Microsoft 365 provides a rich and collaborative experience for the end user but it falls short in many areas when it comes to providing effective information classification and retention. At its simplest, Microsoft 365 Teams, SharePoint and OneDrive is a hierarchical file storage system, not much different from the shared network drives that we have been using for decades. Organisations that allowed an ungoverned use of network drives have created an information landfill, that quickly became impossible to try to retrospectively manage and govern.  If the same approach is taken with Microsoft 365, we’re simply repeating the errors of the past.  There is a better way…

Modern organisations need a platform that supports the full adoption of Microsoft 365 and that also supports effective classification and retention of records end users are creating.  Organisations that empower users to embrace Microsoft 365 but that choose to implement an effective information governance platform, significantly reduce the risk of creating a Microsoft 365 information landfill.

One such organisation is Austrade – Australian Trade and Investment Commission.  Austrade has partnered with Kapish to implement a simple and effective governance platform for Microsoft 365 with Content Manager.  Seema Mulye (Austrade Knowledge and Information Governance Specialist) recently shared the Austrade compliance story.

Join Seema and the Kapish Team at our upcoming webinar, to hear more about the Austrade story and to see a live demo of Microsoft 365 Compliance with Content Manager.
Book in today!

The post Austrade delivers compliance for Microsoft 365 with Content Manager first appeared on Kapish.

The post Austrade delivers compliance for Microsoft 365 with Content Manager appeared first on Kapish.

But we push on and continue to do the same long-winded process to achieve the same outcome; day after day, thinking everyone is in the same boat.

Why is it the simple processes that get over looked? It is often these simple, mundane, repetitive tasks that are so easy to automate and are such a quick win for user uptake. This is exactly what has happened at City of Wodonga.

During a recent HPE Content Manager implementation project that Kapish were doing at City of Wodonga, Team Leader of Applications and Information Management, Matthew Garoni put the question to Kapish… “is there an easier way to capture emails and all their replies in an email chain? We really want a simpler process to relate all the emails and have them saved in the same location in CM so each email is easy to navigate to.

Kapish: we have a similar feature for responding to correspondence using MS Word with our Kapish Word Add-in. Surely we can extend on that to do the same for emails using MS Outlook?

And from that small question, grew a simple but effective solution… Kapish Outlook Reply Add-in.

The Kapish Outlook Reply Add-in allows users to initiate a reply from an existing email in HPE Content Manager, compose the reply in their native Outlook mail window and then save the reply email in HPE CM.

During this procedure Kapish Outlook Reply Add-in performs a lot of helpful tasks behind the scenes to accelerate the reply process, such as:
• Creating the reply email in the same format as the original email.
• Inserting the default Outlook email signature into the newly-created reply email.
• Using the Author and Addressee Location from the original email and swapping these for the reply record.
• Placing the newly-created record into the same CM Container (if applicable).
• Relating the two emails to each other with a standard relationship.

The user maintains full control over the look and feel of the reply email and the ability to attach other documents, both from local Network drives and HPE Content Manager.

Kapish Outlook Reply Add-in is the simplest way to reply to HPE Content Manager emails and create the relationship between the two records.

If you are looking to cut your email reply time in half, get in touch with Kapish (e: sales@kapish.com.au or t: (03) 9017 4943) and we can help you deliver a quick win with your users.

The post Streamline replies to email correspondence in HPE CM first appeared on Kapish.

The post Streamline replies to email correspondence in HPE CM appeared first on Kapish.

Brimbank City Council recently approached Kapish to solve this problem and in doing so received an efficient, secure and creative solution. 

Find out more…

The Background:

File Transfer Protocol (FTP) has long been the ‘preferred’ solution at Brimbank City Council for transferring large files from HP TRIM to external parties, as it was a quick and cost effective alternative to mailing out USB drives and CD/DVDs via Australia Post. What the Council’s I.C.T. Department found with using FTP was that it required detailed instructions for staff to follow and wasn’t secure enough to be used for some documents. So they approached Kapish to devise a better solution for sharing TRIM records with external customers.

The Bright Idea:

While using another Kapish product (Kapish Easy Link), Brimbank City Council’s I.C.T Department had a bright idea…

“What if you could make a hyperlink of a document or container in TRIM and send that out to an external person to download!”

The idea seemed so simple yet potentially very effective for sharing large documents with external parties.  The Kapish developers set about designing and building a solution.

The Solution:

Using a simple method of right-clicking on a document or container and selecting ‘Send to External’, the Document Sharing solution generates a secure hyperlink to the records and copies the hyperlink to the Windows Clipboard.  The secure hyperlink can then be easily pasted into other documents or applications or sent in an email message. The solution was designed to meet Council’s specific security requirements, including requiring the end user to add an expiry date for the link, so documents would not endlessly be made available online.

