Records Management

Records Management (RMA) by Xtendis

Xtendis is known as document management system. But did you know our software also has the required functions for records management?

1. In addition to digital documents, the Xtendis platform also manages other files, such as e-mails, images, sound fragments, and images.
2. In addition, Xtendis stores the information related to the life cycle of an object and its management. From file creation to destruction.

Xtendis ensures that you can demonstrate that a specific event has occurred. Legislation can be an important reason for you to get started with RMA. The actual content of an object is of minor importance here.

What is Records Management exactly?

Records Management with Xtendis ensures that you can demonstrate that a specific event has occurred. After all, you can directly retrieve the records (such as e-mails and images). Legislation and regulations can be an important reason for you to get started with Xtendis as a record management system. For example, your company can comply with the GDPR rules with Records Management. The actual content of an object is of minor importance here.

Xtendis RMA answers the following questions:

• HOW did a file come about?
• WHAT should be done with the file?
• WHO is responsible for the file?
• WHICH process has been followed?

Records Management functions of Xtendis

Management
Xtendis has a dedicated management environment, the cockpit, which allows you to set up processes, set retention and destruction periods, transfer archives or parts of them. The cockpit includes audit trail capabilities to determine who did what and when. Records Management couldn’t be easier!

Processes

Automatic import processes make Records Management extremely easy. This way you can automatically add files to Xtendis. During this process we add characteristics from which the origin of the files can be traced. You can also record work processes in Xtendis. These so-called workflows determine what should be done with a file, such as checking, publishing or approving.

Findability
Xtendis makes it possible to record many attributes on which a file can be found. You record per file: status, owner, author, date of creation and destruction, and document type. This allows information to be found quickly and easily and also to demonstrate who is responsible for it.

Version control
Xtendis ensures that you always know which version of an object is the most recent and who is responsible for it. A change to a file always leads to a new (sub) version without overwriting the previous version.

Archive
When creating a new document, Xtendis automatically changes this file to an unalterable archive format. You also determine the retention period of the file. This prevents files from being stored unnecessarily or unjustly for a long time, which may be in conflict with applicable legislation.

What are the benefits of Xtendis Records Management?

• Automatic archiving, transfer and destruction of files.
• Management environment with audit trail options.
• Optimal accessibility of files.
• Interface options with other systems.
• Integrated versioning.

Do you want to know more about the possibilities that our DMS Xtendis offers in the field of Records Management? Or as a traditional document management system (DMS)? Please contact us, we are happy to help you. Check out our Case Studies and see which organizations preceded you!