Records Management

Gimmal Records Management

Information lives at the centre of enterprise productivity and security. Despite being one of your most valuable assets, it can be hard to find the right information at the right time when it is stored in so many places.

Comprehensive compliance and records management software for your digital workplace.

OfficeLabs, in conjunction with Gimmal, can provide the solutions you need to find information, govern content, improve business processes and ensure records are in compliance when stored in SharePoint and Office 365.

Gimmal unlocks the true power of SharePoint and Office 365 by giving you an easy way to improve the user experience and make tagging and managing the lifecycle of content transparent.  This helps eliminate the problems that come from information silos and retaining useless or expired information.

With OfficeLabs’ deployment experience and Gimmal’s software, we deliver solutions that provide value to enterprise electronic and physical records management, SAP business process optimisation, contract life cycle management and more.

Key Benefits of Gimmal Records Management
  • Manage records no matter where they exist
  • Use flexible, rule-based policies and life-cycle management
  • Protect sensitive records
  • Automate controls around records and any other content to ensure maximum compliance

By putting the power to manage information life cycles in the hands of the records managers and removing the need to have IT professionals dictate what can and cannot be done – regardless of corporate process or laws –  we ensure that information is properly stored and destroyed. Organisations today want to get the most out of the significant investments made in keeping data compliant, but they are required to maintain costly, outdated systems at the same time as modern cloud platforms are being introduced to keep compliant records.

You need a proactive, simple compliance solution which can work across all platforms. Without one, you risk failing to meet regulatory requirements, being unable to classify or secure content from hackers, and incurring high costs and risk when legal holds are enforced. Gimmal Records Management can mitigate these risks by ensuring your business records (the most critical and valued information for any business) are secure and easily manageable, under defensible, audit-ready compliance policies.

Key Features of Records Management

Gimmal’s approach works around centralisation, letting you manage retention policies via a single web interface and a hierarchical file plan manager. You can manage data across multiple platforms, including SharePoint, Office 365, file systems, email, cloud storage, SQL Server, ERP, CRM, and more. Better still, you don’t even need to migrate. If you prefer to classify data where it currently sits you can do, or you have the option of moving to a central repository – whichever works better for your business.

Security is obviously vital, so an intuitive file plan tool facilitates the creation, application, and maintenance of record retention policies, while holding them securely. You can even manage physical information and other assets—both onsite and offsite – as well as electronic information, with a unified policy which uses common processes and architecture.

Because careful policy management is fundamental in ensuring compliance, Gimmal’s software has a host of options which let you:

  • Manage classified records
  • Centralise file plan creation and maintenance
  • Set retention schedules based on time, events, or metadata
  • Support case-based retention
  • Associate the legal basis for retention policies
  • Establish relationships between records
  • and much more….

If you have complex governance tasks to perform, the custom review and processing periods (e.g. for the review of vital records) is ideal, while being able to bulk process record tasks will reduce the amount of busywork your employees need to perform. You can even generate records from emails and attachments in Outlook.

Auditing isn’t an issue either, thanks to the ability to implement persistent legal holds, transfer records to outside authority, put formal disposition approval processes into place, and even generate certificates confirming that necessary information has been disposed of through the correct channels.

All of this can be done without the need for coding, which means costly development work isn’t necessary. And because Gimmal integrates with widely used systems like SharePoint, Office 365, Box, major ERP and CRM systems, Outlook and Exchange (as well as Windows file shares), you can be assured that most, if not all of the data you are currently storing can be picked up by Records Management.

OfficeLabs is an official Gimmal partner and we would be very happy to discuss your current requirements and infrastructure, to see if Records Management would be a good fit for your business.

These are just some of the benefits of that Gimmal Records Management provided by OfficeLabs can offer your company. When you book an appointment with an OfficeLabs records management consultant, they will talk to you in depth about your business needs, and how best to use the Gimmal software. Remember, OfficeLabs offer more than software services, this is just one area of expertise — OfficeLabs will ensure you get the most out of all of your business applications. Making sure your business runs as smoothly and efficiently as possible is why OfficeLabs has been chosen by both FTSE 250 companies and huge public sector bodies, and our no-jargon approach [RK6] will let you talk to us with confidence about your requirements.

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Need expert advice? Get in touch with OfficeLabs today!