HP RM 8.0 Search View, information management HP RM 8.0 Search View

Today’s release of HP Records Manager 8.0 pulls together three existing technologies in the HP-Autonomy portfolio. But the vision it is offering is much wider than simple technology integration. With HP RM 8.0, HP is offering a new product that makes records management more about information governance than records, and offers enterprises a way to manage entire information lifecycles. 

Unveiled at the HP Information Governance Forum in Melbourne, Australia, this morning, the new solution aims to optimize the value of information stored in enterprise repositories by identifying, locating and managing information wherever it is located.

HP-Autonomy’s Information Governance Vision

Prior to the release, we sat down with David Gould, Global Director of Information Governance at HP Autonomy, and Joe Garber, VP of Information Governance at HP-Autonomy, and asked them about the new vision of records management transformed into information governance.

The problem that this release tackles, they said, is the general perception in the information management space at the moment that information governance is a big, unwieldy problem that is too expensive for most enterprises to even look at.

Globally speaking, this probably explains why even now we see that many enterprises are unable -- or unwilling -- to tackle information management in the enterprise.

Using this as a starting point, HP-Autonomy has pulled together three different products within its existing portfolio, and put them under the HP Records Management 8.0 umbrella. The idea, they said, is to solve information governance issues modularly.

The products include HP TRIM, Autonomy Records Manager and Meridio Records Manager. Together they offer the possibility of managing data no matter where it resides, whether that data is structured or unstructured.

HP RM 8.0 is about converging all these three different products into a single solution. The idea was to provide a records management suite that covered not just the entire records management lifecycle, but also to offer integrated document management, long-term retention control, content searching and content indexing all in the same product.

Identifying ‘Dark Data’

Feeding into this is the simultaneous release of Autonomy ControlPoint 4.1, which includes enhancements that improve how the products in HP RM 8.0 work together.

While ControlPoint offers users ways of analyzing unstructured information, more importantly it defines what Gould and Garber describe as “dark data.”

Dark data is data that is occupying space in primary storage areas, but is not actually being used on a daily basis. With ControlPoint this data can be managed whereever it is, be it in SharePoint sites, email repositories, file shares or other redundant repositories. Once identified, it can be moved to a less costly storage area. Needless to say it can also dispose any information with no business value as business documents or as records.

The key, as it is across the entire HP RM 8.0 release, is information governance, and not just records management. There are there key areas that they have identified here and which HP-Autonomy will keep as the principles driving their roadmap for HP Records Management moving forward:

  • Controlling information: Knowing what information you have, where it is, what it is and how important it is to your business.
  • Compliance: Traditional application of records management from input to disposition.
  • Costs: Offers an insight into where unstructured information is being kept, and what the costs of keeping that information is.

There is one final element that Gould and Garber were keen to stress, and that is the mobile capabilities of the release.

Their response to the fact that so many knowledge workers spend so much time on the road is the development of HP RM 8.0 as platform neutral. The result is that it is accessible from all current mobile platforms including iOS, Android and Windows smartphones.

HP RM 8.0 WebClient Homepage tablet view.jpg
HP RM 8.0 WebClient Homepage tablet view 

With this release, it has built in security measures that will enable users to access and manage information in much the same way they would do it from their desktop. The focus, they say, is on the information worker and not on the technology itself.

HP RM 8.0 Functionality

So, with HP TRIM, Autonomy Records Manager and Meridio Records Manager all being pulled together along with the release of the upgraded ControlPoint 4.1, today’s release is a substantial one. It is impossible to outline everything that is on offer here, but there are a few notable points that feed into Gould and Garber’s vision.

The first thing that should be said is that it comes with a new user interface that makes all the new functionality accessible and easy to use from PC, tablets or smartphones.

While it offers the full document management and record management abilities of HP’s TRIM Records Management application, the integration of Autonomy Records Management and Meridio Records Manager bring a number of notable enhancements including:

  • A hybrid architecture that enables enterprises deploy as a service, or as an on-premises installation.
  • Upgraded capture and search across multiple sources including Microsoft productivity apps like Office, SharePoint or Outlook.
  • Management of SharePoint 2013 records from HP RM 8.0 without having to copy or move data.
  • Improved scalability and security allowing enterprises manage billions of content assets.

It also worth noting that due to its modular nature, it can be deployed as a standalone document and records management solution, or as part of a wider enterprise information governance strategy where it can be used to manage legacy structured and unstructured data.

Moving To HP RM 8.0

HP-Autonomy is also offering a simple upgrade for current users of HP TRIM, Autonomy Records Manager (ARM) and Meridio. While HP RM uses a lot of the underlying architecture design from TRIM, migration for those customers will be as simple as a normal upgrade. For ARM and Meridio customers, HP Autonomy will provide an upgrade toolkit.

Gould and Garber say that work on the platform will continue in the future, which is hardly surprising given that this is not just about a product, but an entire information governance strategy.

While there are no immediate milestones on the roadmap over the next 12 months, they say the principal goal will be to move existing customers onto the new platform. They will also be working on policy development around the way information is managed and the further integration of Autonomy technologies. HP RM 8.0 is available on September 15.