OFFICE 365 + RECORDS365: THE INTELLIGENT

SOLUTION

RecordPoint Records365 supplies a platform that delivers a modern compliance and information governance solution. It provides an organization with the agility to better manage its information assets and gain real visibility and insight into the data and knowledge it holds across a range of content repositories. In a technology world that is constantly changing and evolving, providing organizations with a platform that can easily connect to and manage this content is more important than ever before.

With Records365, RecordPoint has developed a platform that can easily connect to any location that houses records, including Office 365. Referred to as ‘Federated Data Management,’ this approach provides organizations with greater visibility and control of its information repositories and delivers a fully integrated records management and compliance solution.

A key benefit of this federated, in-place records management approach is that Records365 allows the business to take full advantage of content services, without burdening the end user. We make your content services (such as Office 365) the star and enable the management of records behind the scenes, but the people who understand the full lifecycle of your content. As a result, Records365 helps deliver the following results:

• Improved visibility of content through a single system.

• Reduced eDiscovery times and costs.

• Mitigation of risks related to non-compliance with regulatory and industry standards. These can result in significant fines, penalties, or loss of operator licenses.

• Increased staff productivity. No limit on the ability to create, manage, collaborate, and easily access information assets.• Automation via machine learning and records management tuned rules.

• Increased cost savings through the deprecation and consolidation of legacy ECM workloads.

WHAT ORGANIZATIONS WANT FROM A COMPLIANCE AND GOVERNANCE PLATFORM

Organizations want to simplify the process of capturing, accessing, and managing records. These organizations use electronic and physical records to inform and capture business decisions. Organizations also want to leverage insights and knowledge available in their information assets.

Organizations also need to remain compliant across more types of information. They need to declare emails, documents, videos, calls, and more as records is a simple manner.

A RecordPoint, it’s our mission to continuously look at records, compliance, and governance requirements as they evolve and innovate to keep our customers risk free. As a result of our experience and research, our customers have indicated their key records management pain points from multiple industries, geographies, and organizational types. When these issues are covering the risk for an organization, they know they have an easy, intelligent, and trusted compliance and governance solution working for them.

COMMON ORGANIZATION REQUIREMENTS FOR COMPLIANCE AND GOVERNANCE SOLUTIONS ⚫ = Meets all requirements ◐ = Meets some requirements ○ = Does not meet requirements

Records as a ServiceRecords365 cloud-first, SaaS records

management system designed to unify and control all of your content sources.

Extensible Connector FrameworkConnect your favorite content sources to

Records 365 for a centralized management experience.

Platform AgnosticYour data shouldn’t be held captive by your

legacy systems. Unlock your data and achieve standards compliant RM outcomes.

IntelligentAccelerate productivity and provide

more accurate business outcomes with embedded machine learning.

Turnkey ComplianceLeverage Records365’s rules-based engine

to manage and automate your records lifecycle.

Global Availability Globally available and supported by our international team of talented records consultants & support representatives.

RECORDS365 AND OFFICE 365: THE SOLUTION FOR HIGHLY REGULATED AND GOVERNMENT ORGANIZATIONS

Office 365 meets many critical business challenges. The out-of-the-box capabilities can address simple Records Management requirements. However, there are more complex workloads in highly regulated or government organizations. These workloads need advanced records management capabilities.

Examples include:

• Management of content in a variety of content locations and structures.• Simultaneous support for cloud and on-premises content.• A unified and actionable view for all enterprise content.• Classification via visual rules and artificial intelligence.• Complicated disposal and workflow needs.• Reporting and exporting of Records.

• Hybrid records and other scenarios outlined in the table below. In these cases, RecordPoint and Microsoft together are the best partners to supply a compliance solution. According to Gartner, these solutions combined are the best solution we meet the needs of these organizations. The combination ensures that you meet the needs of advanced records management requirements and legal obligations. RecordPoint focuses on extending Office 365 for highly regulated and government organizations. These organizations need advanced records management capabilities. This approach could be to replace an existing system such as OpenText or Documentum. It can enable specific complex regulatory or legislative outcomes.

