iWorkplace Enterprise R&D Manager

Enterprise R&D Manager

Extend SharePoint to do PRA grade retention & disposal properly and in a way tuned to how
recordkeepers want & need to work.

Retention and Disposal management is at the heart of PRA compliance and important to any Information Management Strategy. SharePoint 2010 does not have the toolset and usability to deal with real world R&D schedules.

What you get with iWorkplace:


	Managing R&D policies, rules and actions	Allows a recordkeeper to set up policies, based upon approved schedules. One or more policies can be attached to a document library in any site collection, which allows for centralised management. A policy consists of one or more rules, which in turn include actions. Each rule determines which records to act upon. The rule’s actions execute this, and include updating metadata, email notification and controlled deletion of records. Other actions are being added over time.

	Rules and actions engine	The engine runs periodically as set up by the recordkeeper. This includes the ability to "run now" for a particular policy in order to test it on a dummy or subset of real libraries. The engine creates transaction records for every action it takes. These are available for review by recordkeepers.

	Ways of working with records	Automated – where the policy rules update recordkeeping metadata that determines at each point in time what the next action is and its trigger date Manual – where a recordkeeper can browse records across the server and take manual appraisal actions as required Batch – where a recordkeeper can easily combine records into a “batch”. A list of the records in the batch can be generated for sign-off. The approved action can then be taken on the batch. This is great for managing transfers of records.

	Reporting tools	Browsing records: The grid view within R&D manager allows records across the server to be filtered, grouped and sorted as the recordkeeper desires. Recordkeeping metadata can be easily viewed and the record can be displayed. Monitoring activity: User adoption can be closely monitored and published as reports by a range of factors. Recordkeeping actions can also be viewed and reported on as required.

	Deleted records repository	When records are eventually deleted from the system, their metadata is kept. The ability to retain metadata is a mandatory requirement of the Metadata Standard.

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

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.

“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 R&D 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