The solution automatically updates additional fields transparently to the End User when a link is generated so Council can track who has generated links and when links were generated.

The Impact:

Due to Brimbank’s extensive use of HP TRIM / HP RM, the ‘Send to External’ solution has been well received by all Council staff as it has finally allowed an easy, secure and effective way to share large documents out of Council with the general public.

The ability to generate links to Documents and/or Containers, set download expiry limits and leverage HP TRIM / RM’s extensive Audit Tracking abilities, ensured that the solution met record keeping requirements while also being a simple, quick and easy process for Council’s End Users. Kapish, working together with I.C.T. staff members, have worked proactively to provide Brimbank City Council with a solution that has significantly improved the way the organisation shares its documents externally.

Want to know more?

If you are interested in finding out more about this custom solution or have a unique process problem yourself, please contact Kapish

The post How to Easily Share TRIM Documents Outside Your Organisation first appeared on Kapish.

The post How to Easily Share TRIM Documents Outside Your Organisation appeared first on Kapish.

Kapish was able to design a HPE Records Manager platform to suit the Council, ensuring it was tightly integrated with other software they used. The migration from the legacy system to HPE RM was conducted over a holiday weekend to minimise risk; however, the transition was seamless. Kapish is proud to have delivered a vastly improved system with zero downtime and no business interruptions. Now, the Council can register and find records more efficiently, files can be found and stored with ease, and because HPE RM is easier to use than their legacy system, training is easier and faster. 

HP Enterprise recently published a Case Study that illustrates how Kapish was able to provide a solution that the Macedon Ranges Shire Council has used to service their community. You can download a copy of the case study from the HPE website.

Contact us to find out more about how we can help you to design a records management system for your business.

The post Macedon Ranges Shire Council reduces reliance on hard copy records first appeared on Kapish.

The post Macedon Ranges Shire Council reduces reliance on hard copy records appeared first on Kapish.

We received a lot of questions during the webinar that we were unable to answer due to time restrictions so we decided to summarise all the questions and publish these on the blog.  We think these answer all of the questions but if we missed one then please contact us.

If you missed the webinar or you’d like to watch it again, the recording of the session is available on Kapish TV.

Does HPRM record the versions that come from SharePoint?

The behaviour is configurable.  You can have it capture all versions as revisions on the record, or just capture the latest version.

Can the Lifetime Management Policies be used for other Content Types created directly in SharePoint such as Discussion Boards, Announcements, Calendars, Wiki Pages and other lists?

Yes. These Content Types will be captured as a metadata only record in HPRM.

Is a document only viewable in SharePoint while managed? (Metadata record in HPRM, but no document attached.)

The document can be viewed from HPRM as well, simply double-clicking the record as if it was a document and it will open. So even users who don’t use SharePoint can still view the content.

Is there any indicator in HPRM to show that the document is stored in SharePoint?

Yes, there are several metadata fields used by the SharePoint Integration that will show where the document exists, with a full URL to navigate to the document.

Is the integration reliant on SharePoint Timer Jobs to run?

There are no SharePoint timer jobs used.  All processing is performed on the HP Records Manager servers.

Can a HPRM container be automatically created following the creation of a SharePoint Document Library or does it need to be manually created in RM8 first (and then linked to SharePoint)?

Yes, a container can be automatically created. Management rules allow you to define when containers should be created and how they should be created.

Can you leave a link in the SharePoint list once it is archived?

When this question is asked, it translates to “how can we get rid of it out of SharePoint but leave access to it in SharePoint”.  If the aim is to leave a read only version accessible, then finalise the item and have it managed in place.  You can think of this as, yes it provides stubbing, it’s just that the stub is a fully featured list item.

When a HPRM registered document is edited in SharePoint, does HPRM capture an audit item for the edit?

From version 8.3 the answer is yes.  Before 8.3, some edit audits can be missed depending on what was done.

We are interested in using OneDrive for Business, can this content be managed?

There is full support for ODB content management.  This could be covered in a future demonstration.

Has the HPRM Search within SP improved? i.e. Can you change the sort order so that newest content appears in the results first?

From version 8.2, a SharePoint federated search capability has been provided.  This new capability allows much more flexibility including changing the sort order.

If you update a metadata field in HPRM (as in change the name of the field itself), will the usage of that field automatically be updated in SharePoint? In other words, are there any issues with changing your object model in HPRM and then having to fix “things” in SharePoint so everything still works, or will this happen automatically?

This depends on what you are changing. Some components of a string search do not rely on the caption of a field, however additional field searches will need to be manually updated within SharePoint and may no longer work. You shouldn’t be changing field names in HPRM at all or very often, so this shouldn’t be a common problem.

