Business Imperative
•Client’s wide range of businesses, generated over 5TB of structured and unstructured contents each year
•Content includes organizational communication, product manuals, inter-company agreements, contracts, organizational policies, HR documents, Client’s finance documents etc.
•Unorganized data silos, maintained in legacy systems by Business Groups across geographies, caused irregularities and retrieval issues
Project Scope
•Develop an EDMS to provide solution to author, associate metadata, retrieve, publish & archive documents that comply with Client’s Information security guidelines
•Develop an RMS to provide records personnel the capability to create/revise retention schedules and assign them to electronic documents residing in EDMS.
•Existing Active Directory integration to authenticate RMS Users while accessing this system.
•Sufficiently define Users, Roles and access rights to ensure records administrators do not gain ‘read’ access to sensitive content while performing records activities.
Solution Approach
•Records Management & Archival
•Folder based records management: Create a ‘Records’ folder for each on-boarding business unit and apply a retention policy on this folder based on the business content type and its country of origin.
•Document based records management: train users to get acquaintance of records requirement of their content, its related retention schedule/policy and policy application
•ERIM team provided governance of records management
•Disposing Records
•Identify records past their retention age and delete them permanently, while storing info of deleted content
•Provide a feature to apply hold on any number of required records to skip their deletion
Business Benefit
•Client is able to manage the contents & records as per their stated information management policy.
•Records users are able to create, retain, search and generate report per their businesses requirements.
•Business users from legal team are able to search, retrieve and place on-hold records that are pertinent to their legal compliance.
•IT and business team can continue to enhance the features and stability of system to address new challenges and opportunities.