Automatic Redaction in WebCenter – A TEAM Webinar

September 7, 2016

redaction-logoProtecting sensitive data is extremely important for your organization. The release of public records, data breaches, and simple sharing between parties can cause unnecessary distress and costs when names, addresses, credit card numbers, etc. become public. Personally Identifiable Information, or PII, is any data that could potentially enable identification of a specific individual. Identifying this data is invariably important to protect your company, your employees, and your clients.

With a single disclosure breach reaching an estimated cost as high as seven million dollars ($7m) and affecting all manner of agencies, corporations, and hospitals across the globe every year, why not instead spend your resources on preemptive and preventative measures?

TEAM’s Redaction Engine utilizes multiple technologies to scan for and identify sensitive data already in your WebCenter Content repository, and newly scanned or checked-in documents. The engine then automatically redacts that information in subsequently generated PDFs.

Watch this video to learn more and join us for the webinar for a live demonstration for latest features and to answer any questions you may have.

redactionBenefits & Latest Features:

  • Integrated into Oracle WebCenter Content 11g & 12c
  • Pattern Recognition (regex and basic) identifies information such as:
    • SS Numbers
    • Date of Birth
    • Identification Numbers/Medical Forms
    • Credit Card Numbers
    • ACH Routing and Bank Account Numbers
  • Now allows multi-word phrases
  • Improved RegEx validation tester to provide better feedback for patterns
  • Redaction Templates
    • The ability to draw redactions in the UI and save them as a “template” that can be later utilized when checking in new documents
  • Create Redaction Sets – unique sets of criteria and patterns to be redacted
  • UI now includes comprehensive predefined Regular Expressions to match common use cases such as Social Security Numbers, telephone numbers, and financial amounts

 

TEAM’s 2nd Redaction Engine Webinar
September 29th, 2016 – 1:00PM CST 
Register Now!

Expanding your RM capabilities with Early Case Assessment, Enhanced Legal Hold and File Plan Management

September 24, 2013

By: Raoul Miller – Enterprise Architect

public-recordsTEAM has successfully deployed many WebCenter Records projects but we find that some clients or potential clients need more capabilities than the core product provides.  Recently we were working with a large international financial organization and it became clear during our scoping that Oracle’s Records Management solution would need to be integrated with other capabilities in order to meet their requirements.

WebCenter Records (WCR) is an excellent solution for managing content in-place within the WebCenter Content repository using the supported adapters but it is not designed to provide some of the additional features that might be used by in-house counsel preparing for litigation.  Additionally, although WCR has the capability to manage a very complex set of file plans and retention schedules it is not designed to manage the legal reasoning behind a given policy.

exterro logoWe looked at and spoke with a wide range of application vendors in the space and selected two that could both fill those gaps in the product offering and also integrate easily with the existing WebCenter and adapter footprint.  To expand WebCenter’s capabilities into the realm of litigation management, enhanced legal hold and early case assessment we chose Exterro and their Fusion suite of applications.  Integration was straightforward as Exterro had already created a proof of concept connector from their Fusion Legal Hold dashboard to a WebCenter Content (or Records) repository.  This allowed all the other aspects of their Fusion suite to interact with WCR seamlessly and offered a wide range of additional litigation management and legal hold capabilities that are outside the scope of the DoD 5015 certified WCR application.  Another set of capabilities offered by

450-70-zeta

Exterro is their early case assessment (ECA) Zeta platform which allows for analysis of content in-place before it is ingested or managed explicitly by the system (on desktops or remote file servers, for instance).  This decreases costs and complexity in the long term and gives records managers and counsel access to data when they need it.

fontis logo


The other substantial contribution to the solution was provided by Fontis’ Open Retention Manager (ORM).  Although WCR has very robust file plan and retention schedule capabilities, it is not designed with an interface to manage and update the legal basis for these classifications and schedules. Fontis fills that gap with legal research that proposes plans and schedules and provides all the citations for those recommendations.  ORM then manages these retention schedules on an ongoing basis and makes (and justifies) updates as required.  This is an extremely useful set of functions and particularly important for organizations in litigious environments or with complex international obligations and exposure.

Integration of these two sets of products was very straightforward – Exterro shares a similar deployment platform to WebCenter and had already developed a RESTful integration with WebCenter Content to designate repositories as non-custodial data sources.  TEAM is working actively with Exterro and Oracle Product Management to enhance and expand that integration for other clients.  For the Fontis integration, we chose a much looser coupling approach, with their ORM user interface remaining independent (for the limited set of users who required access to it) and export of file plans and retention schedules in XML. These exported file plans and retention and disposition schedules would be imported automatically to WCR using a simple translation component.  Ongoing schedule changes would be managed through workflow within WebCenter to ensure a full audit trail and chain of responsibility.

