 | Key features include: - FileNet ZeroClick file capture: The dynamic nature of Records Crawler's import features sets it apart from other solutions, and permits sophisticated and targeted file handling. With full support of FileNet ZeroClick functionality, Records Crawler provides a fully automated and centralized document capture process, in which files matching specific business rules are automatically indexed and archived in the FileNet repository. The inclusion of an advanced rules engine greatly enhances the flexibility with which documents can be loaded into FileNet repositories or managed in place in the file share.
- IBM FileNet Records Manager integration: Records Crawler's tight integration with Records Manager helps organizations adhere to records management policies and file plans by simplifying the declaration of files as corporate records. Records Crawler allows the declaration of documents as records during the capture process – including the dynamic assignment of a Records Manager classification – eliminating the need for a separate declaration step or event trigger and reducing the opportunity for user error. For organizations implementing a new IBM FileNet Records Manager system or migrating records from a legacy file system, the issue of adhering to file plans is no small task. Since Records Crawler has been architected to support Records Manager, administrators and records managers can be assured that file plans are adhered to when migrating files into Records Manager.
- On demand processing and securing of files: Records Crawler can automatically load documents into FileNet as they are placed in a monitored location on the file share, or documents can be loaded following a pre-defined schedule. Post-processing options include the ability to leave documents in place, move them, flag them, or replace source files with P8 shortcuts so that users will be able to find documents that had been loaded previously. Records Crawler also supports the ability to change the file system security to "read only" to help maintain the document's authenticity for the period prior to destruction. Business users can access the documents that have been processed by Records Crawler, but cannot modify or delete them.
- Extend Records Management Control: Becoming compliant with external and internal regulations requires many organizations to extend records management control to documents scattered throughout their organizations. Rather than moving huge volumes of files into centralized repositories, Records Crawler can be used to extend control over organizational file shares and manage documents "in place."
- Bulk document import: Organizations often have to import large volumes information into their FileNet repositories, such as statements, invoices, or activity reports, on a frequent and regular basis (for example, weekly or monthly). Records Crawler enables automated, scheduled or constant bulk loading of such files into IBM FileNet Content Manager, Image Manager and Content Services repositories, so that management processes can be initiated without delay. End users who create large amounts of new content can quickly add multiple files into FileNet with a simple drag and drop without having to manually fill out properties, saving considerable time and effort. Because the profiles for loading files are predefined, FileNet administrators can be certain users are adhering to established policies.
- Improve business processes: Records Crawler allows critical documents residing outside P8 to initiate and play a significant role in business processes. Organizations thus have a means of connecting content not in the enterprise content management repository to business processes throughout the enterprise, providing value and tangible returns above and beyond the initial investment.
IBM FileNet Records Crawler provides numerous technology and business benefits: - Works with many IBM FileNet ECM products: IBM FileNet Content Manager, Content Services, and Image Manager repositories; IBM FileNet Records Manager and IBM FileNet Business Process Manager.
- Provides automated rule-based capture.
- Includes configurable business rules.
- Provides manual user-based capture.
- Offers configurable file handling options.
- Provides document shortcuts.
- Includes metadata file support (CSV and XML).
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