Oracle has been serious about records management since they stepped up to the plate offering their first enterprise Records Management application in 2007. But that was 10g Release 3. Now it's 11g and it is the only product to successfully pass all parts of DoD 5015 V3 certification testing, including Baseline RM, Classified RM, Freedom of Information Act (FOIA) and Privacy Act (PA) RM. The question is, what are the other enterprise content management vendors doing?
Oracle Universal Records Management
Oracle Universal Records Management is the first product that empowers organizations to apply records and retention policies, as well as legal discovery and holds, to all relevant content across the enterprise — from e-mail attachments and content stored in file servers to physical records in a warehouse.
It defines, manages and executes these records and retention policies for all enterprise content from a single server and on a U.S. Department of Defense 5015.2-certified records management platform, which incorporates new requirements, such as archiving and transfer.
According to Oracle's new blog, which aims to keep us informed of all things ECM related, Oracle URM 11g is the only product certified against all three parts and under FOIA and PA. It is also certified against both Beehive and Exchange email servers and is one of four vendors certified for classified records management.
Oracle may be the first to be certified against ALL parts, but they are hardly the first to be certified. Back in January, Open Text announced that they had achieved certification for the US DoD 5015.2 v3 specification, including integrations with SharePoint and SAP, of which they boast they are the first and only.
So what's the big deal about being certified against version 3? The DoD 5015.2-STD certification process serves as a way to demonstrate that records management software meets mandatory functional requirements for use in the U.S. federal government.
The standard is widely recognized not only in government, but also in the private sector. By being certified, records management solutions, like Oracle's can assist corporations to achieve compliance and reduce risk by enabling them to control how and for how long enterprise content is retained. It also ensures destruction of that content when this time has elapsed.
A Single Server to Support the Process
Oracle Universal Records Management, in particular, provides a single server to perform records management, retention management and legal discovery across an entire enterprise. Records schedules, retention policies and legal holds are defined and processed centrally—and applied to the content wherever it resides.
As the burden to comply with federal regulations, such as the Sarbanes-Oxley Act, the Health Insurance Portability and Accountability Act (HIPAA) and U.S. Securities and Exchange Commission 17a continues to grow, leading companies continue to spend heavily on applications to control information retention and disclosure.
With so many records management tools certified to meet these standards, effective records management are within reach.