We are proud that we were able to design a complex solution to meet the broad Information Governance requirements of a large international organization by bringing together and integrating best-of-breed solutions from three different vendors.  We are committed to continuing this innovation and developing custom solutions to meet the complex demands of all our clients around the world.  If you would like to find out more or discuss your own content and information management challenges, contact us via the website, email or connect with us at Oracle Open World this week.


Oracle WebCenter Content: Records Management – Understanding Series, Retention, Categories & Records Folders

August 7, 2013

By: Dwayne Parkinson – Solution Architect

A funny thing happened on the way to implementing the brand X records management solution; somebody forgot to tell the legal department that the way they need to organize content is not the same way the business needs to organize content.  The business may organize their content into a nice clean hierarchical folder structure by client and product, or maybe they group items by business process or maybe the business has no structure to their content and chooses to rely on metadata to organize content items.  Most likely it’s a combination of all three.

Enter stage left:  records management.  Suddenly the legal department needs to group content based on how long the business legally needs to keep the item rather than grouping by business process.  The content items no longer fit nicely within the “Smith Acquisition – Regulatory Documents” folder.  Instead they are regulatory documents for Kentucky which have different requirements for document retention than the regulatory documents for Tennessee, Indiana and Wisconsin.

Unlike other solutions on the market, Oracle WebCenter Content: Records Management (formerly Universal Records Management or URM) can easily handle the situation we just described.  WebCenter Content: Records Management manages content items regardless of source or format, in a single, consistent, manageable infrastructure.  The content items can be electronic documents such as spreadsheets and photos or physical items such as boxes of signed documents.  Most importantly, regardless of the type of content, all managed items can be assigned to a “Retention Category” or folder which is independent of how they are actually stored within the content management system.  That separation allows the legal department to group content items differently than the rest of the business, which is an important feature for many organizations.

The Retention Schedule represents the starting point, or highest level, of a hierarchical structure that is used to arrange content items based on the rules for retention.  It is from this starting point that an organization will begin implementing a records management structure to match the legal requirements and business needs of their organization.

Series: Within WebCenter Content: Records Management, Series are used to divide the Retention Schedule into logical groupings.  A Series can be thought of similar to a folder in Windows Explorer; however, it cannot actually contain a content item.  Instead, it contains other Series and Retention Categories (see below).  In this example, you can see a Series (Commercial File Plan) which contains another Series (Accounting) which contains a third Series (Ledgers) which finally contains the Retention Categories of General Ledgers and Trial Balances.

Retention Category: In the image above, General Ledger and Trial Balances are Retention Categories.  A Retention Category contains the content items that will be managed by the software.  It has security settings, notification information and most importantly, disposition instructions which indicate when to take action on content items within that category.

The rules that describe what to do to the content items are called Disposition Instructions and are a very important aspect of the Retention Category.  Disposition Instructions will be covered in a future blog posting, but for now it’s important to notice that there can be only one set of Disposition Instructions per Retention Category.  The implication of having a single set of Disposition Rules for a Retention Category is that documents with different retention periods are usually best separated into their own Retention Category.

Also of interest is the fact that a Retention Category cannot contain another Retention Category.  If there is a need to group documents together within a Retention Category, the Oracle WebCenter Content: Records Management software has the concept of a Records Folder.

Records Folder: A Records Folder can be created within a Retention Category, but not within a Series.  Each Records Folder can have a separate set of dates (activation, deletion, etc.) as well as profile triggers and other information to help manage content within that folder.  However, since the Records Folder is contained within a Retention Category, it also can inherit the attributes and disposition of that Retention Category.  Additionally, Records Folders can be nested within other Records Folders.

In this example, the General Ledgers Retention Category contains a Records Folder for the Smith Acquisition.  Presumably, these documents need to be handled slightly differently than standard general ledger documents.

Now that we know a little bit about what a Series, Retention Category and Records Folder are used for, we can start creating them to match the needs of the organization.  Within WebCenter Content: Records Management creating these items is very easy.  Browse to a location within the Retention Schedule where you want to create the Series, Retention Category or Records Folder, choose Create and select the appropriate item from the menu.

