Records Manager: OmniDocs

Records capture all the transactions, official communication and processing that happens in an organization. Records act as a reference point for all the operations and activities in the organization. In addition, records are also necessary for external obligations mandated by law such as fulfilling compliance requirements and legal discovery requirements. Most, if not all, organizational activities result in creation of new records or updating of existing records.

Crunched under the massive volume of records, organizations are always on the lookout for record management solutions, which efficiently manage the records, both electronic and paper-based, in an organization and provides quick and easy access to these records. Records in an organization might exist in various formats such as Office documents (Excel, Word files), images, certificates designed in various graphic applications, e-mails, database, and so on. A records management solution must not only cater to records existing in various formats, but also manage the records that are often spread across departments, processes and functions.

OmniDocs Records Manager is a powerful tool for acquiring/creating, classifying, storing, maintaining, retrieving and finally disposing/archiving records of an organization. OmniDocs Records Manager is a critical component of Newgen’s Document Management System, OmniDocs. Using Records Manager, organizations can manage the complete lifecycle of physical and electronic records from acquisition/creation to destruction/archival while retaining integrity, authenticity and accessibility of the corporate records. Organizations can configure Records Manager as per their preferences, policy guidelines and those required by the specific regional laws and applicable compliance mandates.

As required from a true Records Management system, OmniDocs Records Manager offers the following features:

• Request and transfer of records amongst users
• Ability to manage both physical and electronic records that exist in multiple formats
• Easy tracking of physical and electronic record movement between users/groups
• Functional security for users sharing/transferring records
• Search for records and file plan policies for record retention and disposition
• Quick and easy access to records for legal discovery
• Ability to cater to regulatory compliance requirements across multiple verticals
• Seamless integration with other enterprise applications 

With OmniDocs Records Manager, organizations can achieve all these capabilities:

• Records acquisition, classification, movement, storage, retrieval and disposition
• Acquiring documents from multiple sources
• Maintaining Integrity
• Defining filing and retention rules
• Allocating rights for access
• Facilitating Tracking and Movement of the records across users
• Record lifecycle rules for record archival and final destruction
• Providing extensive reports
• Rule-based storage of physical and electronic records

The Records Manager provides support for different record types, such as:

• Physical Records
• Electronic Records (multiple formats such as Office documents, image files, database files, graphic files, etc.)
• E-mails
• Comprehensive reports

Other features include:

• Enterprise-wide Security
• Access rights on File Plan, Records, Request/Return like Transfer Requests & Overdue Items and Administrative Functions like Generate report, Create location, Define rules etc.
• Support for Digital Signatures and PKI Encryption
• Ability to cater to regulatory compliance requirements across multiple verticals
• DoD5015.2 compliant
• VERS compliant
• Support for barcode, consignment preparation and tracking
• Secured, rights-based sharing of records across departments for close collaboration
• Seamless integration with other enterprise systems

Records Manager offers extensive search on different parameters for easy record retrieval, based on: 

• General properties of records such as record name, author, date, etc.
• Metadata associated with the records, documents and folders
• Full-text search on the entire content of the record