Enterprise content management (ECM) applications can cost millions of dollars, with records management modules further inflating the bill.
Foremost, records management features (certified to meet the U.S. Department of Defense 5015.2 standard) are embedded into this version of the easily understood Web-based ECM system. You start by creating a records management folder within the system where users drop documents. Thereafter, every action –- including read, write, and change -- is automatically logged. Additionally, version 6.0 adds more granular security roles to limit document access.
Yet records management isn't just about access and auditing, which the Xythos system's designers clearly understand. Enterprises can archive e-mail and attachments, which are also subject to monitoring.
Going further, the 6.0 release includes necessary record assessment features: You set alerts when documents reach the end of their retention period (or other triggers); after review, managers assign a disposition plan. Conversely, you might schedule automatic updates to vital documents or ensure that they are retained for a certain amount of time. I liked the clear presentation of these action schedules, which can help IT staff plan storage requirements.
Records compliance efforts often fail because systems are too costly and complex -- issues that don't come into play with Xythos Enterprise Document Manager 6.0. Based on my early look, I believe this release will have broad appeal. Government agencies should certainly put it on their wish list, but any public or private sector organization faced with complying with growing regulations -- including HIPAA and Sarbanes-Oxley -- will likely benefit, too.
Xythos Enterprise Document Manager 6.0
Availability: Beta, expected to ship at the end of 2006
Pricing: $25,000 for 100 users, $45,000 for 250 users; goes down to $30 per user for 10,000 seats
Platform: any server supporting J2SE or J2EE (Windows, Linux, Solaris, IBM AIX, HP/UX, Mac OS X)
Verdict: Records compliance efforts often fail because systems are too costly and complex. That's not a problem with Xythos Enterprise Document Manager 6.0. Based on an early look, I believe this release will have broad appeal.
Posted by Mike Heck on October 19, 2006 12:15 PM
