We collaborate in shared drives and SharePoint, and records go into OpenText

[fa icon="calendar"] Apr 21, 2015 3:25:00 PM / by Shinydocs


We have heard the above quote enough to know this deserves to be examined. Truth is that OpenText with Content Server is an industry leader in Records Management (RM). It has been proven to fulfill the needs of the records managers and to comply with information governance requirements.

Problem is, document creation and editing is still happening somewhere else. Sharepoint isn't the winner here by a long shot. Shared drives and e-mail are the real leaders for document creation and editing. Sharepoint sneaks its way into departments because it works really well with the office suite. Only when a document or project is "Done" and it becomes a "Record" does it find its way into the RM system.
What cost do you incur by having several systems to do the same thing? License costs for all systems, infrastructure and backup costs for multiple systems, and human costs of monitoring and managing multiple systems. Each of these systems can manage documents and provide permission based access. One end is easy to use, the other end is compliant.

I contend that you are in the best shape as an organization if you can skip straight to the complaint RM system without the need to "collaborate" somewhere else. You can save on license and infrastructure costs. You can better direct your human resources to monitor and manage one system, rather than multiples.
If you have read the THREE STEPS, you understand why people like some systems such as shared drives better than traditional web based document management. With Shinydrive, you can whittle your user's process down to the THREE STEPS, AND have RM policies attached to your documents at the same time.

Do you need Record series identifiers (RSIs), Records management classifications, Retention and disposition? You can apply these policies to folders and let inheritance take care of applying the policies to documents as they are created and edited. It is as easy as double-click, edit, and save in your native applications. So, users won't use Content Server with Shinydrive because they like it better, they will use it because they can't tell the difference. Their old shared drive, and their new fully operating system integrated Shinydrive powered Content Server with Records Management work exactly the same. No training required. No end user disruption. Full RM and compliance. 

Topics: Enterprise, Records Management, Adoption


Written by Shinydocs

Shinydocs Corporation builds enterprise-class business solutions that allow users to work the way they want. Shinydrive turns any ECM into a drive on your desktop. Organizations can increase adoption, ensure information governance rules and maintain corporate security policies without having to resort to user training.

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