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Open Text Document Server, Alchemy Edition Records Manager

Facilitating Records management by creating, capturing and managing records for long or short-term compliance needs.

Open Text Document Server, Alchemy Edition Records Manager (RM), designed by records managers, for records managers.

Open Text Document Server, Alchemy Edition Records Manager is the records manager application for content and data stored in Alchemy repositories. With it, a records manager can easily create and manage file plans and apply them to any electronic document.

Physical files and files stored on the Windows file system can also be managed with RM. Starting with the basic file planning components such as record series/class folders, filing templates and retention rules, you can create any number of hierarchical levels to accommodate the most simple to the most complex records filing and management needs.

Electronic documents are declared (or "filed") into the record management system from Alchemy clients. Any file capture process supported in Open Text Document Server, Alchemy Edition (scanning, drag and drop from Windows, enterprise report capture and Office add-on) is now "record enabled". The end-user simply selects the record class defined in RM, enters the required metadata and declares the record. Once filed in the repository, the content is under the control of RM for the lifecycle.

Records can be linked to other records, searched, re-filed and disposed of according to pre-set rules. All actions taken on records can be controlled by the Open Text Document Server, Alchemy Edition Advanced Server security system (audit logging, Role-based access control). The manager can easily run reports to stay compliant with corporate and government policies. Record folders can also be "frozen", effectively suspending any disposition until a matter is resolved.

Always ready for Discovery or Audits

When it comes time for an audit or discovery, the manager can quickly and accurately produce records using Open Text Document Server, Alchemy Edition's powerful search and retrieval tools. The production results can be printed, faxed, emailed or even burned on CD or DVD along with a viewer and search engine.

Managing the Lifecycle

Managers can use the simple search tools in RM to quickly identify all records requiring a specific action such as disposition or migration, according to the retention rules.