Features

Collabware CLM for SharePoint offers a unique solution for enterprise information management.

Collabware CLM for SharePoint offers a unique solution for enterprise information management by enabling complete compliance control over the entire SharePoint environment, while also providing core features to support employee productivity and content findability.

Compliance

Collabware CLM for SharePoint enables Knowledge Managers and Records Managers to fully, and transparently manage and enforce information policy compliance across the SharePoint environment through a feature-rich, fully integrated File Plan Designer.

See the Collabware CLM for SharePoint Records Management features compared with out-of-the-box SharePoint.

Productivity

Collabware CLM for SharePoint facilitates increased employee productivity by ensuring that employees can quickly locate the information they require to perform the business activities. Using the Collabware CLM Global Content Query Engine, content can be automatically surfaced to employees in a contextual way, so that they don't have to spend time looking for it.

Unified view of content stored anywhere in the environment, based on configurable query
Control view query, sorting, filtering and metadata display
Open items directly from view, or open the storage location of the item
Supports contextual parameters for dynamic querying based on user context or time formula

Usability

Collabware CLM provides a wide range of features that enable you to quickly construct and manage a unified, consistent enterprise portal environment.

Configurable global navigation options for providing a consistent user experience across the environment
Automatic branding activation to ensure all sites are presented in a unified and consistent manner
Integrated Site Directory for capturing site metadata and organizing your collaboration environment

Records Management Feature Comparison

Collabware CLM for SharePoint is a fully integrated extension to Microsoft SharePoint Server 2010 that enables you to quickly roll out an enterprise content lifecycle and records management solution for your organization in a cost-effective manner.

	Microsoft SharePoint 2010	Collabware CLM for SharePoint
Electronic Records
Documents	Yes	Yes
Email	Yes	Yes
Non-Documents	Yes	Yes
Physical Records
Physical Boxes	Customization required.	Configurable Box Builder – build, submit, process and manage boxes.
Physical Records	Manually configure list to support tracking of records individually as list items.	Tracked individually as part of a Physical Box.
Physical-Electronic Document Mapping	Customization required.	Scan physical documents and have them aligned to the Physical Records included in the Physical Boxes.
Labeling 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.
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 Content Organizer Rules and Send-To Connections based on rules defined by Records Manager. Automatically accounts for inherited Content Types, even if added at a later date.
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.
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.
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	Customization required.	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. Supports: - Multiple Retention Policies - Multiple Retention Stages - Policy Effective Dates - Policy Superseding
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	Customization required.	Centrally create and manage events. 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	Metadata only.	Automatically flag records as vital based on their categorization. Automatically execute vital record review based on configurable time period.
Vital Record Review	Customization required.	Automatic execution of review workflow based on configurable time period. Automatically repeats.
Record Disposition
Cutoff	Customization required.	Automatically “freeze” records based on immediate action or workflow approval.
Destroy	Manually configure information policy stages on Content Type or library. Very time consuming to configure and maintain across the environment.	Automatically destroy (permanent) records based on immediate action or workflow approval. Applies to physical and electronic records.
Transfer	Customization required.	Automatically flag record for transfer based on immediate action or workflow approval. Applies to physical and electronic records.
Management
File Plan	Customization required. 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.	Automatic capture of auditing information on all items. All auditing perpetually stored in records management specific data warehouse.
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.