A more cost effective way to manage your records.
What are Managed Services
CorpMem’s Managed Services equate to your Records and Information Management Team in the cloud. We relieve the burden of processing and managing records, while maintaining your organisation’s information management to a high degree of compliance.
CorpMem brings the expertise and knowledge of a highly trained records team within the grasps of any organisation. We use the MAGIQ Documents eDRMS to take care of your operational recordkeeping needs so that you can think about records management strategically.
in the Cloud
You start the day and all your mail has already been registered into your eDRMS, classified, indexed, routed (according to your business rules) and waiting for your staff to action. Every piece of correspondence received throughout the day, electronic or otherwise, is almost instantly transformed into a record and routed to the correct person in your organisation. What a dream, right?
With CorpMem, this is a reality.
We provide Records and Information Management staff in the cloud to alleviate the massive workload that comes with successfully managing records. The model we have developed is flexible and we can deliver as much or as little as you require.
Because MAGIQ Documents is web based and you only need a web browser for access, it is simple to set up your records staff in the cloud. When we combine this amazing eDRMS with the information governance and business processes we’ve developed and a team of experienced and highly trained record keeping professionals, we are able to offer a recordkeeping solution that will not only be compliant and secure but will serve your organisation better than you could have imagined possible.
All our Managed Services clients get free access to the CorpMem Advantage Tool kit and the infoVantage RIM Knowledge Platform.
Systems need to be opened to audit or they will become a closed system and closed systems tend towards chaos. Quality systems control the processes that develop and deliver products to their customers. If customers are relied on to inform of the effectiveness of controls, it may already be too late. An effective system will contain constant checks, tests and systems for corrective action. All of these need the support of independent checks from within the organisation. The practical application of auditing skills and knowledge to plan, prepare and conduct these checks are necessary to affect a useful audit.
CorpMem’s Application Administrators know MAGIQ Documents proficiently and monitor your instance of MAGIQ Documents daily to ensure it is performing optimally. Requests for configuration changes, such as new users or groups are dealt with promptly.
Losing valuable corporate knowledge relating to the administration of MAGIQ Documents is no longer a problem. Using a CorpMem Application Administrator means you will never need to train an administrator again or experience time delays due to employee absence whether unscheduled or planned.
Capturing records into your recordkeeping system at the earliest opportunity is paramount to the effective management of records and information. Once records are captured into a recordkeeping system they provide evidence that a record has been made or received and the risk of loss is removed.
Using MAGIQ Documents’ native tools such as Workbench, CorpMem will register all digitised records into MAGIQ Documents, adhering to CorpMem best practice RIM processes, customised to meet your business rules and requirements. Digitised records include all scanned hard copy documents, emails and faxes.
Records registered by CorpMem will be trustworthy records that produce information that is reliable, inviolate and authentic.
Processing is undertaken remotely from your office.
Your Business Classification Scheme (BCS) is designed to support the recordkeeping requirements of your organisation. The design adheres to CorpMem’s best practice RIM frameworks and processes and aligns with your business functions and activities.
Indexing is the process of applying terms or codes to records so that they may be searched for, retrieved and analysed across classifications. Many organisations are hampered because indexing is disregarded, making information difficult to retrieve.
Indexing is the simpliest and best way of ensuring that all your unstructured data assets (documents, photographs, video, audio etc) and structured data assets are aligned and indexed to your business functions and activities. When indexing is used in conjunction with full text retrieval your time spent searching is significantly reduced.
CorpMem indexes your records with at least the minimal metadata, terms and codes agreed to with your organisation. Indexing terms are aligned to your business thesaurus and business rules.
Retention and disposal determines how long information and records should be kept and at what point records no longer have value and can be legally disposed of. Disposal includes archiving, transfer and destruction.
Allocating and managing user permissions to authorise creation, access, alteration and deletion of records is a significant responsibility. It is also one that can become cumbersome and difficult as the structures within the recordkeeping system grow in complexity and the user base increases.
CorpMem designs a security and access model that fits your organisation’s requirements. The best compromise between individual and role based access is applied to your system allowing individuals to manage their own documents while corporate information is secured under a broader model.
Classification is the process of categorising records generated by business activities and putting them into the appropriate place in a business classification scheme. Records are categorised in systematic and consistent ways to facilitate capture, protection, retrieval, maintenance and disposal.
Classification is a highly skilled job that is often given to people who don’t have the required skill set. CorpMem recognises that classification is a skill that requires training as well as natural aptitude. Only people with the right skills are given this function to perform.
CorpMem will document your organisation’s business rules using our RIM Knowledge Platform. This makes determining the correct classification for your records an efficient and accurate process. It also provides both organisations an excellent point of reference to ensure your business rules are understood and followed to the letter.
Virtually all business processes involve company records. The more a business process can be automated, the greater the opportunity for savings. A well-designed workflow delivers the right information at the right time to the right place and people.
Workflow can be designed to capture process metrics to allow performance management of every action.
Workflow development is not easy, as it requires a good understanding of records management, business processes, technology, and the business environment.
CorpMem can document your organisation’s business rules using our RIM Knowledge Platform. This makes sure that your information is routed to the right people promptly every time. It also provides both organisations an excellent point of reference to ensure your business rules are understood and followed to the letter.
All organisations routinely gather, store, process, transmit and dispose of records that contain information. That information must be protected from unauthorised disclosure, misuse and misrepresentation while at the same time, made readily available to those who need it. Classification of information in terms of its business criticality is an essential element in achieving appropriate information security.
CorpMem’s Security Classification design and processes provide protection for your organisation from security breaches that a security access model can’t control. For example, if a classified document is accessed, security access models can’t stop unauthorised downloading, printing or transferring.
A well established Security Classification protocol identifies at which level documents are classified and what is the appropriate use and handling of documents classified at that level. Staff will know when they have accessed a classified document and what their responsibilities are.
CorpMem bases the security classification model around MAGIQ Documents’ security classification markings:
- Top Secret
- No markings