Features

Last Published December 12, 2018

Records365 Features

Area Feature
Centralised Records Management In-place, records management, across electronic and physical records
Centralised - Capture records without the need to move them in the SharePoint structure, while providing a centralised view, including all reporting and auditing information, for all records no matter where stored
Perform bulk actions such as reclassification or legal holds against records no matter where they are held
Search or browse records in one place without the need to search across multiple content sources, sites or containers
Rules based classification and retention

Automatic classification and disposal.

The Records365 rules engine automatically applies appropriate classification and disposal schedules to records based on any combination of metadata, parent metadata, content type or location

In-place records management.

Records are stored in-place in the user facing active content (by default) and can then be archived to the Records365 archive, manually or automatically over time

Flexible active taxonomy to file plan mapping.

The rules engine allows organisations to design their SharePoint sites with a taxonomy that makes sense to the user but can be mapped back to the business classification scheme defined by records team

Scalable rules.

The rules engine is scalable to hundreds or thousands of rules and is flexible enough to grow with increasing classification complexity as your demand grows.

Metadata inheritance.

Metadata can be automatically inherited or inferred from parent containers and used for classification.

Physical Records Management Manage physical records in Records365
Hybrid electronic and physical records
Barcode support
Expandable to RFID, room recognition
Global disposal of physical, hybrid and electronic records using the one interface
Request management – management of movements and requests
Offsite archive management
File parts and volumes
Custom physical record content types
Customisable reports for physical records
Customisable labels
Physical hierarchies including box, files and records
Single dashboard view for physical and electronic records
Disposal Central console for disposal activities
Adheres to ISO16175 disposal requirements
All records ready for disposal (including related and linked records) are automatically available for review
Approval for disposal can be delegated to business owners responsible for content
Approvals are tracked within the system and captured in an audit trail
All disposition actions and approvals are recorded and auditable
Retention periods can be assigned trigger dates from any data within the system, including event driven dates such as project close, termination date, etc.
The destruction process in Records365 can be configured to perform secure and unrecoverable destruction of records
All metadata and audit data are retained after records have been destroyed as per the records standards requirements
Resentencing - change the disposal date to a later date (in bulk if required)
Reclassification - assign to a different classification (in bulk if required)
Legal Holds - apply a hold so that all disposal is prevented for content within the hold
Security and Auditing Role based security for records browsing and search

Records integrity.

All movements of records in Records365 maintain and audit the integrity of metadata, permissions and versions including file creation metadata

Policy based deletion.

No deletion of content without following disposal or audited administrative process

Secure and unrecoverable destruction support
Audit of all system changes, such as changes to the classification or records authorities
Audit reporting via centralised dashboard
Communication between your Office 365 and Records365 is intra-data centre
Hosted in data centres certified to ISO 27001, HIPAA, FedRAMP, SOC 1 and SOC 2, as well as country-specific standards including Australia IRAP, UK G-Cloud, and Singapore MTCS
Compliance

Compliance support for the following global and local standards:

  • ISO 15489

  • ISO 16175

Automatic capture and track

Records365 can capture and track records from the moment of creation, removing the reliance on the user to actively declare the document a record

Organisation-wide unique numbering

Generates unique numbers for each object (aggregation - site, library, document set/folder, and document) based on a configurable numbering pattern.

Numbering is unique across an entire organisation regardless of the number of farms or site collections

Conversion to long term preservation formats (e.g. VERS) according to the requirements of the relevant national archive or receiving body
Full support for legal holds
Office 365 RecordPoint extends SharePoint and Office 365 functionality, enabling organisations to have a fully compliant records solution while leveraging an existing platform investment
Single instance of content maintained by one system
Accessible from any supported browser enabled device, including mobile browsers
Familiar interface and reduced training cost. Records management in the background
Integration possible with thousands of add-ons to meet specific and diverse needs from scanning to CAD integration
Microsoft partner ecosystem
Office 365 and Records365 reside in the same data centres

Records365 Service Elements

Service Element Description Part of core service Not part of core service
Records365 Portal The management user interface for Records Managers
Records365 Processing and Rules Engine The processing of objects and rules classification engine
Records365 Search The record and object Search engine
Physical Records Management Manage physical records
Box Connector Manage objects from content source box, a cloud file service
File Connect Manage objects from content source file shares
Binary Archiving Module Save and archive the binary file from the content source to Records365
Customer Support Standard business day support, available via telephone, email and web portal.
Out of hours Customer Support Out of hours support available via telephone, email and web portal.
Service Monitoring and Management 24/7 Service monitoring and management.
Support Portal Logging of support tickets, access to self-service knowledge base
Identity Federation Federation with specific customer authentication and identity systems.
Network connection via Internet Connection to Records365 service via standard customer provided Internet connection
Network connection via ExpressRoute Direct connection between your WAN and Azure, including Records365
Provisioning of Microsoft licensing Provision of Office 365, Microsoft licensing and license mobility
Data migration Data migration services, including initial submission of records to the Service

Service Responsbilities

The table below outlines the high-level areas of RecordPoint responsibility and customer responsibility across the Records365 service stack.

connectors

Service Exclusions

In addition to the boundaries of the service defined in the section Service Elements, the Service specifically excludes the following:

  • Office 365, other content sources or Records365 configuration and solution onboarding.
  • Data migration and initial records submission.
  • Network access or interconnection.
  • Identity federation.
  • Customer-specific security requirements.
  • Custom certificates and other customer specific hardware and software requirements.
  • Customer-specific solutions or system integration.
  • Any item not explicitly described in the section Service Elements.