Product Overview

Collabware CLM for SharePoint is a complete content lifecycle management solution. Far superior compared with out-of-the box SharePoint, the product offers records managers a multitude of benefits and many valuable features:

DoD 5015.2-STD design

We built Collabware CLM based on the requirements outlined in the US DoD 5015.02-STD, the leading industry guideline for RM software. We will be submitting our product for official certification in the near future.

Electronic and physical records management

Collabware CLM supports the management of both electronic and physical records in one location. You can create virtual physical boxes and add content without separately building a file plan or retention/disposition schedule.

ECM solution for SharePoint

Combine SharePoint’s collaboration capability with CLM’s ECM functions. There’s no integration effort needed; simply add CLM to SharePoint.

Rules-based auto-categorization

Unique to our product, documents are automatically classified and flagged as potential records at the point of document creation, providing insight into documents’ pre-records states.

Automatic record declaration

Unique to our product, records managers can set documents falling under specific categories or metadata matches to be declared as records on a scheduled timeframe, event or combination of the two.

 

Rules-based metadata auto-population

 

RM dashboard

You can monitor key RM activities and dispositions at a glance in one location. The system tracks which records are ready for disposition action and require approval, and displays reminders.

Disposition approval workflow

Create and manage approval lists for bulk record disposition approval. You can generate approval lists across any number of record categories in order to provide approvers the ability to review, modify, accept or decline disposition on items in a bulk format.

Superior user experience

The simple, intuitive user interface means records managers can quickly learn and perform RM tasks while also taking advantage of many customizable features. Operational staff experience little to no workflow interruption because content is created and managed so seamlessly.

Reduced IT involvement

Records managers have streamlined workflows and can configure user security and access settings, and perform other core tasks, without any IT help.

Automatic security for confidential content

You can automatically secure content when it is added or updated to the SharePoint environment based on the content’s classification security profile as well as user-selectable security profiles. The content will then retain that security profile throughout its lifecycle.

Multi-farm environment

Unique to our product, multi-jurisdictional organizations can manage records in one centralized interface while storing the records in the countries they belong – preventing legal issues related to the improper storage of records.

Minimal need for third-party vendors

Our product works flawlessly with MS Office applications and contains extra RM customizable features organizations desire, which reduces the need for other vendor involvement.

Auto-configuration

As a records manager builds out a file plan many important features in SharePoint are automatically configured. This includes the automatic creation of content databases, site collections, lists and libraries, organizer rules and more.

Multi-language support

Collabware CLM is available in English, Spanish and French. All user-presented values, as well as RM-managed values, can be displayed in any of the three languages.

File plan import/export

After you import an Excel-based file plan, the system will set up much of the configuration for you, which considerably speeds up the migration process. You can also export the completed file plan into an Excel format for documentation or mass file plan configuration changes.

Content surfacing and querying

Access a ‘single source of truth’ by aggregating content across the portal environment into structured, configurable, sortable, filterable and personalized views.

Protection of record integrity

SharePoint cannot overwrite created and modified timestamps of records captured on in-place when they are moved to the Records Center.

eDiscovery support

Increase content surfacing accuracy while decreasing the time and costs involved in eDiscovery. CLM supports the litigation process by finding content and adding it to a hold entry. Content added to a hold entry cannot be tampered with or destroyed until records managers release it.

Vital records management

Records can be automatically flagged as vital at the category level or individually identified and marked as vital.

Enhanced RM capabilities

Dynamic search helps you find the category you want immediately without having to navigate through the file plan. You can also choose the category type, automatically route content, customize category display on different interfaces and have categories automatically inherit configuration details from the parent.

Central RM interface

We provide a single, central records management platform for all RM functions, eliminating the need to run multiple RM applications that influence computer processing speed and computer screen real estate.

Full control over records

You can mark content as a vital record, declare content as obsolete, declare content as superseded or superseding other content and make content immutable.

Detailed insight into content

You can quickly and easily view everything related to content including its retention and disposition schedule, full audit trail, record status, legal hold or event, record state and related superseded items.

Rich audit tracking and reporting

You can track content updates, actions and events from creation to destruction, and query all audit information stored in the data warehouse.

Full selection of retention settings

Retention can be calculated based on creation date, record declaration date, superseded or obsoleted event, case closed, custom event type and more. Retention periods can be set based on standard date, fiscal or year-end date.

Superior case file management

You can classify each record category as  case, subject or volume. For case files, you can set the retention period to calculate based on the case close date in order to perform bulk disposition on items relating to a single case.

Centralized policies

You can centrally manage all compliance policies, including content rules and retention, and apply them to as many record categories as needed in one single step. You can also set future policies and have them supersede old policies on a set date.

Global security profiles

Security profiles are globally available across the SharePoint environment enabling consistent application.

Globally unique content IDs

Unique to our product, globally unique content IDs ensure you can search, manage, retrieve and identify documents regardless of their location within SharePoint.

In-place and repository-based records storage

Unique to our product, both in-place and repository-based records storage capabilities are available for records managers.

Management of physical and electronic records storage locations

With each retention stage you can specify where the content metadata should be stored in SharePoint and where the actual electronic or physical content should be stored.