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Stellent Extends Universal Content Management
Stellent, Inc., a global provider of content management solutions, announced at ARMA 2005, the leading records management conference, new retention management capabilities for Stellent(R) Universal Content Management(TM) 7.5. These capabilities leverage the industry-leading Stellent Records Management system, a Department of Defense (DoD) 5015.2 Chapter 2- and Chapter 4-certified solution. Stellent's retention policy engine has been extended to cover general content, and to allow usage analytics and other factors to drive the content retention and disposition process.
New retention management functionality in Stellent Universal Content Management addresses the needs of multiple audiences across the enterprise:
* For compliance and legal users, it provides single-source discovery and lock down for both records and non-records.
* For end users, the automated disposition of content reduces "content clutter," resulting in faster access to accurate information. It also can be used to workflow under-utilized content for review.
* For information technology (IT) groups, it provides a multi-platform, browser-based system that deploys quickly and easily, and reduces storage costs through disposition of unnecessary content.
* For records managers, it provides control over retention policies for all content - not just records - in the same environment.
"A large driver of records and retention management is the need to manage risk and cost associated with all data - records and non-records - organizations create and manage," said Kenneth Chin, research vice president for Gartner, Inc. "Organizations need a strategy to provide discovery, retention and disposition for all content - not just records - to help lower storage costs, facilitate and ease legal discovery, and decrease overall content clutter throughout the enterprise."
"Our customers emphatically tell us that all content - not just records - requires flexible and powerful retention management," said Dan Ryan, executive vice president of marketing and business development for Stellent. "However, they also note this functionality cannot add extra processes or require a change in behavior for end users. Stellent Records Management automates records and content retention management for the enterprise, and provides all of the associated benefits from a compliance and usage perspective without impacting the end user."
Compliance and Legal Users
Stellent now allows compliance and legal personnel to apply disposition and retention rules to any content item, not just records. In addition, customers have the ability to apply litigation or audit holds to content items that are non-records, preventing the accidental or intentional deletion of information organizations are required to retain for litigation or audits. This unified approach ensures old content is disposed of, reducing the number of discoverable items. And, discovered content can be easily packaged and distributed by many mechanisms, including placement of information into a Stellent collaboration folder or extranet site, or printing or transferring it to other media.
Business Users
Quickly locating accurate content is a substantial problem in the enterprise due to the amount of content generated and stored. Stellent's retention management capabilities decrease information clutter, making it easier for users to find valuable and current information. The solution is fully automated, and the application of retention policies occurs without end-user knowledge or involvement. Policies can be based on many criteria, including metadata, user information and content usage. From a user perspective, content is contributed as it typically is - through a browser, Microsoft Office or email - and inherits policy-setting metadata. Additionally, records managers may automatically initiate workflows for final review and declaration.
Stellent Records Management also includes a new graphical method for creating user interfaces tailored to different users and/or applications (e.g., customized declaration pages for contracts, invoices and email messages). The screens collect various metadata that reflect the differences in each kind of record, easing the process for end users to declare records by minimizing the amount of information necessary to provide or view.
IT Groups
Retention management reduces the amount of content taking up space, and enables companies to optimize content storage by removing irrelevant or less useful materials in a systematic fashion. For example, the Stellent system can automatically archive or delete content which has not been viewed within the past year or which includes certain usage characteristics.
Stellent Retention Management is an integral component of Universal Content Management rather than a separate application. This structure enables fast implementations and automates use, resulting in quick, broad user adoption with minimal training time required by IT staff. And because the solution is part of the unified Stellent Universal Content Management architecture, it can leverage services across many other applications, such as document management and imaging, Web content management, digital asset management, and collaboration. Sharing and re-using these services, instead of recreating them in each application, saves time and reduces maintenance costs.
Records Managers
Beyond enabling the broad base of business users to automatically participate in the records management process, Stellent's new retention management capabilities operate on all enterprise content in the same environment. This functionality provides records managers with a single view into all retention schedules, and can also facilitate the process of discovering and declaring records.
Additionally, the ability to view and access electronic records for long periods of time is a significant concern for many records managers as some records must be maintained indefinitely. Stellent's Outside In(R) Transformation Technology converts more than 370 file formats to HTML, XML, wireless formats and PDF, ensuring users can archive and easily access documents well into the future.
Stellent Records Management now generates records management reports in a variety of additional formats, including HTML, Microsoft Excel, PDF and XML. When content is moved out of the repository as part of a disposition or retention step, the Stellent system downloads the metadata associated with the content in a variety of formats, including Microsoft Excel and XML, in addition to Stellent's proprietary format. And, Stellent Records Management is a DoD 5015.2 Chapter 2- and Chapter 4-certified solution - a key requirement for many records managers.
Stellent is demonstrating its records management technology in booth number 1201 at ARMA's 50th Annual Conference and Exposition, held Sept. 18 - 21, 2005 at Navy Pier in Chicago, Ill.
Stellent Universal Content Management Features
Stellent Universal Content Management provides rapid success and distinct advantages to customers via its product functionality, breadth of content managed, unified architecture and ease-of-use -- all which enable fast implementations and quick user adoption. The Universal Content Management product suite offers a full array of enterprise content management functionality, including document management and imaging, Web content management, digital asset management, collaboration, and records management. The scalable system manages and delivers the entire spectrum of unstructured content, from documents, graphics and Web pages to scanned images, email and records.
Stellent technology is standards-based, multi-platform and service-oriented, and provides productized integrations to leading application server, portal and enterprise resource planning applications. These solutions enable customers to easily deploy multiple line-of-business applications -- such as public Web sites, secure intranets and extranets, compliance initiatives, and marketing brand management -- as well as multi-site management and enterprise-wide content management. For more information, contact Stellent at (952) 903-2000. 21.09.2005, Stellent, Inc
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