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Records Manager 3: PRA & Beyond
RM3 is essential for PRA compliant content management. And it does so much more than just retention
and disposal.
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Managing Retention and Disposal is at the heart of PRA compliance. It is also an important part of any Information Management Strategy. SharePoint 2010 and SharePoint 2013 do not have the tools or usability to deal with real world retention and disposal.
Clients that attended our RM3 training course in May 2013 said:
- “RM3 is a very exciting product and I’m looking forward to having it
installed so I can start using it.”
- “Love the new look RM3. Should make things easier to manage.”
What you can achieve with iWorkplace™ Records Manager 3:
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Tidy-up content |
From file shares, old EDRMS systems and “feral” SharePoint. Use a record’s filename, location and the Metadata available to set up views in seconds and Update metadata, copy content or move content to where it needs to be. Example: {If filename contains “AGENDA” or “MINUTES” set [Document Type]=MEETING RELATED} |
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Set up views |
In seconds to see how content is organised & [find] any metadata discrepancies. Easily make bulk changes (update metadata, move content). Example: {If Activity = “HR” then set Activity = “Learning & Development”} |
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Find content by file size |
And numbers of versions. Set up one off and automated rules to remove unneeded content, or versions, or move content to a file share, leaving an e-link in SharePoint. Example: {Show files greater than 10MB not modified for at least one year in Activity = “Finance”} |
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Document Libraries |
Views you can configure in seconds to show who is setting them up, are they set up right, are there libraries no longer in active use? Example: {Show libraries without compliance metadata created in May 2013, grouped by activity and person.} |
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User Adoption Monitoring |
Set up views in seconds to show what documents, photos, emails etc teams and individual users are adding to SharePoint. Example: {Show records created in May 2013 where Activity= “Finance”, grouped by person.} |
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See Grouped, Filtered, Sorted Content |
From across your entire server. Report on open items, copy or move items, update metadata as needed. Example: {Show records or libraries created since 2011 where the title contains “virus” grouped by project and person} |
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Flexible and Powerful R&D tools |
To cater for a wide range of rules based on location and/or metadata. Easily create global multi-stage rules that can be attached to document libraries. Full reporting and appraisal tools, transaction logs, and deleted item metadata list, as per Metadata Standard. |
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Other functionality
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Managing R&D centrally in three simple steps |
Recordkeepers centrally manage R&D in three simple steps:
- setting up rules based on approved R&D schedules; and
- grouping the rules into classes; and
- applying classes to document libraries.
Each rule identifies what records to act on, and what actions to take. Actions include updating metadata, email notification and controlled deletion of records.
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Control when rules and classes run |
The rules and classes run periodically (the recordkeeper determines when). There’s a "run now" option for testing rules on a dummy library or subset of real libraries. RM3 records every action that it takes. The transaction log can be reviewed by recordkeepers.
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Ways of working
with records |
Automated – rules update the recordkeeping metadata that determines what the next action is and its trigger date.
Manual – browse records across the server and take manual appraisal actions, as required.
Batch – easily compile records into a “batch” and create a list of the relevant records. This list, and the proposed action, can be signed-off. The action can then be taken on the batch. This is great for managing transfers of records.
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Deleted records repository |
When records are eventually deleted from the system, their metadata is retained. This is a mandatory requirement of the PRA Metadata Standard.
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| The iWorkplace™ Difference |
Design input from our highly experienced recordkeepers, who designed and regularly run Archives NZ public facing training
In-place records management, that keeps the cost and complexity down by eliminating double handling
Audit Ready. Our iWorkplace approach has been through the Archives NZ audit process, with pleasing results
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| See Microsoft webinar |
Kurt Allebach, of Microsoft USA recently interviewed Grant Margison on retention and disposal for the enterprise and how SharePoint needs to be extended to achieve this
The webinar went out to hundreds of people in the Microsoft world wide Document & Record Mgmt SME community. |
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“A big thank you for your great support last week and for having the answers to all the auditors questions around the plan for electronic records using SharePoint!
You probably noted how interested (and impressed) they were with this area, especially with the design process as documented in the Design Wiki and around the Records Manager.
The oral report back we received at the end of the audit was very positive.
We are feeling very pleased about this result, as it really validates the direction we’re heading in, and the resources that have been committed”
Trish Brimblecombe,
Whitireia Polytechnic |
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