Records Management
TRIM Context 6's records management features are designed to allows organizations to comply with or even exceed the international best practise standard for records management, ISO 15489. TRIM Context 6 is certified against the US DoD records management standard 5015.2 and has been approved by the UK National Archives against its 2002 requirements for Electronic Records Management Systems (ERMS), including the optional Document Management, Paper and Hybrid Records Management modules.
With its history steeped in 20 years of supplying records management systems to governments around the world, it is no wonder that TRIM Context 6 is the leading product in this sector. Having the records management features at the core of the TRIM Context 6 ECM platform means that compliance with best practise is automatically built into the centre of your business processes.
TRIM Context 6's records management features encompass:
Record Classification
TRIM Context 6 provides a business classification editor that allows the configuration of both, functional and subject based, file plans. The editor allows a records management specialist to configure a structure that will automatically apply records management business rules to the folders and records created by the user community.
In addition to the classification editor, TRIM Context 6 includes a thesaurus editor that allows you to build a thesaurus in compliance with ISO 2788. Many rules of this standard are built into the editor and will be applied automatically.
Record Security
TRIM Context 6 allows records to be protected through the application of security levels and caveats. Each record can be profiled for security either based on its classification or manually. The system automatically checks users� security profiles and prevents or allows access to records accordingly.
For the more ad-hoc protection of records from unauthorized access, TRIM Context 6 provides a system that allows the allocation of groups or individuals to access control tables. Access control can be inherited from parent entities in the file plan or set explicitly for an individual record.
Retention Management
TRIM Context 6 provides a sophisticated editing tool that allows the records management specialist to define time and event based retention schedules. Retention schedules can be assigned to records based on their classification or they can be assigned explicitly to one or a group of selected records. TRIM Context 6 will automatically calculate due dates for archival or disposal action to be taken based on the configured retention schedules. Sophisticated severity checking prevents the undue destruction of records in a hierarchy with conflicting retention schedules.
Archival and Disposal Management
Once an archival or disposal action is prescribed, it can be initiated straight from within the TRIM Context 6 client. For archival transfers TRIM Context 6 provides a process that will export a whole consignment to XML, including both the metadata and the content of records. For disposal TRIM Context 6 provides a shredder delete function that will obliterate the content of electronic records before deleting them from storage.
Physical Tracking of Records
Paper and the physical manifestation of hybrid records can be tracked using TRIM Context's barcoding module. This allows the printing of labels for records as well as the processing of barcodes read from a scanner. No additional software is required.
For large holdings of physical records TRIM Context 6 provides a space management module that allows the automatic allocation of warehouse spaces to items and the tracking of free space within warehouses.
