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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 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. |