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IBM
Enterprise Records

by Faulkner Staff

Copyright 2019, Faulkner
Information Services. All Rights Reserved.

Docid: 00011199

Publication Date: 1910

Report Type: PRODUCT

Preview

IBM Enterprise Records is an electronic records management application that enables clients to capture, declare,
classify, store, and dispose of electronic and physical records according to
relevant fiscal, legal, and regulatory requirements. Enterprise Records provides federation tools
for cross-repository inspections; helps automate records capture and records administration;
supports the entire enterprise records lifecycle; and improves records retention and disposition.

Report Contents:

• Description
• Related Faulkner Reports
• Vendor
• Applications
• Environment
• Support
• Pricing
• Competitors
• Web Links

Description

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IBM Enterprise Records enables clients to capture, declare, classify, store,
and dispose of electronic and physical records according to fiscal, legal, and
regulatory requirements.

Records Management

Records management is a process of identifying recorded information, of
preserving needed content, and of destroying what is no longer needed after an
approved retention period has passed. 

Managing records involves: 

• Categorizing records
• Retaining records for a specified amount of time
• Destroying records when the company no longer is required to have them
• Retaining an audit trail of all activity

Today’s digital world has resulted in a great number of electronic records
when compared to decades ago when physical records were strictly kept.
Electronic records can have legal effects and maintaining control over them can
prove quite a difficult task. 

Benefits to records management include: 

• Operational efficiency in that corporate data is captured,
  retained, and disposed of properly.
• Cost containment, which ensures that records are destroyed after
  the required retention period to reduce storage cost and space
  requirements. 
• Meeting compliance and litigation requirements.
• Safeguarding records for business continuity purposes, including
  natural disasters, accidents, thefts, or other threats.
• Compliance with fiscal requirements to verify that fiscal
  constraints on records are being met.
• Maintaining record history, which defends why records have been
  deleted and are no longer available. 

To efficiently and effectively manage enterprise records, even the most
experienced enterprise records manager requires a comprehensive records
management solution such as IBM Enterprise Records.

With respect to regulatory
compliance, Enterprise Records
incorporates IBM ZeroClick
technology, which automates
the enforcement of records
management policies at the
technology layer.
Enterprise Records also provides
federation tools, which improve auditing,
monitoring, and searching
(e-discovery) functions through a
consolidated records
inventory across
enterprise repositories.

Features

In terms of Enterprise Records, IBM considers anything that is an
object or an entity a record. That object or entity is a file that
contains data about another electronic file (document) or physical
object. 

An electronic file can be anything from a digital photo or a group of
related files that can be considered one object. 

A physical object can be microfilm, a hard disk, DNA samples, photos,
or printed paper documents. 

IBM Enterprise Records can be used to handle the following
tasks: 

• Create and maintain a hierarchical structure for record storing.
• Manage electronic and physical records. 
• Secure repositories that hold records. 
• Implement record retention and disposal rules. 
• Force the archival or destruction of records as pertaining to the created
  rules. 
• Control of records access. 
• Retrieve records based upon specific search criteria. 
• Dispose of records that are no longer required or needed. 

New Features 

The current version of IBM Enterprise Records is V5.2.1, which is considered a
maintenance release. Its earlier, initial release, V5.2, offers updated capabilities that were previously unavailable in
prior releases. New features include: 

• File plan management – Browse, assignment to container, and management of
  retention.
• Holds management – Browse, create, set, release, and management of
  holds. 
• Operational tasks – User interface for hold sweeps. 
• Reporting – Management of executable files and archive reports for Crystal
  Reports, declaration of a stored report as a record. 
• Dependencies – Eliminate Workplace and Workplace XT dependency to enable
  IBM Content Foundation bundling. 

Applications

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As industry-neutral enterprise solution, IBM Enterprise Records is designed
to help enterprise records managers deal with the rapid proliferation of
enterprise records, including client records, employee records, financial
records, and operational records.

Enterprise Records automates records management functions to ease the burden
of managing a retention schedule. This helps organizations manage several
activities:

1. Comply with regulations by offering a secure, central repository for
   records. 
2. Respond quickly to regulatory inquiries or internal audits by including
   pre-built records management-specific report templates and custom
   reports. 
3. Implement the records management policy for content in other enterprise
   content management repositories by using content federation technology to
   secure records in-place and manage their lifecycles. 
4. Automate the capture and categorization of records by providing options to
   automate the collection and auto-classification of documents in bulk. 
5. Archive records from email systems, file shares, and Microsoft SharePoint
   thanks to free management tools. 
6. Analyze content through IBM StoredIQ tools. 

Environment

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IBM Enterprise Records
supports the following operating systems: 

• AIX
• Linux (Red Hat Enterprise Linux, SUSE Linux Enterprise Server)
• Windows (Server 2008 R2, Windows Server 2012, Windows Server 2016)

For all operating systems, IBM Enterprise Records requires the
following: 

• 1.5 GB of disk space
• 1GB per JVM (memory)

Support

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IBM offers two primary support options: Passport Advantage
and Passport Advantage Express.

Passport Advantage is designed for larger enterprises,
while Passport Advantage Express is tailored to single site and smaller businesses.

Both Passport Advantage and Passport Advantage Express:

• Include Software Subscription and Support (technical
  support and product upgrades) with each new license.
• Provide 24×7 access to support resources for
  business-critical outages.
• Provide self help via the Internet.

Pricing

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Pricing varies depending on configuration needs. Interested parties must
contact IBM directly at (844) 95-CLOUD to connect with a sales representative.
IBM does offer flexible payment options to enable companies to obtain the
technology and services their businesses require. 

Competitors

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Major competitors to IBM’s Enterprise Records include:

• Oracle WebCenter Content
• OnBase by Hyland Records Management
• Secure Content Management from Micro Focus

Web Links

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• IBM: https://www.ibm.com/
• Micro Focus: https://software.microfocus.com/ 
  OnBase: https://www.onbase.com/ 
  Oracle: https://www.oracle.com/

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