Federated Records Management Solutions

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Hi
I am looking for solutions that make it possible to apply retention to different company repositories.  I would also appreciate the experience if someone has implemented some tool of this kind.
Thanks,

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Elisa Garcia-Morales
Information and Records Management Consultant
Inforarea, Madrid- Spain
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Elisa,

I strongly recommend RecordPoint.  Having done my own comparison deep dive between the leaders that exist in the Office 365/SharePoint space (even more important now with Teams having a skyrocketing adoption) before becoming a partner, it is the best solution in that mid-range price tier.

If you have money to burn, you could also go for the heavyweight, OpenText, but that is less something you “buy” and more something you have a shotgun wedding with,  LOL! (meaning it is very, very painful to divorce it later on if you get tired of the costs).  Very similar to SAP in that respect (though nothing else is quite as bad as SAP).  But, unless your records management needs are very significant, the likelihood is that you wouldn’t ever use all of the capabilities of OT.  Sort of like buying a Rolls-Royce; you get the crystal decanter and glasses, but what’s the chances of you actually using them?

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I agree with you, Lorne about Record Point.  However, are they able to access different repositories, or Sharepoint only?  Last time I researched this (and it’s been a while), they were a Sharepoint solution.  Another one worth taking a look at is Record Lion, now owned by Gimmal.  I haven’t looked into the product in a few years, but had implemented it on network drives prior to Gimmal’s purchase – the solution worked well.

 

Shipman & Goodwin

COUNSELORS AT LAW

 

Shipman & Goodwin LLP

Records and Information
Governance Manager

One Constitution Plaza
Hartford, CT 06103-1919

Tel (860) 251-5001

Fax (860) 251-5099

Privileged and confidential. If received in error, please notify me by e-mail and delete
the message.

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Hi Susan (et al),|

RecordPoint has connectors for:

  • SharePoint/SharePoint Online
  • File shares
  • Exchange/Exchange Online
  • Onedrive
  • Teams
  • Box
  • Dropbox
  • Plus a custom connector that developers can use to connect to in-house applications.

    As well, they have a built-in machine learning driven auto-classification engine.  Additionally, it handles physical records and they offer Compliant Migration as a Service.

The solutions I compared were RecordPoint, Gimmal, Collabware, Laserfiche, and Alfresco.  As best as I was able to determine both Laserfiche and Alfresco required their base product to be purchased and installed in order to be able to get and use the RM module, which, since I’m pretty heavily MS oriented, was a downside for me.  As neither of them have a native connector for SharePoint, that was also a significant downside in my opinion.

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Hi Lorne,

I would prefer that you don’t include Collabware in your opinion posts as you have not performed a deep-dive comparison on our software as you have claimed. Should you wish to do so, please reach out to us to discuss directly.

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Graham Sibley
CEO
Collabware
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Graham,

I’m curious as to how you can conclude what I have or have not done?

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Hi Elisa, we are currently exploring the SharePoint records management capabilities for setting retention and disposition schemes but we are not there yet. In line with Lorne suggestion we are also exploring recordpoint/AVpoint. Pretty robust add solutions for records management but I still have to convince our IT people accepting Recordpoint as a valuable addition. It seems that most of our requirements can be handled with SharePoint as well. But once testing is completed-midJune- I can provide a more final response. Maybe there is already a AIIM member who went through this path of comparison functional requirements.

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Daan Boom
Director
CCLFI
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Hello Elisa,
Zasio has been providing records management solutions for 32 years, and we have tools to help you push a retention schedule into other repositories, or calculate retention in place for other systems using the Versatile suite of RIM tools.

Let me know if you would like to talk further.

Best regards,

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Warren Bean, CRM
Senior Sales Engineer
Zasio Enterprises Inc
www.zasio.com
800-513-1000, x841
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Thank you very much for your answers which are very helpful.
I know, although not in depth, most of the solutions mentioned and we will have to make a rigorous evaluation. As in other large companies, a part of the records reside in corporate ECM, another large part in the Microsoft/Office365/Sharepoint environment and another part in various applications with their own repositories. We are looking for a federated model for the management of retention schedules, the application of disposal and legal hold, trying to avoid applying it in separate ways.Therefore, I think there is a strategic decision which is the most suitable environment for this and it is not easy. Should the ECM i.e OT be the one that governs the “federation”? or is it better to approach it from sharepoint/O365? I don’t have much news of real large-scale implementations in either direction.

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Elisa Garcia-Morales
Information and Records Management Consultant
Inforarea, Madrid- Spain
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Elisa,

So, you already have OT?

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