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OverviewVignette Records Manager is a system or managing electronic and

physical records and other assets to acilitate risk and compliance

management, and improve access to key inormation assets.

Organizations can capture and manage a wide variety o records

including documents, E-mails, images, axes, database records and

Web transactions. Vignette Records Manager can be used standalone, or may apply records management discipline to existing

business applications. Vignette Records Manager provides deep

integration with other Vignette ECM applications to automatically

create records rom appropriate content.

Vignette Records Manager can:

Provide superior risk management support through identifcation,

management and retention o sensitive inormation

Apply risk management and compliance controls to both traditional

and Web-based interactions

Retain immutable corporate records captured rom desktops,

fle servers, e-mail servers, or any business application

Destroy records in accordance with defned

corporate policies

Facilitate rapid electronic discovery across the enterprise

Associate records with litigation cases so they are not

destroyed prematurely

Integrate tightly with Microsot technologies to increase

usability and adoption and to simpliy access

Corporate Wide Record KeepingManage records across the organization independent o their

source using Vignette Records Managers external repository support.

Electronic documents may be created and stored in a variety o

locations including network fle systems and proprietary image and

Vignette

Records ManagerProduct Datasheet

Figure 1: Vignette Records Manager Search

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document repositories. With Vignette Records Manager, a single

records management console can be used to manage the liecycle

o records created in many dierent systems.

Vignette Records Manager has a tight integration with Microsot

Ofce SharePoint Server 2007, allowing knowledge workers to easily

declare documents as records rom within this common environment,

and allowing organizations running SharePoint to adhere to DOD

5015.2 Chapter 4 practices.

Proprietary repositories are supported by developing customized

adaptors. Vignette Records Manager supports two models or

external records:

Replace with Link: The best solution or long term archiving

as records are retained even when host systems are replaced,

and record security is enorced. Each record is removed rom

the native repository, replaced with a link and retained in

Vignette Records Manager.

Link in Place: A simple method o centralizing the administration

o records in other repositories. Records remain in their native

repository but are managed by Vignette Records Manager.

In addition to managing records in other repositories and systems,

Vignette Records Manager manages records created in Vignette

ECM. Content that may become records includes:

Web transactions on a Web site

Documents being shared as part o a collaborative project

Content published on a Web site

Images captured as part o a business process

E-mail threads captured during a customer discussion

Secure Records ManagementSecurely retain electronic records as evidence o an organizations

activity. Electronic records must be managed securely so that their

authenticity is beyond challenge when presented to a court. Vignette

Records Manager uses advanced fngerprint technology to help

ensure records can not be modifed or compromised. The content o

each record is encoded orming a unique fngerprint which is

automatically compared with the content o the record when it is

retrieved. The same technology can also be utilized to avoid

duplicate records being captured, improving record keeping and

storage utilization.

User access to records is limited by advanced security controls

that include:

User and group access lists that defne access levels to

specifc records

Supplemental markings that must be included in a users profle

to gain access

Defnable security levels (top secret, secret, confdential, general

access etc)

Audit trails can evidence every access to individual records providing

a complete history o access and modifcation. Time stamped entries

can be recorded against every record to provide a complete history

o record access.

Compliance with Records

Management StandardsMeet records management standards and legislation while improving

productivity and corporate perormance. Vignette Records Manager

has been developed with records management compliance built in:

Vignette Records Manager supports document and Web

transaction non -repudiation with built-in record encapsulation,

digital fngerprints, date and time stamps, encryption, audit trails,

capture o Web transactions through Vignette WebCapture, bulk

and desktop e-mail capture, and storage o documents directly in

secure database tables.

Vignette Records Manager is certifed as compliant with US DoD

5015.2 (Chapter 2 and Chapter 4), approved by The National

Archives (UK) and has been designed to meet or exceed other

records management standards.

Vignette Records Manager includes capabilities or meeting

regulatory mandatesincluding the Sarbanes-Oxley and Gramm

Leach Bliley Actsand industry regulations such as SEC17a3 and

17a4, HIPPA and NASD 3010/3110.

