Compliant Records Management for Microsoft SharePoint

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Compliance Suite for Microsoft® SharePoint®

Compliance Suite for Microsoft^® SharePoint^®

Welcome to Records Management 2.0.

Now your organization can rely on a single, compliant repository for collaboration and records management that meets the standards of the Department of Defense (DoD) 5015.02 standard.

Only the GimmalSoft Compliance Suite for Microsoft^® SharePoint^® provides transparent enterprise records management inside SharePoint, the content and collaboration platform that’s taken the marketplace by storm.

Compliant Records Management Within Your Collaboration Environment

Although traditional ECM solutions include DoD 5015.02 certification, many organizations have deployed multiple systems in an attempt to provide a compliant records management solution. The result: a complex, costly and redundant infrastructure which only complicates the ability to find and properly dispose of enterprise content.

GimmalSoft evens the playing field with other DoD 5015.02 solutions. The Compliance Suite for SharePoint eliminates the need to integrate separate records management platforms with SharePoint to reach government standard compliance.

The centralized user interface of the GimmalSoft Compliance Suite controls the definition and synchronization of record management policies across SharePoint. With the ability to link citations and authorities to the file plan structure, records management administrators have a single dashboard for most records management functions. And by consolidating work-in-progress content and final content on SharePoint, companies can implement a unified disposition and legal hold process across all content with unified search.

Reduce Costs

Eliminate support and infrastructure costs needed for redundant systems
Reduce physical and electronic storage costs through consistent disposition of content

Reduce Risks

Enforce proactive litigation readiness
Drive adherence to compliance policies

Enhanced File Plan Builder

Hierarchical structure series > Category > Folder
Manage the retention policies of record categories in a rich client interface
Configurable instantiation to SharePoint sites based on business rules
Interface for definition of related record management constructs

Record Relationships

Enable users, record managers and administrations to create, move and copy records
Perform actions requested by the user within the constraints of application requirements and integrity

Event Management

Define and manage events
Events are used as records disposition criteria
Definition of recurring events
Facilitates disposition of related records as a single entity
Manage related records through links, associations and folders

Cut-off and Disposition Processing

Processing and approval to start the retention period for records
Require approval to perform the disposition action
Disposition metadata handling
Closing folders
Parallel dispositions
Digital shredding

Email Record Management

Manage email and attachments as records
Automated capturing of message metadata
Email as single record or separately as different record categories
Resolution of address groups
Interface independence

Vital and Restricted Records

Ability to identify vital record(s)
Collection of specific attributes, including review periods and last reviewed date
Vital record reviewer
Reporting capabilities to include post and future vital record collections

Transfers

Use configurable and pre-defined schema (DoD 5015.02)
Import records into the Compliance Suite
Export records into validated format ensuring contextual links
Includes ability to map custom metadata (extensibility)

GimmalSoft products are deployed on an existing or new SharePoint environment, leveraging existing or planned infrastructure investments. No additional hardware is required.

GimmalSoft software environment requirements reflect standard SharePoint minimum requirements.

Software Pre-requisites

SharePoint 2010 Server

Windows Server 2008 R2 (64-Bit Only)
Required Pre-requisites for Microsoft SharePoint Server 2010
Microsoft SharePoint Server 2010 Standard Edition
GimmalSoft Compliance Suite

Microsoft Active Directory

Windows Server 2003 SP2 or Windows Server 2008
Active Directory Services
DNS Services

Microsoft SQL Server

Windows Server 2008 R2 64-bit
SQL Server 2008 R2 Standard Edition 64-bit

Client Workstation

Windows XP SP2 or later
Internet Explorer 7.0 or later, Firefox 3.6* or later, Safari 4.04* or later

*Configuration considerations may be required for browsers other than Microsoft Internet Explorer

Hardware Requirements

Web Servers, Application Servers and Single Server Installations

Processor	64-bit, four cores
RAM	4Gb for Developer or Evaluation Use
	8Gb for Production use in a single server or multiple server farm
Hard Disk	80Gb for System Drive
	You must have sufficient space for the base installation and sufficient space for diagnostics such as logging, debugging, creating memory dumps, and so on. For production use, you also need additional free disk space for day-to-day operations. Maintain twice as much free space as you have RAM for production environments.

Database Servers

Processor	64-bit, four cores for small deployments
	64-bit, eight cores for medium deployments
RAM	8Gb for small deployments
	16Gb for medium deployments
Hard Disk	80Gb for System Drive
	Hard disk space is dependent on the size of your SharePoint content.

For large deployments, GimmalSoft will work with the client to specifically perform configuration and sizing estimates based on estimated usage and data sizes.