Are you aware of how many applications that your company uses today? How many are cloud-based vs. local? Custom-built vs. off-the-shelf? Do not feel bad about not knowing the exact answer. The truth is that even your CIO may not have that answer. What is probably more unsettling, as a Records Manager, is the amount of legacy applications still being used and maintained within your company. These sometimes home-grown, old faithful applications lack the modern framework needed to communicate with other systems via web services and other modern API’s (Application Program Interface).
Security and risk notwithstanding, the collective volume of data that these applications create is what makes records management difficult – even in a small company. If you do not know where or what it is, how can you, “get it in, manage it, and get it out?”
There are three specific ways to get data from your legacy application into RMA iQ:
1. We can extract it from your application’s database.
2. You can extract it and provide the content, along with a manifest file.
3. Upgrade the application to allow communication from web services.
For options 1 or 2, we will configure an ingest process for each type of document coming into RMA iQ. Part of this process will be applying a record category from your file plan. This will generally be done in phases, and we will use our Dashboards and Reporting applications to track progress.
For option 3, we will work with you to determine the best way to interact with your application, application-specific parameters and any other requirements, after meeting with your IT team.
Most of today’s modern applications and enterprise resource systems (SAP, Oracle, Salesforce.com) have built-in methods to authenticate and to perform read/write processes as needed. From there we can ingest documents into FeithDrive, our web file system, to apply record categories, start an approval workflow, or even have the document digitally signed.
For other applications built on a SQL database (e.g. Oracle or SQL Server), we work with your technology group to select only what we need for a specific business process. To write information back to you, we are generally given a specific area within the database to which we write. We can apply the correct record category anytime during the process.
For cloud-based collaboration tools, such as Microsoft SharePoint, or network file shares, we perform one or two-way syncing with FeithDrive.