In SharePoint can you link to an HPRM Saved Search, rather than having a manual search string?

Yes, including for exposure.

Can you see the Author of the SharePoint document in HPRM?

Any field within SharePoint can be mapped to an equivalent field in HPRM.

Is integration with HPRM only available with SharePoint 2013?

There is still the solution based model available for SharePoint 2010, but the app based one is only available for 2013 as this is the only version that supports this architecture.  We highly recommend updating to 2013 as Microsoft have gone to great efforts to make the upgrade process easy, and even allow there to be no change to end user experience.

Does HPRM capture all the changes made to a document in the audit history while the document is only metadata?

Yes.

Does HPRM record all document revisions while being edited in SharePoint?

If the document library supports versioning, then when the document is relocated, all versions can be brought across as revisions (configurable).

If the SharePoint user doesn’t have a HPRM licence, can their content still be collected and managed?

Yes.

For metadata only records (in HPRM), where there is a document on SharePoint, can you search for text within the document from HPRM using a Document Content search?

No.

Share Point be used as a “front end” for HPRM?

Absolutely.  SharePoint is a great ECM platform and suits that purpose well.

A ‘Managed’ Word document can be retrieved from SharePoint via HPRM.  Is it possible to do this the other way around?  That is, have the document stored in HPRM but retrieved by SharePoint?

No, the SharePoint architecture does not allow this exact scenario.  Exposure is the closest we can get to this, or using an App Part that lists that specific document.

If a list item is left in place in SharePoint, what happens to the record in HPRM if the list item is subsequently updated?

The SharePoint item is updated to reflect the changes to the record.

Is the management process the same for list data only content when there is no document?

Yes.

Is this solution optimised for Chrome, or can it be used with IE (if so, which versions?)

IE10 and 11 are the supported versions however, this is only for the configuration pages.  If you are not performing configuration and are just a SharePoint user, whatever browser versions that SharePoint supports can be used.

Can you provide an overview of the federated search settings option?

This could be demonstrated in a future webinar.

Can you archive at a Project Site Level?

Yes.

Is it possible to finalise a document and send to HPRM but also have it still appear as a link in a SharePoint list/library?

Yes, if configured, the list item is left in the library as a read only list item.

Does Kapish or HP provide a ‘best practice’ guide for design of both SharePoint and HPRM?

No. Typically each organisation has a customised and tailored implementation specific to their requirements.

What happens to the mapping between Lists and Containers if people change their List structure?

This depends whether you are using new lists or just changing what the existing ones look like.  You can also design management rules that don’t depend on any list structure at all.  It is not a requirement to adhere to a particular structure.

The post Webinar Review: A brighter future for HPRM-SharePoint integration first appeared on Kapish.

The post Webinar Review: A brighter future for HPRM-SharePoint integration appeared first on Kapish.

Read more about how Kapish ensure that their clients realise the full potential benefit of their HPRM-SPI module here.

Would you like to see the HPRM SharePoint Integration Module in action? Kapish will be hosting a webinar on 19th November to showcase the HPRM-SPI module.  For more information and to register, check out our recent blog post.

The post A brighter future for HPRM-SharePoint integration first appeared on Kapish.

The post A brighter future for HPRM-SharePoint integration appeared first on Kapish.

Kapish was able to provide a number of benefits to Council, including migrating all data in a seamless migration that enabled users to realise immediate benefits from day one, and integrating MS Outlook.

IDM Magazine recently published an article about how Macedon Ranges Council adopted HPRM without ongoing reliance on legacy systems.  You can read the article at the IDM Magazine website.

The post Macedon Ranges takes the integration path for EDRMS first appeared on Kapish.

The post Macedon Ranges takes the integration path for EDRMS appeared first on Kapish.

At some point you will likely be faced with the challenge of migrating data into your EDRMS.

Whether you are implementing HP TRIM / HP RM or migrating data from a legacy system into an existing HP TRIM / HP RM dataset, the challenges are the same.

Migrating data is complex and difficult so you will need to be prepared and organised. Often there is disconnect between IT and Records Management, making the project painful and lengthy, so we thought we could share the custom solution that we developed for a client recently…

A large NSW Government Department approached us to assist in migrating their engineering plans and drawings into HP TRIM.  They had suffered some common pitfalls in past attempts and they did not want a repeat performance so they called in the cavalry!

To address these issues we developed a user-friendly custom Data Migration Tool that could be used by anyone (no coding experience required). A clear and easy interface drove the bulk data migration tool that allowed for documents and records to be loaded into HP TRIM / HP Records Manager. It even had the option to attach the file as a Rendition in HP TRIM / HP RM.

