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Gartner defines records management systems (RMSs) as the tools used to enforce policies and rules for the handling of an organization’s content to meet their information governance requirements. An RMS addresses the retention and disposition of content required for documenting business transactions to be compliant with regulatory and organizational mandates. The system supports policy execution and management with audit capabilities. Traditionally an RMS is a built-in component of a single document management system or a free-standing hosted or SaaS solution. Over time, some vendors have provided records management capabilities that work across several of their own repositories. More recently, vendors are providing capabilities that can manage the life cycle of content across multiple systems or repositories, including those of other vendors.
Personal productivity services records management. These capabilities include application connectors that connect to productivity suites to manage records and holds. Often, systems manage the content in place within the productivity platform and may later move it to a separate repository.
Record holds management. These capabilities are typically used to apply holds to information so that it is not subject to normal disposition rules and will be kept until the legal hold is lifted. In an RMS, holds will prevent information from being disposed of in the source system.
Retention schedule management and administration. These capabilities allow administrators to define policies that will later be applied to individual records. Such policies include a records retention schedule, which is part of the broader set of information governance policies. Policies may overlap and more than one policy may be applied to a record.
In-place records management (multivendor repository support). These capabilities include application connectors that are used to crawl source systems and may bring information including content, metadata, permissions and retention labels into the RMS or such information as is sufficient to protect the record and identify the source. Connectors support a wide variety of document management systems, document management applications and enterprise applications.
Collabspace CONTINUUM is a software designed to manage and preserve business information by providing secure storage, discovery, and lifecycle management capabilities for electronic records and content. It enables organizations to aggregate data from multiple sources, including cloud platforms and on-premises systems, into a single repository. The software offers advanced search and document classification features, supports compliance with various regulatory requirements, and automates processes such as retention and disposition. Collabspace CONTINUUM addresses the business problem of information governance and helps organizations reduce risks associated with data loss or unauthorized access while ensuring that information can be efficiently retrieved and managed across its lifecycle.
The Content Innovation Cloud unifies and activates enterprise content, transforming unstructured data into governed, AI-ready intelligence that powers automation and delivers actionable insight. By connecting information across systems, processes, and people, it transforms how organizations work—enabling faster decisions, greater efficiency, and new possibilities for innovation.
AvePoint Confidence Platform is a software designed to facilitate the management, protection, and governance of collaboration data across cloud-based environments such as Microsoft 365, Google Workspace, and Salesforce. The software provides solutions for data migration, backup and recovery, records management, and compliance with regulatory standards. It helps organizations safeguard sensitive information, automate administrative tasks, and maintain access controls for users and content. The software also offers features to monitor usage, optimize storage, enforce retention policies, and enable auditing of user activities to support risk management and transparency in collaborative platforms. Its integrated approach addresses challenges related to data protection, lifecycle management, and regulatory compliance for enterprise workloads.
Streamline data retention and reduce risk with a solution mapping over 750 records to a library of regulations covering over 300 US and international jurisdictions. Simplify and operationalize defensible records management and identification of records ready for deletion.
Gimmal Records is a software designed to manage the lifecycle of physical and electronic records within organizations. The software provides features for records classification, retention policy enforcement, and disposition management to help ensure compliance with information governance policies and regulatory requirements. Gimmal Records integrates with enterprise content management platforms and file shares, enabling organizations to automate records declaration and manage information in place without moving content. The software addresses the business problem of simplifying records management processes and reducing the risk associated with unmanaged information by providing centralized control, detailed audit trails, and reporting capabilities.
Objective Nexus is a software designed to support secure and collaborative management of documents, records, and information within regulated environments. The software offers features such as document control, version management, workflow automation, and compliance management. Its capabilities facilitate organization-wide content sharing, enable structured collaboration among teams, and support adherence to governance standards. Objective Nexus addresses the business problem of inefficiency and noncompliance in document-intensive processes by providing a centralized platform for managing information lifecycle, access permissions, and audit trails, ensuring that organizations can maintain regulatory obligations and streamline document management operations.
RecordPoint Data Trust Platform is a software designed to provide organizations with a centralized approach to managing, governing, and protecting structured and unstructured data across multiple systems. The software offers features such as data discovery, classification, retention, disposal, and compliance management. It enables automation of data lifecycle policies to ensure information meets regulatory requirements and internal governance standards. RecordPoint Data Trust Platform addresses challenges related to data privacy, security, and policy enforcement by providing analytics, reporting, and auditing capabilities, helping organizations reduce operational risk and support decision-making through improved data oversight.
ZL Tech Platform is an information governance software designed to manage unstructured data across organizations. The software offers features for information archiving, eDiscovery, records management, compliance, and analytics within a unified framework. It centralizes data from sources such as email, file shares, and collaboration tools, enabling organizations to handle data lifecycle requirements, retention policies, and legal holds. The software aims to address business challenges related to regulatory requirements, data privacy, risk mitigation, and operational efficiency by providing oversight and control over large volumes of enterprise information.
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