We recently released version 3.3 of ControlCenter, which integrates ControlCenter with the Records Management capabilities of WebCenter Content. This combination ensures compliance with regulatory standards, improves operational efficiency, and provides a modern interface for managing controlled documents.
What is ControlCenter?
ControlCenter is a comprehensive solution developed by Fishbowl Solutions for managing controlled documents within Oracle WebCenter Content. It offers an intuitive user experience, enabling users to easily find and manage documents across various devices. ControlCenter automates document control processes, ensuring compliance with regulatory standards and reducing human error. Key features include flexible browse navigation, customizable dashboards, and automated scheduled reviews. The solution also supports metadata synchronization, document history, and provides a modern interface for efficient document management.
What is Records Management?
Developed by Oracle and included as an optional feature of WebCenter Content, Records Management is a robust solution designed to manage content across various formats and sources within a unified infrastructure. Records Management is essential for businesses to enhance operational efficiency, safeguard sensitive information, and maintain compliance with regulatory standards such as Sarbanes-Oxley, HIPAA, DoD 5015.2, and others. By implementing a robust records management system, companies can streamline the organization, retrieval, and disposal of records, ensuring that critical documents are easily accessible when needed. This not only aids in regulatory compliance but also reduces the risk of data breaches and legal liabilities. Additionally, records management supports better decision-making by providing a clear audit trail and historical data, which can be invaluable during audits or legal proceedings.
Managing Records in ControlCenter
With the release of ControlCenter version 3.3, ControlCenter now supports several features of Records Management, enabling organizations to utilize the powerful retention capabilities of Records Management with the improved user experience and interface of ControlCenter.
Records Management centers around retention schedules and dispositions. Retention schedules consist of series, retention categories, and folders, which function as hierarchical groupings of content. ControlCenter allows you to browse through retention schedules to view documents filed into each category and folder. You can also mark schedules as favorites for quick access. Documents can be assigned to retention categories and record folders on check-in.
Dispositions are scheduled actions to be taken on content filed into certain retention categories. These actions can include cutting off items from further changes, marking a document obsolete, or deleting documents from the system. For example, a retention category could be configured to mark documents obsolete two years after being checked in, then delete those documents two years after that. The retention lifecycles for documents can be viewed, including a preview of the lifecycle of documents during check-in.
Individual documents can be marked as vital, which allows them to be subjected to periodic review on a regular basis, regardless of if they are managed by a retention category disposition. These documents can include legal documents, regulatory compliance data, or any other content that is vital to your business and should be regularly reviewed.
Documents can be manually frozen (to prevent any changes from being made) and marked obsolete as well. Freezes can ensure compliance with legal holds or audits placed on documents. Alerts will appear next to frozen and obsolete documents in search results and other document tables.
Conclusion
The addition of Records Management capabilities into ControlCenter with version 3.3 ensures compliance with regulatory standards, enhances operational efficiency, and provides a modern interface for managing controlled documents. By leveraging these advanced features, organizations can streamline their document management processes, reduce legal risks, and improve overall productivity.