Vignette Records Manager delivers the ull breadth o eatures

needed by government and businesses or record liecycle

management in a single, enterprise-scalable inormation

management system.

Figure 3: Imported Shared Drive - Presentations

Figure 2: Browsing the Vignette Records Manager File Plan

using Windows Explorer

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Features & Benefts

Records ManagementLiecycle management enables recordsto be kept or the regulatory periodFlexible classifcation ensures it is easyor users to add documents, but enoughdata is captured or ormal recordsclassifcationDoD 5015.2 compliant and The NationalArchives (UK) approved

Enorce ull document and record expiration management with highly exible metadatadefnitions or attribute grouping, repeatable elements, multi-item attributes, deault valuesand pick lists. Vignette Records Manager supports fle plans or custom creation and defnitiono container types and attributes according to defned classifcation and security policies.Electronic and physical records can be managed with ull audit trails at both the record andcontainer level. Records can be managed across the organization through record cut-ocontrol, disposition review cycles, manual authorization steps, critical record reviews andtranser o inormation between departments and between dierent storage media.

Litigation ManagementRegister and manage legal cases

Vignette Records Manager addresses the needs o Corporate Councils and Lawyersmanaging litigation. Each litigation case is registered with confgurable metadata elements(eg: case number, case name, status, start date, end date, etc). Electronic discovery can beperormed spanning all inormation sources across the enterprise. Records can be associatedwith any number o legal cases to prevent premature destruction while cases are ongoing.E-mail notifcations can be automatically sent when cases reach key milestones.

Electronic Inormation CaptureComprehensive electronic record captureenables comprehensive corporate recordkeepingBulk importsimplifes system conversionsand integration with other document

sources

Successul electronic records management begins with the capture o relevant electronicversions o inormation, whether it is contained in e-mails, images, electronic documents,online transactions or other data records. Capture all these inormation assets using VignetteRecords Manager, which supports streamed data records (ASCII, XML) as well as ax ande-mail gateways. Vignette Records Manager can also record Web transactions as immutablerecords using Vignette WebCapture.

Imaging and IndexingHigh volume scanning allows transitionrom paper recordsPage-at-a- time-retrieval provides instantaccess to images

Convert rom physical records to electronic records by scanning existing records. Ensureagainst natural disasters by replicating images o site. Unlock corporate knowledge byallowing parallel access to digital records at any time o day and rom remote locations.Access distributed or centralized scanning and indexing o data, with support or independentor remote scan workstations. Supports rapid page-at-a-time access to images that is critical touser acceptance when replacing large paper documents with multi-page images.

E-mail ArchivalBulk capture e-mail or audit andcompliance applicationsAutomatic indexing can reduce overheadsand improve discovery

Capture, categorize and archive high volumes o internal and external e-mail and instantmessages using bulk e-mail archiving unction. Auto-declare them as records, according tobusiness policies. Metadata about the sender, recipient(s), date/time, subject, category,user-defned attributes and the content o the e-mail body and attachment(s) is automaticallyextracted rom each e-mail message and stored in the database or easy fltering, searching,retrieval, auditing and long-term storage.

Network File Server ManagementGain control o documents on unmanagednetwork fle servers

Organizations typically have large volumes o documents stored on unmanaged networkfle servers. These fle servers can be automatically scanned with the documents beingmigrated to the Vignette Records Manager. As the documents are processed, they arereplaced with WebDAV links, allowing users to continue to use their existing tools, such asWindows Explorer and Microsot Ofce, to access and edit the fles as they always have.However, the migrated fles have security, versioning, retention, and auditing applied to themautomatically, and are available or electronic discovery and litigation purposes.