The client was now able to load items such as scanned images, legacy data, folders/files from network drives, large engineering plans and drawings; and any other data source extracted using an Excel Spreadsheet.

Kapish suggested to undertake some data cleansing and validation during the project. The custom Bulk Data Migration Tool provided users with a simple and quick way to validate and cleanse document and record metadata such as: Author or Owner Location, File/Folder/Container, Record Title, Rendition Path, Electronic Document Path, Date Created, Notes, etc.

Key Features & Benefits of Kapish Custom Developed Bulk Data Migration Tool

• Simple and easy to use wizard style interface
• Load all types of documents formats, such as scanned images, folders and files from network silos
• Load new or update existing documents & records in HP TRIM / HP RM
• Load electronic renditions of documents
• Validate data load before committing changes in HP TRIM / HP RM
• Detailed exception logging
• Controlled Data Cleansing
• Quick installation and no-coding required

Here at Kapish we are constantly engaged in migration projects, so if you need more information on our custom Bulk Data Migration Tool or the consultancy services we offer, please complete the form below or call us on (03) 9017 4943

If you are considering undertaking a data migration project that is hugely complex and the requirements are beyond the scope of an end user bulk migration tool, then we are more than capable to help with an array of experience in such projects. You may also be interested in reading this article that was published recently on the IDM website.

The post Make Sense of Your Next Data Migration first appeared on Kapish.

The post Make Sense of Your Next Data Migration appeared first on Kapish.

Looking to build upon the existing functionality of HP TRIM / HP RM Workflows and get it really working for your organisation?

Here at Kapish we can customise HP TRIM / HP RM to work the way you want to work.

All too often we see clients altering their business processes to cater for how the system operates, meaning increased costs in training, new documentation and generally lots of upheaval. But we believe in making the everyday business process as simple and intuitive as possible so we design and develop custom HP TRIM / HP RM add-ins to do this for you.

A classic example was presented to us recently where a client was using HP TRIM / HP RM Workflows and they wanted to assign activities to Position Locations rather than individual Person Locations. They required email notifications to be sent to all the people who are Members of the assigned Position. Now this is fine if you have group email addresses for each of your Position Locations. However, in this example the client had a large amount of Position Locations and they didn’t want to have to maintain all the necessary email groups as well as having to ensure they are correct in both systems. As a consequence this HP TRIM / HP RM limitation meant that the members of those Positions weren’t being auto-emailed after the activity was assigned or when it became overdue.

So Kapish set to work developing a Custom Workflow Notification add-in…

The utility automatically ran silently in the background looking for Activities assigned to Positions without a group email address attached and would send an email notification to all the Members of that Position, either for new assignments or for an overdue notification.

This simple, yet affective, solution meant that the client could continue to use the system in the manner that they worked most efficiently and didn’t have to change their business process to fit how HP TRIM / HP RM functioned. A small Kapish Custom Development for a big win!

If you have a similar process problem or want to find out more about this Kapish Custom Development, please complete the form below or call us on (03) 9017 4943.

The post Making HP TRIM / HP RM Workflows Work for You first appeared on Kapish.

The post Making HP TRIM / HP RM Workflows Work for You appeared first on Kapish.

As our businesses grow and technology improves, we are constantly looking for new innovations and applications to handle our business records and processes.

Due to this ever evolving environment we eventually are faced with the problem of what to do with our Legacy Systems.

Do we continue to sink money into maintaining them (data storage, system specialists, accessibility etc) or do we look at other options to improve our data integrity and reduce our operating costs?

At what point does the cost of migration outweigh maintenance and operating costs?

When faced with the dilemma of paying $400k to maintain a single Legacy System, RBF set about finding not only a cheaper solution but a smarter long-term solution to combine all of their Legacy Systems into a single source of truth. With the help and guidance from Kapish, Retirement Benefit Fund (RBF) embarked on the enormous task of migrating, validating, and retiring 5 extinct Legacy Systems into HP Records Manager. The thought of migrating more than 600k records, 500GBS of data, from 5 defunct legacy systems into a single source of truth might frighten off the best of them but RBF and the Kapish Team relished in the idea and set to work using tools from the Kapish Product Suite in conjunction with a Kapish custom built migration app.

After months of hard work, validating all the different file formats and the magnitude of data, HP have recognised the success of this project and the relationships by publishing a HP Records Manager Case Study – “Data integrity cuts operating costs at RBF”. For insight on how to drive down your operating costs, download the case study here

The post Legacy Applications and Systems – are they a necessary evil? first appeared on Kapish.

The post Legacy Applications and Systems – are they a necessary evil? appeared first on Kapish.