Access and Feeds

Records Management: Federating All Business Records into a Single Consistent View

By Dick Weisinger

Records Management is complicated because few companies store their records in a single location. And they often use multiple content repositories, multiple business applications, and a variety of cloud and social media applications. Because records might be stored in any of those locations, that has made the ability to apply records management controls across the many different types of records a challenging problem.

This is the problem that federated records management tries to solve. Federated RM uses a centralized app to catalog, track, and search record content stored in multiple locations. The content itself isn’t moved, but is stored ‘in place’.

When content is declared a record, using federated RM, it need not be moved to the central repository. And once a record is included in the federated catalog, it can be searched for RM and eDiscovery purposes, but it is also remains available and searchable by users in its native repository or application.

With federated RM, Fileplan and lifecycle instructions are applied centrally and the policies for all company records can be viewed and managed from a single consistent dashboard. Vendors like Alfresco and Gimmal now provide the tools for federated records management.

Tony Grout, Chief Product Officer at Alfresco, said that “in these unprecedented times, having the ability to manage information in their current locations (‘Manage in Place’) and control the content and records that are distributed across different systems is a critical capability. Regardless of where the content lives, employees can search and govern documents (as well as apply consistent retention policies across their content) irrespective of whether it is stored in Alfresco or non-Alfresco applications.”

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