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Microsoft SharePoint 2010 |
Collabware CLM for SharePoint |
Electronic Records |
Documents |
Yes |
Yes |
Email |
Yes |
Yes |
Non-Documents |
Yes |
Yes |
Physical Records |
Physical Library |
No |
Create, customize and build your physical holdings with a hierarchical container structure |
Physical Items |
Manually configure list to support tracking of records individually as list items |
Four customizable physical items: boxes, folders, objects and records |
Physical-Electronic Document Mapping |
No |
Scan physical documents and have them aligned to the physical records included in the physical boxes |
Labelling and Barcoding |
Configurable barcode generation for list items. Not designed for printing in bulk |
Generate single or bulk barcodes and labels using configurable Word document template |
| Index Sheets |
No |
Configure and export or print an index sheet of boxes and folders |
| Circulation Process |
No |
Includes entire circulation process, from building requests to electronically tracking item |
| Destruction and Transfer Workflows |
No |
Facilitates the destruction and transfer processes |
Content Creation |
Unique Identifier |
Documents only (per Site Collection).
Customization required for globally unique numbering |
Globally unique 10-character alpha-numeric value generated for all content (includes documents and list items) |
Content Categorization |
Manually defined by site, library and folder structure
Very time consuming to configure and maintain across the environment |
Automatically categorize content based on rules defined by Records Manager, regardless of container structure
Automatically identify “potential” records before item is declared a record. Records Managers can then report on all existing “potential” (undeclared) records |
Access Control |
Manual site-, library- and item-level permission control
Permission is defined by location, so items that move will not retain permissions |
Metadata-based Access Control Level assignment that follows document lifecycle
Centrally manage Access Controls Levels for the entire environment |
Record Declaration |
Manual |
Manually declare in-place records using ribbon button
Manually declare Record Center records using configurable Send-To Connection |
Manually declare in-place or Record Center records using ribbon button
Automatically identifies target File Plan category before declaration takes place |
Automated |
Manually configure libraries to automatically declare items as records (all or nothing)
Manually configure content type or library policy to declare items as records based on metadata date value
Very time consuming to configure and maintain across the environment |
Automatically declare record based on item event (Added, Checked-In, Published, or Approved)
Automatically flag a record for future declaration based on a last-modified time window |
Routing |
Manually configure Content Organizer Rules and Send-To Connections to route content to various sites and libraries (must be configured for each Content Type separately – including inherited Content Types)
Very time consuming to configure and maintain across the environment |
Automatically configures the SharePoint environment to support in-place and centralized storage of records based on rules defined by Records Manager. Ensures the destination repositories for centralized records utilize the record's Content Type so that no metadata loss occurs
Automatically accounts for inherited Content Types, even if added at a later date |
Metadata Auto-population
|
No |
Automatically populate metadata fields based on assigned File Plan category or assigned compliance policy
|
Record Storage |
In-Place |
Manually configure sites and libraries to use in-place records with Block Edit or Block Delete (records permanently affected by choice) |
Automatically configure sites and libraries based on rules defined by the Records Manager
Support for multi-stage lifecycle that can manage content as in-place records for one stage, and then move the content to a secure repository for another stage
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Repository |
Manually configure Record Center sites for repository storage of records |
Automatically create and configure Record Center sites through integrated File Plan Designer
Automatically create Content Database for top-level File Plan nodes and automatically extend Content Database to accommodate child nodes. Ensures scalability and decreases reliance on IT |
| Topology |
Manually configure and manage sites, libraries and folders on individual farms and web applications
|
Automatically and centrally manage records across multiple farms and jurisdictions
Isolate records by jurisdiction, or centralize records in dedicated repositories |
Record Retention |
Time-based |
Choice of metadata date fields plus X number of Days, Months, Years |
Choice of metadata date fields plus X number of Days, Weeks, Months, Quarters, Years – based on standard, fiscal or calendar calculations |
Event-based |
No |
Calculate retention based on the occurrence of an associated event
Associate bulk items to an event through simplified search view |
Multi-stage |
Manually configure information policy stages on Content Type or library
