IBM Enterprise Records


IBM Enterprise Records











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IBM
Enterprise Records

by Faulkner Staff

Copyright 2020, Faulkner Information Services. All Rights Reserved.

Docid: 00011201

Publication Date: 2008

Report Type: PRODUCT

Preview

IBM Enterprise Records is a records management solution for business applications
that provides for electronic record capabilities. The
product is used for both electronic and physical information assets. Enterprise
Records enables organizations to promote policy management and best practices
for records oversight. This report takes a deeper look at IBM Enterprise
Records.

Report Contents:

Description

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IBM Enterprise Records is a records management solution to maintain and
ensure compliance for both electronic and physical records. It is intended to
streamline records activities and enforce compliance with retention policies.
Enterprise Records enables the capture, declaration, classification, storage and
disposal of electronic and physical records. It helps organizations to enforced
centralized policy management for file plans, retention schedules, legal
preservation holds, and auditing.  

As an electronic records management application, IBM Enterprise Records
promotes best practices for managing records across the enterprise. 


Vendor

Name: International Business Machines (IBM)
Headquarters
1 New Orchard Road
Armonk, NY 10504-1722
Phone: (914) 499-1900
(800) 426-4968
Web: https://www.ibm.com/
Type of Vendor: Computer and Communications Hardware, Software, and
Services
Founded: 1914
Service Areas: Global
Stock Symbol: IBM (NYSE)

In the context of IBM Enterprise Records, a record is an object or an entity
that is a file that references and contains information related to another
electronic document or physical object. 

Electronic Files vs. Physical Objects

This is a single file, a digital photo, or a set of related files treated as
a single object (i.e. an email message and its attachments). Electronic files
reside in content repositories. Once a document is declared as a "record," IBM
Enterprise Records manages the document, its security, and classification.

Physical objects comprise videotapes, microfilm,
hard disks, DNA samples, printed paper documents, and photos. They would
typically be stored in a filing cabinet or a box inside a secured area. The
record tracks the location of the physical object. 

Similar Terms

Similar terms with which Records Management should not be confused include1:


  • Electronic Document Management (EDM)
    – Manages physical docs in
    electronic format.

  • Enterprise Content Management (ECM)
    – Includes Web-based content
    and "non-document" content.

  • Electronic Records Management (ERM)
    – Addresses electronic
    content as a record.

  • Enterprise Content and Records Management (ECRM)
    – Combines ECM
    and ERM capabilities.

  • Enterprise Information Management (EIM)
    – Covers e-mail, database
    entries, e-docs, and directory entries.

Current Version

Enterprise Records is in version 5.2.1. Updates to this
version include: 

  • Support for Content Navigator v3.0, Cognos Analytics v11, Crystal Reports
    2016, and WebLogic Server 12.2
  • Enhancements to the interface
  • Other "interim" fixes

Capabilities and Key Features

Enterprise Records supports standard records management functionality, which
includes file plan design and creation, record declaration and classification,
record retention and disposition, electronic and physical record management,
record holds, auditing and reporting, compliance management, data security, and
cloud availability. The software is designed to handle an array of tasks, among
them creating and maintaining, records, securing repositories, establishing
retention and disposal rules, restricting access, searching, and removing
un-needed records.

Additional key features are listed in Table 1.

Table 1.
Key Elements
Benefit Description

Regulations Compliance

By providing a secure, central repository for records, IBM automates the
enforcement of records management policies while automating the review of and
disposal of records. 

Federation Capabilities 

To prevent the opportunity for unauthorized changes, Enterprise Records delivers
prescriptive lifecycle records management without moving content. It also
consolidates records inventory across repositories to improve auditing,
monitoring, and searching. 

Inquiry and Audit Response

Pre-built records management-specific report templates as well as custom reports
enable companies to respond effectively to regulatory inquiries or internal
audits. 

Retention and Disposition

 Tracks and logs user actions
while managing disposition review and approvals.

Cloud Content Management 

 Enables deployment on the public
cloud through IBM Business Automation Content Services. Also supports
deployment via IBM Cloud Private. 
Records Lifecycle Management Captures records from users and
ensures they are properly declared, classified, and authenticated. The
review process for records is automated and will retain and destroy
records according to policies. 
Automated Records Capture To enforce compliance, minimize
mistakes and automate the records management process, Enterprise Records
ensures accurate record capture and timely disposal. 

FileNet Integration

IBM Enterprise Records also directly integrates with the FileNet Content Manager,
which provides it
with capabilities for: 

  • Integrated architecture and repository
  • Intuitive user interface
  • Search feature
  • Federated records management
  • Compliance infrastructure
  • Automated records capture
  • Active compliance

Applications

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IBM Enterprise Records is designed to help Chief Info Officers, Compliance
Officers, Records Managers, and Administrators to achieve regulatory compliance,
mitigate litigation risk, manage centralized records policy (via file plans,
retention schedules, holds, and auditing), and reduce cost associated with
physical and electronic enterprise records management.

Environment

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IBM should be contacted regarding full menu of platform support options.
Notable platforms upon which the software can be run include:

  • :AIX 6.1
  • AIX 7.1
  • Red Hat Enterprise Linux Server 6
  • Red Hat Enterprise Linux Server 7
  • SUSE Linux Enterprise Server 11
  • Windows Server 2019 Datacenter Edition
  • Windows Server 2019 Essentials Edition
  • Windows Server 2019 Standard Edition
  • Windows Server  2008 R2 Datacenter Edition
  • Windows Server  2008 R2 Enterprise Edition
  • Windows Server  2008 R2 Standard Edition
  • Windows Server  2012 Datacenter Edition
  • Windows Server  2012 R2 Datacenter Edition
  • Windows Server  2012 Essentials Edition
  • Windows Server  2012 R2 Essentials Edition
  • Windows Server  2012 Standard Edition
  • Windows Server  2012 R2 Standard Edition
  • Windows Server  2016 Datacenter Edition
  • Windows Server  2016 Essentials Edition
  • Windows Server  2016 Standard Edition

Support

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Support for IBM Enterprise Records is available via IBM’s Support Community
and the Passport Advantage program. The Support Community is available 24/7 and
delivers product updates and fixes, notifications, and the ability to open a
case. Passport Advantage covers software license acquisition including Fixed Term
Licenses and Software Subscription and Support product upgrades and technical
support under a single, common set of agreements, processes and tools. Passport
Advantage features include:

  • Includes Software Subscription and Support
    (technical support and product upgrades) with each new license.
  • Selected Support for certain Open
    Source and other non-warranted code.
  • Flexible upgrade
    coverage.
  • Streamlines budgeting for software upgrade and
    migration costs.
  • Secure access to Passport Advantage
    Online.
  • Responsive, cross platform customer support from IBM.
  • Access to IBM software technical
    support for all of a customer’s designated IT staff.
  • 24×7 access to support resources for
    business-critical outages.
  • Self help via the Internet.

Pricing

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The cost for implementing Enterprise Manager is configuration dependent. Interested parties must directly
contact IBM at (877) 426-3744 and use the priority code

Analytics

for information regarding
purchase. 

Competitors

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Enterprise Records’ top competitors include Hyland’s Retention and Records
Management, OpenText’s Records Management and
Oracle WebCenter Content: Document and Records Management. 

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References

1Strong, Karen. "Enterprise Content and Records Management."

The American Health Information Management Association
. Accessed August
2020.\

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