OmniDocs Records Manager is 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 Record Manager, organizations can manages 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 Record Manager to implement the system as per their preferences, policy guidelines and those required by the specific regional laws and applicable compliance mandates.
Record Classification
- Records classification into File File Parts and File-plan
- Functional security for users through extensive rights management and Audit Logs
Standards & Certifications
- VERS Certified
- Complies to DoD 5015.2 Standards
Retention & Disposition
- Policies for acquisition classification, retention movement and disposition
Physical Document Tracking
- Tracking of Physical Movement of Document among users of the branch
- Transfer Note generation and tracking for sending documents to central location
- Accept/Reject documents attached with the Transfer
Notes
- Report/ Searches
Some of the capabilities required from a true records management system are as follows:
As required from true Records Management system, OmniDocs Records Manager has the following capabilities:
- 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
- Support for different record types, including:
- Physical Records
- Electronic Records (multiple formats such as Office documents, image files, database files, graphic files, etc.)
- E-mails
- Comprehensive reports
- Actions taken on the selected file-plan. A file plan specifies what items are to be treated as records, their storage destination, retention period, etc.
- Documents in the selected file-plan
- Activities of the individual users involved in records management
- Request/Return activities
- Overdue items
- Items borrowed
- Extensive search for easy record retrieval, based on parameters such as
- 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
- 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
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