Create and maintain authentic, reliable and useable records


Record management software solutions govern the practices of records managers and of any person who creates or uses records in the course of their business activities. Electronic records management in an organization includes:

  • Setting policies and standards.
  • Assigning responsibilities and authorities.
  • Establishing and promulgating procedures and guidelines.
  • Information management.
  • Providing a range of services relating to the management and use of records.
  • The design, implementation and administration of specialized systems for managing records.
  • Integrating records management into business systems and processes.


  • Determining what records should be created in each business process, and what information needs to be included in the record.
  • Deciding in what form and structure records should be created and captured in, and the technologies to be used.
  • Determining what metadata should be created with the record and through record processes and how that metadata will be persistently linked and managed.
  • Preserving records and making them accessible over time, in order to meet business requirements and community expectations.
  • Ensuring that records are maintained in a safe and secure environment.
  • Identifying and evaluating opportunities for improving the effectiveness, efficiency or quality of its processes, decisions, and actions that could result from better records creation or management.
  • Determining requirements for retrieving, using and transmitting records between business processes and other users and how long they need to be kept to satisfy those requirements.
  • Deciding how to organize records so as to support requirements for use.
  • Assessing the risks that would be entailed by failure to have authoritative records of activity.
  • Complying with legal and regulatory requirements, applicable standards and organizational policy.
  • Ensuring that records are retained only for as log as needed or required.

File plan

A file plan is a comprehensive outline that includes the records series, file organization, active file locations, file transfer instructions, file retention and disposition instructions, and other specific instructions that provide guidance for effective management of records.

A file plan is created by detailing the file series of the records in your organizational unit, as well as information about how they are managed and by whom, incorporating the following information into your file plan.


  • Describe the kinds of items the organization acknowledges to be records.
  • Classification of records into a wide range of categories.
  • Indicate where records are stored.
  • Describe retention periods for records.
  • Delineate who is responsible for managing the various kinds of records.
  • Work with electronic records and non electronic record.


It allows inheritance between file series.

  • Inherit from parent file series to child one.
  • Extend file series.
  • Clone file series.


Set security by file series of the record.

  • Security based on OpenKM plugin system.
  • Create your own dynamic security for each file series, for example, based on metadata values.

Record manager

  • Record manager based on OpenKM plugin system.
  • Create your own dynamic logic for each file series, for example, based on metadata values, the file series can be promoted as "record" status.
  • Dynamic logic for evaluating the task "promote as record".


Define common searches based on file series of record.

Classification of business activities

Classification of business activities acts as a powerful tool to assist the conduct of business and in many of the processes involved in the management of records:

  • Providing linkages between individual records with accumulate to provide a continuos record of activity.
  • Ensuring records are named in a consistent manner over time.
  • Assisting in the retrieval of all records relating to a particular function or activity.
  • Determining security protection and access appropriate for sets of records.
  • Allocating user permissions for access to, or action on, particular groups of records.
  • Distributing reponsibility for management of particular sets of records.
  • Distributing records for action.
  • Determining appropriate retencion periods and disposition actions for records.

Classification system

Classification system reflect the business of the organization from which they derive and are normally based on an analysis of the organization's business activities. The system can be used to support a variety of records management processes.


  • Cataloging based on OpenKM plugin system ( allows automatic document and records management ).
  • Create dynamic destinations based on record values.
  • Dynamic wizard requiring the user for metadata values based on file series of the record ( control of the creation ).


  • Disposition based on OpenKM plugin system.
  • Set retention schedule and period ( retention period ).
  • Create dynamic disposition based on record values.

Contact us

OpenKM USA, LLC, Computer Software Publishers & Developers, Orlando, FL

General inquiries

North America Headquarters:
37 N. Orange Ave. Suite 536, Orlando, FL 32801
+1 646 206 6071 (USA)

c/ Bunyola 13, 07004 Palma de Mallorca, Balearic Islands, Spain
+34 605 074 544 (Spain)
+34 605 074 544 (Spain)

North America: Please call +1 646 206 6071.
Office Hours:
Monday - Friday: 08:00 am - 17:00 pm EDT for immediate assistance. Currently, it is Saturday 02:34 am in New York, USA.

Europe Spain: Please call +34 605 074 544.
Office Hours:
Monday - Friday: 09:00 am - 14:00 pm, 16:00 pm- 19:00 pm CEST for immediate assistance. Currently, it is Saturday 08:34 am in Palma de Mallorca, Spain.

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