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Every organization has some sort of directive to manage their records effectively.  It is often difficult to closely adhere to these directives, since there are few tools that manage records well.  Tools that are good at managing records are often not suited to the operational use of records in business processes, and tools that are optimized for specific business processes often do not consider the long-term management of records used in those processes.  What if I told you there was a way to manage business records while still leaving them where they are used by the business processes? 

WesternIM’s AgileIM tool applies Records Management policies to documents without requiring that the documents be moved out of their native business application or requiring that records management functionality be integrated into the business application.  AgileIM can monitor content stores, build an inventory of the documents stored there, classify the documents according to your organization’s Records Classification System (RCS), and apply the records policies that are implemented in that RCS.  All without requiring that the document leave its native business application or requiring that business users learn Records Management techniques. 

AgileIM allows you to import your RCS, with all of the records policies dealing with retention, disposition, security, privacy, legal status, or others, into the Classification Manager.  If you don’t already have an RCS, one can be built manually within Classification Manager.  Whether imported or built manually, Classification Manager allows you to view, report on, and edit your RCS separately from its application to documents and records. 

Through the use of Electronic Profiles, AgileIM monitors existing content stores.  Multiple Electronic Profiles can be created, allowing AgileIM to manage records across multiple applications, all from a single console.  Electronic Profiles can be synchronized with the content store automatically, on a continuous basis, on a scheduled basis, or on-demand.  AgileIM builds a database of all documents in the Electronic Profile, allowing policies to be applied or metadata added without modifying the business application. 

Once synchronized, AgileIM uses Data Rules to examine documents and determine how the document should be classified, or what policies should be applied to the document.  AgileIM has an AI engine that can assess the document and determine the best fit for classification.  AgileIM can also add metadata to a document and populate that metadata through the AI engine.  This allows a full picture of the content store to be built up, all without requiring the input of a human Subject Matter Expert. 

Documents can now be managed through AgileIM, without requiring intervention into the business process.  Documents can be searched for or reported on, based on the classifications, policies and metadata that have been attached to the documents in AgileIM.  If retention policies have been attached, disposition reports can be created to indicate documents which may need to be destroyed, archived or transferred. 

 With AgileIM, Records Managers can manage the information stores of their organization without disrupting business processes.  Records can be managed in-place, without requiring additional repositories to store records, or requiring users to look in multiple places to find the information they need.  Organizations no longer need to choose between managing their records or using them in business processes. 

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