RIM Managed Services

• Compliance auditing for legislation, policies, principles, processes, standards and procedures

• Auditing that the records collected or created by business units are stored in the recordkeeping system

• Monitoring that policies and procedures are being followed by everyone responsible for keeping records

• Health and integrity checks to ensure the recordkeeping system's integrity is being maintained

• Identifying areas for improvement in the recordkeeping system

Systems need to be opened to audit or they will become a closed system and closed systems tend towards chaos. Quality systems control the processes that develop and deliver products to their customers. If customers are relied on to inform of the effectiveness of controls, it may already be too late. An effective system will contain constant checks, tests and systems for corrective action. All of these need the support of independent checks from within the organisation. The practical application of auditing skills and knowledge to plan, prepare and conduct these checks are necessary to affect a useful audit.

• Managing users and user groups

• Monitoring audit logs

• User license management

• Configuration

• Reporting

• Portal management

• Security and access model administered

• Security classification model administered

• Library maintenance

• Reassign absent users' tasks and documents

CorpMem’s Application Administrators know MAGIQ Documents proficiently and monitor your instance of MAGIQ Documents daily to ensure it is performing optimally. Requests for configuration changes, such as new users or groups are dealt with promptly.

Losing valuable corporate knowledge relating to the administration of MAGIQ Documents is no longer a problem. Using a CorpMem Application Administrator means you will never need to train an administrator again or experience time delays due to employee absence whether unscheduled or planned.

• Capturing digitised documents

• Capturing records that can't be digitised

• Agreed record naming convention

• Timely capture of records into the recordkeeping system

• Applying a unique identifier to all records

• Recording the hard copy barcode

Capturing records into your recordkeeping system at the earliest opportunity is paramount to the effective management of records and information. Once records are captured into a recordkeeping system they provide evidence that a record has been made or received and the risk of loss is removed.

Using MAGIQ Documents’ native tools such as Workbench, CorpMem will register all digitised records into MAGIQ Documents, adhering to CorpMem best practice RIM processes, customised to meet your business rules and requirements. Digitised records include all scanned hard copy documents, emails and faxes.

Records registered by CorpMem will be trustworthy records that produce information that is reliable, inviolate and authentic.

Processing is undertaken remotely from your office.

• Functional analysis
• Folder creation
• Security classification
• Retention and disposal

Your Business Classification Scheme (BCS) is designed to support the recordkeeping requirements of your organisation. The design adheres to CorpMem's best practice RIM frameworks and processes and aligns with your business functions and activities.

• Input of required metadata to satisfy compliance

• Input of required descriptors

• Input of keywords

• Input of relevant codes

• Creation of required custom property sets

Indexing is the process of applying terms or codes to records so that they may be searched for, retrieved and analysed across classifications. Many organisations are hampered because indexing is disregarded, making information difficult to retrieve.

Indexing is the simpliest and best way of ensuring that all your unstructured data assets (documents, photographs, video, audio etc) and structured data assets are aligned and indexed to your business functions and activities. When indexing is used in conjunction with full text retrieval your time spent searching is significantly reduced.

CorpMem indexes your records with at least the minimal metadata, terms and codes agreed to with your organisation. Indexing terms are aligned to your business thesaurus and business rules.

• R&D schedule design and review
• MAGIQ Documents R&D configuration and maintenance
• Execution of disposal actions
• Retention and disposal reporting
• Electronic destruction
• Transfer arrangements

Retention and disposal determines how long information and records should be kept and at what point records no longer have value and can be legally disposed of. Disposal includes archiving, transfer and destruction.

• Design and configuration of user groups

• Allocation of user and group permissions to folders and documents

• Audit log analysis

• Reporting

Allocating and managing user permissions to authorise creation, access, alteration and deletion of records is a significant responsibility. It is also one that can become cumbersome and difficult as the structures within the recordkeeping system grow in complexity and the user base increases.

CorpMem designs a security and access model that fits your organisation’s requirements. The best compromise between individual and role-based access is applied to your system allowing individuals to manage their own documents while corporate information is secured under a broader model.

• Reading the document

• Comprehending the content

• Understanding the business context

• Identifying the document's classification

• Classify documents into the appropriate BCS folder

• Confirm security access permissions

Classification is the process of categorising records generated by business activities and putting them into the appropriate place in a business classification scheme. Records are categorised in systematic and consistent ways to facilitate capture, protection, retrieval, maintenance and disposal.

Classification is a highly skilled job that is often given to people who don’t have the required skill set. CorpMem recognises that classification is a skill that requires training as well as natural aptitude. Only people with the right skills are given this function to perform.

CorpMem will document your organisation’s business rules using our RIM Knowledge Platform. This makes determining the correct classification for your records an efficient and accurate process. It also provides both organisations an excellent point of reference to ensure your business rules are understood and followed to the letter.

• Routing of inwards correspondence

• Design and configuration of workflows

• Document workflow business rules

Virtually all business processes involve company records. The more a business process can be automated, the greater the opportunity for savings. A well-designed workflow delivers the right information at the right time to the right place and people.

Workflow can be designed to capture process metrics to allow performance management of every action.

Workflow development is not easy, as it requires a good understanding of records management, business processes, technology, and the business environment.

CorpMem can document your organisation’s business rules using our RIM Knowledge Platform. This makes sure that your information is routed to the right people promptly every time. It also provides both organisations an excellent point of reference to ensure your business rules are understood and followed to the letter.

• Develop security classification handling business rules

• Develop security classification markings business context

• Monitor and report MAGIQ Documents for inconsistent use of security classifications

• Monitor and report overdue security declassification and downgrades

All organisations routinely gather, store, process, transmit and dispose of records that contain information. That information must be protected from unauthorised disclosure, misuse and misrepresentation while at the same time, made readily available to those who need it. Classification of information in terms of its business criticality is an essential element in achieving appropriate information security.

CorpMem’s Security Classification design and processes provide protection for your organisation from security breaches that a security access model can’t control. For example, if a classified document is accessed, security access models can’t stop unauthorised downloading, printing or transferring.

A well established Security Classification protocol identifies at which level documents are classified and what is the appropriate use and handling of documents classified at that level. Staff will know when they have accessed a classified document and what their responsibilities are.