- SOLUTIONS & SERVICES
When you are searching for a Records Management solution, there are many choices. Many of them have similar features, although there are a few things that set them apart from each other. One such feature is In-Place Records Management.
In-Place Records Management is when the Records Management Solution does not physically move the content to manage it; the content remains it its original location, but the solution is managing the retention policies and overall File Plan for the content.
Not all solutions are architected to use in-place records management. Many solutions utilize the concept of moving the content so it can be managed. Although this may be desirable in some situations, if you move the content you have to consider your security and workflow, and how the users will find the content once it is moved.
In the example of SharePoint, the Records Management features of SharePoint do enable you to manage records in-place (starting with SharePoint 2010), but unfortunately, many of the other records management features in SharePoint are very weak or non-existent. But that is a topic for a different post. Before SharePoint 2010, you had to move the document to a Records Center for it to be managed.
There are situations in which you might want to transfer your records to another location, but you don't want that to be a requirement to manage them. For example, the lifecycle of a particular type of record might be to transfer the records to a different storage location as the first phase of the lifecycle and then when the retention period has expired, perform the actual disposition of the records. That is a valid use case, and your solution should accommodate for this. But you don't want that to be a requirement.
There are many advantages of In-Place Records Management. Here are five reasons to consider this functionality:
In summary, consider the location of your data and how many repositories you have in your organization. Will the process of relocating your data be a disruption to your business and a long-term disadvantage? If so, then you should consider In-Place Records Management.