In the example above, we are in the Series called “Accounting”.  Since it’s a Series, it can only contain another Series or a Retention Category so those are the only two items listed in the drop down menu.  However, as you can see below, if we are in a Retention Category we can create a Records Folder, a new Content Item or a new Physical Item.

The screens used to create a Series, Retention Category and Records Folder all contain a Quick Help button which explains how each of the fields on the screen is used.

More information on creating a Series, Retention Category and Records Folder along with all of the fields on the creation screens can be found in the Setup Guide for Records Management. Once an item is created, editing or deleting is easily done from the menus.  Select the Action icon next to the item you want to modify and then choose the appropriate action from the menu as shown below.

In summary, the combination of Series, Retention Category and Folder are the basis for all records management implementations using WebCenter Content: Records Management.  They are used to create a structure that groups content items together based on legal and business rules for disposition of an item.  We will explore the details behind these disposition rules in a future post.

If your company needs help with any aspect of an Oracle WebCenter Content implementation, TEAM Informatics is here for you.  Whether you need a subject matter expert for a few hours or an entire implementation team to run your project, we have the resources and expertise needed to make your project a success. Contact us today!


Oracle WebCenter Content: Records Management – Understanding Series, Retention, Categories & Records Folders

May 30, 2012

By: Dwayne Parkinson – Solution Architect

A funny thing happened on the way to implementing the brand X records management solution; somebody forgot to tell the legal department that the way they need to organize content is not the same way the business needs to organize content.  The business may organize their content into a nice clean hierarchical folder structure by client and product, or maybe they group items by business process or maybe the business has no structure to their content and chooses to rely on metadata to organize content items.  Most likely it’s a combination of all three.

Enter stage left:  records management.  Suddenly the legal department needs to group content based on how long the business legally needs to keep the item rather than grouping by business process.  The content items no longer fit nicely within the “Smith Acquisition – Regulatory Documents” folder.  Instead they are regulatory documents for Kentucky which have different requirements for document retention than the regulatory documents for Tennessee, Indiana and Wisconsin.

Unlike other solutions on the market, Oracle WebCenter Content: Records Management (formerly Universal Records Management or URM) can easily handle the situation we just described.  WebCenter Content: Records Management manages content items regardless of source or format, in a single, consistent, manageable infrastructure.  The content items can be electronic documents such as spreadsheets and photos or physical items such as boxes of signed documents.  Most importantly, regardless of the type of content, all managed items can be assigned to a “Retention Category” or folder which is independent of how they are actually stored within the content management system.  That separation allows the legal department to group content items differently than the rest of the business, which is an important feature for many organizations.

The Retention Schedule represents the starting point, or highest level, of a hierarchical structure that is used to arrange content items based on the rules for retention.  It is from this starting point that an organization will begin implementing a records management structure to match the legal requirements and business needs of their organization.

Series: Within WebCenter Content: Records Management, Series are used to divide the Retention Schedule into logical groupings.  A Series can be thought of similar to a folder in Windows Explorer; however, it cannot actually contain a content item.  Instead, it contains other Series and Retention Categories (see below).  In this example, you can see a Series (Commercial File Plan) which contains another Series (Accounting) which contains a third Series (Ledgers) which finally contains the Retention Categories of General Ledgers and Trial Balances.

Retention Category: In the image above, General Ledger and Trial Balances are Retention Categories.  A Retention Category contains the content items that will be managed by the software.  It has security settings, notification information and most importantly, disposition instructions which indicate when to take action on content items within that category.

The rules that describe what to do to the content items are called Disposition Instructions and are a very important aspect of the Retention Category.  Disposition Instructions will be covered in a future blog posting, but for now it’s important to notice that there can be only one set of Disposition Instructions per Retention Category.  The implication of having a single set of Disposition Rules for a Retention Category is that documents with different retention periods are usually best separated into their own Retention Category.

Also of interest is the fact that a Retention Category cannot contain another Retention Category.  If there is a need to group documents together within a Retention Category, the Oracle WebCenter Content: Records Management software has the concept of a Records Folder.

Records Folder: A Records Folder can be created within a Retention Category, but not within a Series.  Each Records Folder can have a separate set of dates (activation, deletion, etc.) as well as profile triggers and other information to help manage content within that folder.  However, since the Records Folder is contained within a Retention Category, it also can inherit the attributes and disposition of that Retention Category.  Additionally, Records Folders can be nested within other Records Folders.

In this example, the General Ledgers Retention Category contains a Records Folder for the Smith Acquisition.  Presumably, these documents need to be handled slightly differently than standard general ledger documents.

