Vignette Records Manager ®

Product Datasheet

Overview • Retain immutable corporate records captured from desktops,

file servers, e-mail servers, or any business application
Vignette Records Manager is a system for managing electronic and
• Destroy records in accordance with defined
physical records and other assets to facilitate risk and compliance
corporate policies
management, and improve access to key information assets.
Organizations can capture and manage a wide variety of records • Facilitate rapid electronic discovery across the enterprise
including documents, E-mails, images, faxes, database records and
• Associate records with litigation cases so they are not
Web transactions. Vignette Records Manager can be used stand
destroyed prematurely
alone, or may apply records management discipline to existing
business applications. Vignette Records Manager provides deep • Integrate tightly with Microsoft ® technologies to increase
integration with other Vignette ECM applications to automatically usability and adoption and to simplify access
create records from appropriate content.

Vignette Records Manager can:

• Provide superior risk management support through identification,
management and retention of sensitive information
• Apply risk management and compliance controls to both traditional
and Web-based interactions
Corporate Wide Record Keeping
Manage records across the organization independent of their
source using Vignette Records Manager’s external repository support.
Electronic documents may be created and stored in a variety of
locations including network file systems and proprietary image and

Figure 1: Vignette Records Manager Search

document repositories. With Vignette Records Manager, a single
records management console can be used to manage the lifecycle
of records created in many different systems.
Vignette Records Manager has a tight integration with Microsoft ®
Office SharePoint Server 2007, allowing knowledge workers to easily
declare documents as records from within this common environment,
and allowing organizations running SharePoint to adhere to DOD
5015.2 Chapter 4 practices.
Proprietary repositories are supported by developing customized
adaptors. Vignette Records Manager supports two models for
external records:
• Replace with Link: The best solution for long term archiving
as records are retained even when host systems are replaced,
and record security is enforced. Each record is removed from
the native repository, replaced with a link and retained in
Vignette Records Manager.
• Link in Place: A simple method of centralizing the administration
of records in other repositories. Records remain in their native
repository but are managed by Vignette Records Manager.
In addition to managing records in other repositories and systems,
Vignette Records Manager manages records created in Vignette
ECM. Content that may become records includes:
• Web transactions on a Web site
• Documents being shared as part of a collaborative project
• Content published on a Web site
• Images captured as part of a business process
• E-mail threads captured during a customer discussion
Figure 2: Browsing the Vignette Records Manager File Plan
using Windows Explorer
Secure Records Management
Securely retain electronic records as evidence of an organizations
activity. Electronic records must be managed securely so that their
authenticity is beyond challenge when presented to a court. Vignette
Records Manager uses advanced ‘fingerprint’ technology to help
ensure records can not be modified or compromised. The content of
each record is encoded forming a unique ‘fingerprint’ which is
automatically compared with the content of the record when it is
retrieved. The same technology can also be utilized to avoid
duplicate records being captured, improving record keeping and
storage utilization.
User access to records is limited by advanced security controls
that include:
• User and group access lists that define access levels to
specific records
• Supplemental markings that must be included in a users profile
to gain access
• Definable security levels (top secret, secret, confidential, general
access etc)
Audit trails can evidence every access to individual records providing
a complete history of access and modification. Time stamped entries
can be recorded against every record to provide a complete history
of record access.
Figure 3: Imported Shared Drive - Presentations
Compliance with Records
Management Standards
Meet records management standards and legislation while improving
productivity and corporate performance. Vignette Records Manager
has been developed with records management compliance built in:
• Vignette Records Manager supports document and Web
transaction non-repudiation with built-in record encapsulation,
digital fingerprints, date and time stamps, encryption, audit trails,
capture of Web transactions through Vignette WebCapture, bulk
and desktop e-mail capture, and storage of documents directly in
secure database tables.
• Vignette Records Manager is certified as compliant with US DoD
5015.2 (Chapter 2 and Chapter 4), approved by The National
Archives (UK) and has been designed to meet or exceed other
records management standards.
• Vignette Records Manager includes capabilities for meeting
regulatory mandates—including the Sarbanes-Oxley and Gramm
Leach Bliley Acts—and industry regulations such as SEC17a–3 and
17a–4, HIPPA and NASD 3010/3110.
Vignette Records Manager delivers the full breadth of features
needed by government and businesses for record lifecycle
management in a single, enterprise-scalable information
management system.
Features & Benefits
Records Management
• Lifecycle management enables records
to be kept for the regulatory period
• Flexible classification ensures it is easy
for users to add documents, but enough
data is captured for formal records
classification
• DoD 5015.2 compliant and The National
Archives (UK) approved
Litigation Management
• Register and manage legal cases
Electronic Information Capture
• Comprehensive electronic record capture
enables comprehensive corporate record
keeping
• Bulk import—simplifies system conversions
and integration with other document
sources
Imaging and Indexing
• High volume scanning allows transition
from paper records
• Page-at-a-time-retrieval provides instant
access to images
E-mail Archival
• Bulk capture e-mail for audit and
compliance applications
• Automatic indexing can reduce overheads
and improve discovery
Network File Server Management
• Gain control of documents on unmanaged
