-estimated and the benefits of the solution are easily seen when it comes to applying automatic record discovery and identification through IDOL’s categorization capability. By training the records categories or Fileplan, IDOL can automatically identify content across all repositories in an organization that should be managed as records. Ultimately this solves the often near impossible task of identifying records in legacy repositories, but also can be used to assist the correct categorization of new content, eliminating the need to train the user in the management of records.

Autonomy Records Management solutions allows records to be managed ‘in place’ (MIP) i.e. whilst remaining in their source repository or automatically migrated to a central Autonomy Records Management repository using Enterprise Data Capture (EDC).