Now that we know a little bit about what a Series, Retention Category and Records Folder are used for, we can start creating them to match the needs of the organization.  Within WebCenter Content: Records Management creating these items is very easy.  Browse to a location within the Retention Schedule where you want to create the Series, Retention Category or Records Folder, choose Create and select the appropriate item from the menu.

In the example above, we are in the Series called “Accounting”.  Since it’s a Series, it can only contain another Series or a Retention Category so those are the only two items listed in the drop down menu.  However, as you can see below, if we are in a Retention Category we can create a Records Folder, a new Content Item or a new Physical Item.

The screens used to create a Series, Retention Category and Records Folder all contain a Quick Help button which explains how each of the fields on the screen is used.

More information on creating a Series, Retention Category and Records Folder along with all of the fields on the creation screens can be found in the Setup Guide for Records Management. Once an item is created, editing or deleting is easily done from the menus.  Select the Action icon next to the item you want to modify and then choose the appropriate action from the menu as shown below.

In summary, the combination of Series, Retention Category and Folder are the basis for all records management implementations using WebCenter Content: Records Management.  They are used to create a structure that groups content items together based on legal and business rules for disposition of an item.  We will explore the details behind these disposition rules in a future post.

If your company needs help with any aspect of an Oracle WebCenter Content implementation, TEAM Informatics is here for you.  Whether you need a subject matter expert for a few hours or an entire implementation team to run your project, we have the resources and expertise needed to make your project a success.


Introduction to Oracle WebCenter Content: Records

May 1, 2012

By: Dwayne Parkinson – Solution Architect

What Is It? 

Oracle WebCenter Content: Records (formerly Universal Records Management) is enterprise software designed to help companies manage both physical and electronic records (invoices, purchase orders, spreadsheets, CAD drawings, etc.).  In general, records management software helps companies control how long content of any kind must be kept before it is destroyed.  True enterprise records management software has the capability to control both electronic content and physical records such as a box of documents stored in an offsite location and it has robust capabilities for specifying when and how to dispose of the content.

Why Do You Need Records Management?

Most companies excel at keeping content.  In fact many companies simply “keep everything forever.”  Since the amount of time to keep documents is often dictated by law and companies don’t have a tool to insure compliance across the organization, keeping everything forever quickly becomes the easiest and most often implemented “retention policy.”   The challenges of categorizing the content, finding it when needed and disposing of it at the right time simply require too much effort.

On the surface, keeping everything forever seems like the easy answer, but there are several significant issues with that approach:

  • We live in a litigious society.  Most companies of any size will at some point find themselves the target of legal action.  As part of the legal action the company will be required to produce documents for the discovery process.  Lowering the cost of discovery is one of the key benefits to using Oracle WebCenter Content: Records software.  It is also one of the reasons not to keep everything forever.  If a company keeps everything, it must then be capable of producing everything as part of a lawsuit.  Oracle created a white paper highlighting the importance of this point a few years ago.  http://www.oracle.com/technetwork/middleware/webcenter/content/records-retention-whitepaper-130956.pdf
  • There may be different versions of the same document.  Without some effort to dispose of an old version, mistakes are inevitable.  Using a manufacturing company as an example, there may be assembly or installation instructions for a product.  Perhaps the way a product is installed affects its safety or function.  Perhaps an incorrect installation will fail to meet a specific government regulation.  In these cases it is critical that only the most recent installation instructions are used.  Failure to do so will result in a lawsuit and/or steep fines.  Since Oracle WebCenter Content: Records is also an enterprise content management system, controlling and disposing of specific document versions is inherently simple.
  • Saving everything forever can create significant storage cost.  It takes money to pay for both physical and electronic storage.  It takes money to pay for handling and management of the content items too.  Each time a box of old invoices is moved, more money and time are invested to maintain its existence.  Every square foot of storage space is purchased or leased, taxed and sometimes heated and cooled.  Likewise, every byte of data is stored, backed up and maintained on a hard drive somewhere.  Overall, there’s a larger than expected “hidden” cost associated with storing every piece of content the company owns regardless of whether the item is printed and stored in a file cabinet or whether it is stored electronically on a network.  As the number of content items increase, the cost of carrying those items increases.  Keeping everything forever guarantees that a company’s cost of content will increase perpetually.  Oracle WebCenter Content: Records allows you to assign costs and invoice for storage of content to help keep this under control.