network file servers
Collaborative Document Services
• Full text and metadata searches provide
simple access to records and documents
• Desktop integration provides seamless
access to documents and records form
standard desktop products
• Single sign-on removes the additional
login screens and helps improve usability
Deep Microsoft® Integration
• SharePoint 2007
• Office 2007
• Windows Explorer
• RSS
Enforce full document and record expiration management with highly flexible metadata
definitions for attribute grouping, repeatable elements, multi-item attributes, default values
and pick lists. Vignette Records Manager supports file plans for custom creation and definition
of container types and attributes according to defined classification and security policies.
Electronic and physical records can be managed with full audit trails at both the record and
container level. Records can be managed across the organization through record cut-off
control, disposition review cycles, manual authorization steps, critical record reviews and
transfer of information between departments and between different storage media.
Vignette Records Manager addresses the needs of Corporate Councils and Lawyers
managing litigation. Each litigation case is registered with configurable metadata elements
(eg: case number, case name, status, start date, end date, etc). Electronic discovery can be
performed spanning all information sources across the enterprise. Records can be associated
with any number of legal cases to prevent premature destruction while cases are ongoing.
E-mail notifications can be automatically sent when cases reach key milestones.
Successful electronic records management begins with the capture of relevant electronic
versions of information, whether it is contained in e-mails, images, electronic documents,
online transactions or other data records. Capture all these information assets using Vignette
Records Manager, which supports streamed data records (ASCII, XML) as well as fax and
e-mail gateways. Vignette Records Manager can also record Web transactions as immutable
records using Vignette WebCapture.
Convert from physical records to electronic records by scanning existing records. Ensure
against natural disasters by replicating images off site. Unlock corporate knowledge by
allowing parallel access to digital records at any time of day and from remote locations.
Access distributed or centralized scanning and indexing of data, with support for independent
or remote scan workstations. Supports rapid page-at-a-time access to images that is critical to
user acceptance when replacing large paper documents with multi-page images.
Capture, categorize and archive high volumes of internal and external e-mail and instant
messages using bulk e-mail archiving function. Auto-declare them as records, according to
business policies. Metadata about the sender, recipient(s), date/time, subject, category,
user-defined attributes and the content of the e-mail body and attachment(s) is automatically
extracted from each e-mail message and stored in the database for easy filtering, searching,
retrieval, auditing and long-term storage.
Organizations typically have large volumes of documents stored on unmanaged network
file servers. These file servers can be automatically scanned with the documents being
migrated to the Vignette Records Manager. As the documents are processed, they are
replaced with WebDAV links, allowing users to continue to use their existing tools, such as
Windows Explorer and Microsoft ® Office, to access and edit the files as they always have.
However, the migrated files have security, versioning, retention, and auditing applied to them
automatically, and are available for electronic discovery and litigation purposes.
Manage information assets through their entire lifecycle with check-in and check-out,
versioning, full audit trails, and document review and approval workflows. Documents can
be organized by section to support compound document applications and high performance
page-level retrievals. Documents may be searched by specific metadata, multi-field query-
by-example, indexed full text search and thesaurus search, or by browsing through file
plan hierarchies. Vignette Records Manager allows users to create records directly from the
Microsoft ® desktop, Microsoft ® Office or Microsoft ® Outlook. Vignette Records Manager
offers advanced security across documents, records and processes using groups, users, roles,
custodians, security hierarchies, and supplemental markings. It helps reduce administration
costs and improve user experience with single sign-on and existing LDAP user directories.
Adoption of records management principles will not be successful unless the technology is
highly transparent and deeply integrated with the tools knowledge workers use on a day
to day basis. Vignette Records Manager simplifies the capture and declaration of records
through tight integration with Microsoft ® SharePoint 2007 and Office 2007 (Word, Excel,
and Outlook), including automated metadata extraction from the Office 2007 XML file
formats. It also simplifies access to existing records, allowing Windows Explorer to be used to
browse the file plan (using WebDAV), and supporting Microsoft ® Outlook for subscription and
notifications of new records of interest (using RSS).
Summary
Vignette Records Manager is a comprehensive enterprise records
management system that enables organizations to apply risk
management controls across high volume transactions and the entire
breadth of their business records and communications. Vignette
Records Manager is designed for high-performance capture,
management, archive and delivery of business-critical information
to help organizations address their regulatory compliance needs.

Vignette Records Manager is part of an integrated family of ECM

products. With these products, Vignette’s customers increase their
productivity, reduce their costs, manage their risk, and improve their
interactions with key constituents.

For more information about Vignette’s Enterprise Content

Management solutions, and their demonstrated value to
over 1,700 organizations worldwide, visit www.vignette.com
or call +1 888.608.9900.

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DS1007_Records-Manager Publication Date: October 2007. Copyright 2007 Vignette Corporation. All rights reserved. Vignette, the V Logo, e:fficiency and e:fficiency experts are trademarks or registered
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