Collaborative Document ServicesFull text and metadata searches providesimple access to records and documentsDesktop integration provides seamlessaccess to documents and records ormstandard desktop productsSingle sign-on removes the additionallogin screens and helps improve usability

Manage inormation assets through their entire liecycle with check-in and check-out,versioning, ull audit trails, and document review and approval workows. Documents canbe organized by section to support compound document applications and high perormancepage-level retrievals. Documents may be searched by specifc metadata, multi-feld query-by-example, indexed ull text search and thesaurus search, or by browsing through fleplan hierarchies. Vignette Records Manager allows users to create records directly rom the

Microsot desktop, Microsot Ofce or Microsot Outlook. Vignette Records Manageroers advanced security across documents, records and processes using groups, users, roles,custodians, security hierarchies, and supplemental markings. It helps reduce administrationcosts and improve user experience with single sign-on and existing LDAP user directories.

Deep Microsot IntegrationSharePoint 2007Ofce 2007Windows ExplorerRSS

Adoption o records management principles will not be successul unless the technology ishighly transparent and deeply integrated with the tools knowledge workers use on a dayto day basis. Vignette Records Manager simplifes the capture and declaration o recordsthrough tight integration with Microsot SharePoint 2007 and Ofce 2007 (Word, Excel,and Outlook), including automated metadata extraction rom the Ofce 2007 XML fleormats. It also simplifes access to existing records, allowing Windows Explorer to be used tobrowse the fle plan (using WebDAV), and supporting Microsot Outlook or subscription andnotifcations o new records o interest (using RSS).

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Vignette North America

Corporate Headquarters

1301 S. MoPac Expressway

Suite 100

Austin, TX 78746

512.741.4300 Tel

512.741.1403 Fax

888.608.9900 Toll- Free

usino@vignette.com

Vignette EMEA

Regional Headquarters

99 King Street

Maidenhead

Berkshire SL6 1DP

United Kingdom

+44 (0) 1628.77.2000 Tel

+44 (0) 1628.77.2266 Fax

euroino@vignette.com

Vignette Latin America

Vignette do Brasil

55.11.3443.6908 Tel

55.11.3443.6961 Fax

laino@vignette.com

Vignette de Mxico

+52.55.5091.4343 Tel

+52.55.5091.4310 Fax

mxino@vignette.com

Vignette Asia-Pacifc

Regional Headquarters

ABN 65 003 176 850

Level 1, 116 Miller Street

North Sydney NSW 2060

Australia

61.2.9455.5000 Tel

61.2.9455.5200 Fax

asiapacino@vignette.com

DS1007_Records-ManagerPublication Date: October 2007. Copyright 2007 Vignette Corporation. All rights reserved. Vignette, the V Logo, e:fciency and e:fciency experts are trademarks or registeredtrademarks o Vignette Corporation in the United States and other countries. All other company, product and service names, and brands are the trademarks or registered trademarks o their respective owners.

Vignette does not warrant, guarantee, or make representations concerning the contents o this document. All inormation is provided AS-IS, without express or implied warranties o any kind including, withoutlimitation, the warranties o merchantability, ftness or a particular purpose, quality and title. Any inormation provided by Vignette customers or partners was obtained ater the implementation o Vignettesotware and may have changed as o the Publication Date. You may not achieve the same results or benefts rom using Vignette as described in this document. Nothing in this document is considered to be part oany product documentation or specifcation or any purpose. Features and unctionalities o Vignette sotware may be licensed in one or more separately priced sotware programs or modules. Vignette reserves theright to change the contents o this document and the eatures or unctionalities o its products and services at any time without obligation to notiy anyone o such changes.

SummaryVignette Records Manager is a comprehensive enterprise records

management system that enables organizations to apply risk

management controls across high volume transactions and the entire

breadth o their business records and communications. Vignette

Records Manager is designed or high-perormance capture,

management, archive and delivery o business-critical inormation

to help organizations address their regulatory compliance needs.Vignette Records Manager is part o an integrated amily o ECM

products. With these products, Vignettes customers increase their

productivity, reduce their costs, manage their risk, and improve their

interactions with key constituents.

For more inormation about Vignettes Enterprise Content

Management solutions, and their demonstrated value to

over 1,700 organizations worldwide, visit www.vignette.com

or call +1 888.608.9900.