Very time consuming to configure and maintain across the environment |
Automatically configure retention policy through integrated File Plan Designer. Apply policies to one or more record categories from a single interface
Supports:
- Multiple Retention Policies
- Multiple Retention Stages
- Policy Effective Dates
- Policy Superseding |
| Cases |
Manually create sites, libraries, and folders to group case content. Retention and disposition must still be performed on an item-by-item basis |
Centrally manage cases within the File Plan, accounting for case open/close dates to affect retention and disposition
Enables mapping of case selections to content metadata field for end-user ease of use and automated metadata population
Retention can be calculated based on the closure of the case
Allows for disposition all records associated with a case at the same time
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Holds |
Manually create and manage holds in each site collection
Manually apply individual items to hold
Manually search for items in a site collection or site, and apply all matching results to hold
Very time consuming to configure and maintain |
Centrally create and manage holds across the entire environment
Centrally search for items and place selected items on hold in bulk
Release items individually or release the entire hold. Maintains hold history indefinitely |
Events |
No |
Centrally create and manage events that associate records for individuals cases or across multiple File Plan categories
Centrally search for items and associate selected items with an event in bulk
Add or remove items from an event at any time. Automatically updates associated retention policies on added/removed items |
Vital Records |
Manually manage a Vital metadata field on individual content items
|
Automatically flag records as vital based on their categorization
Automatically execute vital record review based on configurable time period |
| Superseded/Obsoleted Records |
No |
Easily manage links between records, including the identification of obsolete or superseded records
Visual cues presented to users to easily identify when a record has been made obsolete, or has been superseded
Retention can be calculated based on the obsoleting or superseding of a record
|
Record Disposition |
| Bulk Disposition |
Not supported. Workflows run on a per-item basis
Customization required to support bulk-disposition
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Integrated bulk, multi-participant disposition approval workflow system with participant notification and complete activity tracking
Optionally generate a Certificate of Disposition to capture all approval activities, comments, and content metadata within a PDF/A document for permanent retention
Supports disposition of all types of content (electronic and physical) across multiple farms, through a single interface. Designed to manage massive volumes of content with ease
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Make Permanent |
No |
Automatically “freeze” records for permanent retention |
Destroy |
Manually configure information policy stages on Content Type or library
Very time consuming to configure and maintain across the environment |
Automatically destroy records based on immediate action or workflow approval
Applies to physical and electronic records |
Transfer |
No |
Automatically flag records for transfer based on immediate action or workflow approval
Applies to physical and electronic records |
| Prevent Site Deletion |
No |
Sites with records are blocked from being deleted by site administrators |
Management |
File Plan |
No
No concept of a File Plan exists, except what can be inferred from a manually created site, library, and folder structure |
Fully integrated File Plan Designer that enables Records Managers to define the rules and have the environment automatically configured for them
Supports:
- Multi-Level Record Categorization
- Retention and Disposition Schedule Design |
Security |
Manual site-, library- and item-level permission control |
Centralized management of File Plan node (record category) security
Centralized management of Records Manager security
Centralized management of Access Control Levels for item-level lifecycle security
Automatic application of security based on item or File Plan node associated Access Control Levels |
Auditing |
Manually configure item auditing per site collection
Very time consuming to configure and maintain across the environment
Not consolidated |
Automatic capture of auditing information on all items
All auditing perpetually stored in records management specific data warehouse
Captures all additions, updates, dispositions, deletions, views and more
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Reporting |
Execute basic reports on a per site collection basis
Very time consuming to configure and maintain across the environment |
Fully records-management-aware reporting system that allows reporting across all record criteria, including such values as:
- Record Category
- Content Type
- Record State (Potential, Active, Cutoff)
- Retention Policy
- Disposition Action
- Permanent, Vital, Held, etc.
Fully configurable and supports saving personalized reports for user convenience |