Robust Solutions for E-Records and Email

The volume of electronic records and e-mail is increasing at an alarming rate, while the requirements for managing these records are becoming more technically complex. Just as e-records have changed the way people work, companies must change how they capture, classify, maintain, manage dispose of electronic records.

Central Records Repository

Accutrac® helps companies easily integrate electronic records, including email, into the records management process. All company records, including traditional paper records, electronic, email, images, regardless of format, can be managed in Accutrac®.  These items are classified and managed from record declaration through retention and disposition using your organization’s rules and standards for records management.

Federated Approach

Corporate and enterprise organizations may have complex information technology infrastructure which creates unique challenges for electronic records management. Accutrac® can support a distributed data approach as required to link to data stored in other systems to meet advanced work flow requirements while addressing best practices for records and information management. With an open architecture, Accutrac XE™ can support various deployment options including integration with enterprise content management systems (ECM), document management systems (DM) and other legacy systems and applications.

Desktop Records Classification

Never before has it been so easy for end users to apply best practices for records management to support compliance. In Accutrac®, users can declare and classify e-mail messages, attachments, image files and other electronic items associated with physical records inventory, eliminating the need for expensive printed convenience copies. New records can be declared and classified directly from most desktop applications. This integrated approach improves productivity and lowers costs while supporting compliance across the organization.

Electronic Records Retention

By implementing Accutrac XE™ as an enterprise-wide records management tool, retention policies and disposition processes are easier to implement and manage across the organization consistently for both physical and electronic records. With retention rules applied to classifications, retention rules are automatically applied as electronic records are declared into Accutrac®.  The application facilitates electronic records deletion through an intuitive Disposition Manager tool to meet retention policies and procedures.  For more information click here.

Email Records Management

With more people using email than ever before for communication, and with recent major headlines in the financial sector reflecting the need for email records management, Accutrac provides an ideal solution. Archiving emails is one thing but searching, retrieving, viewing, and applying retention is something entirely different.  In conjunction with official email records policies and procedures, Accutrac® supports email records compliance by empowering end users to classify and index emails into the corporate records database. This gets official records off the desktops into a locked-down enterprise system that centralizes the information, facilitates email discovery and searches, provides full text searching for email attachments, while applying consistent retention rules to all records in the database including email.  This solution can help organizations mitigate risk and provide a defensible position for email records discovery.

E-records and Email Discovery

Accutrac XE™ stores records using a classification system that facilitates search and retrieval of records, in any format, on demand.  Email records include the capture of metadata: sender and receiver(s) data; date and time email was sent, received and saved; where the email was located when the email was declared as a record; who entered the record into Accutrac®. Additional notes can be added.  With full text search and powerful discovery tools, all email messages including attachments, imaged pages, paper files, physical records related to the electronic files, will be returned in the result set following a search. Then advanced filtering tools and queries help drill down to get more precise information. This enables users to search and retrieve items in their original format, using a single system.

System Efficiency

Accutrac XE™ eliminates instances of duplicate records by using unique identifiers and algorithms to index each e-mail message, image file, scanned document or other electronic record. By analyzing multiple variables of each record, only a single instance of each item is saved. The elimination of duplicate records saves server storage space and eliminates IT headaches associated with tracking duplicate records for disposition.

Secure E-Records Access

Accutrac XE™ makes security measures easier to implement by eliminating the need for the database administrator to manage multiple systems. Because the database administrator can grant or restrict user access to indexed records, regardless of format, electronic records, including email, are subject to the same organizational and individual access rules as physical records managed in Accutrac®.

Electronic Records Consulting

As organizations look to implement electronic records and email records systems, many questions arise: Does the company have an updated enterprise email policy? What impact will an automatic email deletion policy have? Will less technical users comply? Do new procedures follow best practices for Records and Information Management? Should electronic records be stored as a blob in the Accutrac database or linked through a federated approach? Do employees know what is a record? What impact on corporate IT infrastructure will there be if the electronic records tracking program gets implemented?  What existing software investments can be leveraged?  Accutrac® partners with the best records IT and RIM consultants in the business.  For more information contact us.

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