Records365 delivers this by managing all your content both inside and outside of Office 365. When combined with Records365, Office 365 can meet and exceed advanced records management requirements. Critical Records Management scenarios include physical records management and complex categorization. We also help with data prioritization, multi-stage disposition, and complex archive-based exports, e.g., NARA, VERS, UK TNA. Records365 is the only solution that can meet these compliance standards and more.

OFFICE 365 VERSUS RECORDS365 CAPABILITY COMPARISON

Below is a table of the key features that best highlight how Records365 extends and enhances Office 365. Together the systems deliver a more compliant risk and information management solution.

OFFICE 365 AND RECORDS365: A CUSTOMER SUCCESS STORY

A government archive organization is an official archive and publisher for their government. They hold official records and are custodians of nationally essential documents. Their role is to collect and secure the future of the government record. These records include both digital and physical, to preserve them for generations. The content should be accessible and available to the public.

The organization used its existing Microsoft enterprise agreement for licensing. They converted to Office 365 licenses. The organization also decided to use RecordPoint Records365 to extend the capabilities of Office 365. They needed to meet their advanced records management requirements.FROM LEGACY ECM TO THE MODERN WORKPLACE

The first stage of delivery involved migration from Objective to SharePoint Online. They did this through the RecordPoint delivered Compliant Migration as a Service (CMaaS). The government archive organization has done great work in maintaining their existing file plan. The migration to SharePoint Online will make use of the current work done in their Objective environment. As the organization matures with its use of Office 365, Records365 will be able to manage more workloads. Examples include Teams, Groups, Exchange, and more.

SharePoint Online provides the organization with the ability to create structured sites. In these sites, they can capture, manage, and surface corporate information. Records365 then manages the content without being intrusive to the end-user. COMPLIANCE WITH RECORDS MANAGEMENT LEGISLATION

Records365 is the government archive organization’s ideal solution. It has a desire to be rigorously compliant with records management legislation. Records365 is designed to be compliant with European Standards, ISO15489, ISO16175, and more.

Records365 offers the ideal platform for public sector organizations. As a result, the platform helps organizations address their modernization and legacy sunset challenges. Deploying Records365 enables the organization to be compliant and cost-effective.

MEASURING THE RESULTS

• Projected savings of up to 60% annually for a modern ECM solution.• The best compliant migration solution to SharePoint Online.• Easy-to-use product that improves productivity and empowers end users to use and adopt.

• Dynamic rules engine that understands records context. It makes content compliant and automates records classification.RecordPoint is proud to supply a solution for the government archive organization. The solution that will allow them to move to a Modern Workplace. They can replace existing legacy systems and unlock the capability of the cloud. RecordPoint has an easy, modern, and trusted approach to information and records management. RecordPoint’s Cloud-hosted offering and compliant migration service makes the journey to the cloud seamless.

OFFICE 365 AND RECORDS365: THE INTELLIGENT SOLUTION

Microsoft has a robust and competitive strategy. They offer collaboration and modern content services with Office 365 and related offerings. Microsoft is the dominant player for collaborating and related tooling. Office 365 provides a strong foundation for the modern workplace.

RecordPoint is a proud Charter Member of the Microsoft Content Services Partner Program. RecordPoint works closely with Microsoft to meet advanced compliance, risk management, and governance needs. Together, RecordPoint and Microsoft Office 365 offers a complete solution. Together the solutions offer compliant collaboration, content management, and management of risk.

ADDITIONAL RESOURCES

You may also want to download these whitepapers by Gartner. They will help highlight the current story around Office 365 and further justify the need for tools like Records365. Please note, you do need a Gartner subscription to download: • Microsoft Office 365 Grows Records Management Maturity, but Falls Short for Regulated Industries • Supercharge Autoclassification of Records Through Retention Policies and Schedules • Assess the Features and Choose the Right Strategy for Records Management in Office 365 • Cool Vendors in Content Services, 2018 RECORDPOINT HAS ALSO CREATED SOME ADDITIONAL DEEP DIVE CONTENT INTO THE OFFICE 365

COMPLIANCE FEATURE SET:

• How to Do Case Management in Office 365 as explained by an independent third party (registration required) • How Retention Works in Office 365 • Advanced Data Governance Labels and RecordPoint: Better Together

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