Perhaps the best way to think about records management software is to compare it to back-up software that an IT department uses.  Back-up software is used every day to make sure the company can recover its data after a disaster.  Perhaps someone accidentally deleted important engineering documents or there was a physical hardware failure on the network.  Maybe there was a massive tornado complete with flying cows.  In any event, the back-up software is there to ensure that the company can restore the missing information and recover from the disaster.

Similarly, records management software is used every day to ensure that content which must be kept for specific periods of time is indeed kept for that length of time.  It ensures that correct content is used throughout the organization and perhaps most importantly, the records management software is responsible for ensuring that content is moved, approved for disposition by the correct people and eventually disposed of at the appropriate time.  This ultimately helps the company recover in the event of a legal disaster.

Just as back-up software helps an IT department deal with the inevitable accidental document deletion, records management software helps the legal department deal with the inevitable lawsuit.  Surprisingly, while virtually every IT department uses some kind of back-up software, very few legal departments use records management software, yet the disasters that occur in the legal department are just as certain and can be far more costly.

Oracle WebCenter Content: Records

Oracle WebCenter Content: Records is designed to be an enterprise class records management system.  The list of key features includes compliance with Department of Defense 5015.2 version 3, baseline records management, classified records management and the Freedom of Information Act and Privacy Act requirements specification.  The software has hot-pluggable integration with Oracle WebCenter Content and pre-built adapters for Microsoft SharePoint 2007 & 2010, EMC Documentum, IBM File Net and popular network file systems such as Linux/Unix and Windows.  The pre-built adapters provide a single point of interaction for electronic and physical records management to manage and enforce file plans, centralize legal holds, perform disposition processing and discovery and provide audit trails and disposition certificates.

Oracle WebCenter Content: Records provides intuitive retention management and e-discovery capabilities that combine with a robust feature set to provide records managers with a single view into all retention schedules, disposition actions and audit histories.  A proper implementation of Oracle WebCenter Content: Records software changes a legal discovery process from an expensive unpredictable nightmare to a well-defined and predictable business process.

TEAM Informatics E-Mail Manager for Oracle

TEAM Informatics is an Oracle partner and recognized leader in the field of content management and records management using Oracle products.  Our E-Mail Manager for Oracle was developed by the TEAM Informatics product development group and it extends the power and flexibility of Oracle records management to a company’s e-mail system.  This incredibly useful tool allows records managers to perform e-discovery over the entire corporation including the massive volume of e-mail which is accumulated by businesses today.  Records managers who include the E-Mail Manager for Oracle in their suite of tools enjoy a single interface for managing e-Discovery across the entire organization. Read the press release.

The Way Forward

If your company is like most, you will quickly admit that there is a records management problem but you’re probably not clear on a solution to fix it.  Your company may want records management software but everyone is simply too busy running the daily business of producing widgets or providing services to take on yet another project.  Even if the company did want to implement a new records management software system, there may not be internal resources with the unique set of records management, project management and software implementation skills necessary to successfully implement a solution.  This is where TEAM Informatics can help.

TEAM Informatics is a recognized leader with Oracle WebCenter Content: Records implementations.  Whether your company has a project team in place and simply needs a subject matter expert for a few days, or your company needs a highly functional external team to come in and move your entire records management implementation forward, TEAM Informatics has the experience, expertise and resources to make records management successful at your company.



TEAM Product Release – Email Manager for Oracle – by TEAM

April 13, 2012

TEAM is ecstatic about the release of our new product “Email Manager for Oracle” and so are many of our customers. The buzz behind the product is its ability to aid in protecting your company and minimize your legal costs and concerns.  Gartner Research states that “an effective email management policy is essential for organizations in today’s litigious environment.” Is your organization prepared? Are you an Oracle customer who has questions about the best way to properly manage email? Do you have a plan to contain your eDiscovery costs?

TEAM has put together a web seminar to present and demonstrate the capabilities of our Email Manager for Oracle.

Attend this informative webinar to:

  • Discover TEAM’s innovative approach to gaining control over your email volume
  • See how to ensure corporate record retention policies are applied automatically to relevant emails
  • Understand how you can support legal discovery and mailbox management quickly and with high user adoption

Protect your company and minimize your legal costs and concerns by utilizing TEAM’s Email Manager for Oracle. Register today!

To learn more about TEAM’s Email Manager for Oracle, register for one of our two sessions today:

Session One: Monday, April 16th, 5PM CDT (Tues, Apr 17th, 8AM AEST)

Session Two: Tuesday, April 17th, 10AM CDT (4PM GMT Summer Time)