CMSWire recently looked at why Google Docs is not Enterprise CMS. We did note at the time, that the on-going development of both native and 3rd party functionality was shifting its shape. The most recent of these additions brings certified records management functionality to Gmail and Google Docs.
Over the years, Recman has done a lot of work with Google Apps, but the release of a records management module for Gmail extends its reach, even to home and micro business users who think they might be interested in records management.
Regardless of the lower end of the market, the offering is going to appeal to the SMB space at a pricing level, but also at a functionality level in that it offers easy-to-set up records management that supports ISO 15489, DoD 5015.2 and MoReq2.
RecMan Records Management
RecMan for Gmail is the second in a suite of applications for users of Google Docs and offers, as you might expect, records management of emails that are coming through the Gmail domain.
With it comes a bunch of things that we like to see in records management applications, such as tiered file plans, retention schedules, disposition policies and legal holds, all accessible through a browser interface with centralized controls and access management.
Working with the Google’s Gmail architecture, RecMan says it has designed its records management application to comply with the six critical compliance needs outlined by the Association of Records Manages and Administers (ARMA).
RecMan for Gmail
RecMan for Gmail integrates with users’ Google Apps-based email accounts, and appears as a widget for users to gain access to and file their email messages. File plan policies and retention schedules are applied once the emails have been placed into the appropriate area.
The result is an application that can apply metatdata generation and management, in the case of Gmail, to email messages, which includes the ability to add, edit and index detailed metatdata of email messages and documents in the email.
The metadata management also enables users to manage records in Gmail and Google Docs repositories that can define and set data cues that support and automate the records management process.
In the event of litigation and e-discovery, using built-in metadata rules can also help determine where legal holds are necessary.
And it’s not complicated to set up -- you take these 5 steps:
- Create your classification scheme in RecMan, which will be shown as shared folders in Google Docs and Gmail
- Create record retention policies for each document type
- Give viewing and filing permissions to your users or groups to each level of the classification scheme
- Define who is the official owner of the records
- Apply a record retention policy to each level of the classification scheme
Editor's note: You may be interested in Why Enterprise Content Management and Google Docs Are Not the Same.
After setup, users drag-and-drop files and documents into the managed shared folder directory they see in Google Docs, or choose the right classification in the Gmail Gadget. Management policies are applied so files cannot be changed or deleted.
Finally there’s the pricing. While most people have Gmail accounts, not many people are willing to pay for records management that can be used even in the enterprise.
RecMan for Gmail, puts pricing within reach of everyone. RecMan for Google Docs is US$ 20 per user per year, while RecMan for Gmail is also $20 per user per year.