Records Management

Create a comprehensive, flexible environment for the creation, receipt, maintenance, use, and disposition of records. Application examples include Enterprise Records Management, Compliance, Imaging, Forms Management, and Business Process Management.

Benefits

End-to-end control and visibility
Audit trails and full accountability
Evidence of compliance

CIGNEX Records Management solutions provide a secure, auditable environment for creating, declaring, classifying, retaining, and destructing records. Through our solutions, organizations can ensure compliance by defining and enforcing policies for records use, storage, and disposition with a legally defensible audit trail.

CIGNEX Records Management solutions are developed to help organizations comply with the U.S. Department of Defense 5015.2 Records Management standards. These solutions provide file plan templates for numbering, classification, disposition, and other metadata population of records. Disposition includes the transfer of records and/or the ultimate destruction of the record. Predefined reports provide information about recent records, records due for cutoff, records retention due for expiry, records due for transfer, and records due for destruction.

Complete Lifecycle Management

The lifecycle determines the disposition of records, including when they will be cut off or grouped together, how long they will be held, and what happens to a record after the hold period expires, such as being transferred to a records holding area or destroyed.

By integrating our Records Managements solutions with scanning and OCR technologies, CIGNEX provides an end-to-end solution that collects paper documents and forms; transforms them into accurate, retrievable information; and delivers the content into an organization's business applications. The information is full text searchable and goes through various lifecycle phases based on the organization's defined business process management.

Key Features

Record plans
Vital records information management
Record cut-off information management
Record holding and retention management
Record transfer process
Record destruction management
Record lifecycle management
Archival policies
Disposition schedules
Restriction of user functions
Audit trails

E-mail Conversion Support

E-mails are considered records in some organizations. CIGNEX Records Management solutions enable organizations to drag and drop e-mails from Microsoft Outlook into the file plan space. The system extracts the metadata from e-mail files and populates information such as who the e-mail is from, who the recipients are, and the subject of the e-mail. In addition, e-mail content is stored in a secure and scalable repository and is full text searchable.

Key Features

Automatic Conversion from proprietary office formats to long-term vendor-neutral formats such as Open Document Format (ODF) and Portable Document Format (PDF)