Records management and archiving for PLM Ensuring regulatory compliance by organizing and storing electronic records and scheduling their disposition Benefits Summary • Enables your company to To enable your company to comply with a wide range of regulations that establish a validated state of govern the auditing and retention of business data, Siemens PLM Software document retention and provides a Teamcenter® records management solution modeled after the control modeled after DoD DoD 5015.2 standard for records management application (RMA) products. 5015.2 Teamcenter provides the most integrated cross-discipline solution available • Reduces risk and the cost for companies that want to leverage their product lifecycle management associated with litigation and (PLM) system to systematically organize business documents and records, noncompliance by enabling ensure their authenticity and schedule their proper disposition. your company to deliver proof of regulatory Teamcenter’s records management solution compliance Teamcenter’s records management solution enables you to efficiently and • Improves organizational systematically organize and dispose of your company’s documents and productivity by organizing records in a manner which complies with a wide variety of business and and storing records that government regulations. By managing the records and data lifecycle that entitled users can easily and pertains to your product-related information, Teamcenter lets you systemat- quickly find/retrieve ically define what kind of compliance data needs to be retained, in what form • Minimizes storage cost by and for how long. Equally important, Teamcenter can be leveraged to enable automatically notifying appropriate parties about expiring documents and records, thereby enabling them to retire these documents/records to cost effective repositories based on this information’s business value at any point in time • Comprehensively track actions taken by individual users, as well as track their role in the document/record retention and disposition process TEAMCENTER www.siemens.com/teamcenter TEAMCENTER Records management and archiving for PLM Benefits continued entitled users to access this information in records extend the business value of your • Improves security by a timely manner, as well as to ensure data documents by providing accountability enabling administrators to authenticity and proper disposition. controls that you can leverage for define highly secure file regulatory compliance and legal discovery. plans that establish rigorous Teamcenter’s records management retention and disposition solution enables you to logically organize controls over your most your data records into folders, classify the important records information you retain to facilitate rapid • Enables your company to access and define file plans that you can establish a unified record use – and re-use – to control record retention and management retention, implement automatic solution that easily integrates notification procedures and determine otherwise dispersed final disposition. Teamcenter is especially compliance activities, adept at managing Microsoft Outlook facilitates enterprise email as records. compliance status and reporting, and ensures Underlying record management comprehensive adherence to concepts corporate governance and You can use Teamcenter’s robust business rules knowledge and process management capabilities to capture, manage, track and Features distribute information created by multiple With respect to meeting regulatory Automatic notification of authoring systems on an enterprise basis. compliance and legal discovery scheduled record disposition: In the world of international standards, the requirements, Teamcenter’s records • Phased-based disposition information assets that Teamcenter management solution enables your • Disposition phase objects manages are called documents (defined by company to: that specify retention ISO 15489 as “information that can be • Adhere to a consistent schedule of data interval (duration), action treated as a unit”). Typically, product- retention and disposal (interim transfer, freeze and related documents include drawings, • Properly identify, handle and monitor destroy), accession location contracts, specifications, notes, test plans, vital documents, including information and disposition type (time, emails, manufacturing instructions and essential to the continuation of a event, time-and-event) technical publications. business in the event of a disaster • Disposition authority that • Rapidly provide required documents at grants legal or business By enabling you to organize and manage the time when they are needed authority to transfer records these documents as records (defined by • Identify documents that require formal to storage or appropriate ISO 15485.1), Teamcenter’s records approval before they can be destroyed disposal management solution provides a • Disposition phase standards-based form of evidence that Use cases notification to individual you can use to confirm conformance to a While the implementation of Teamcenter’s users that indicates which legal obligation or verify that a business records management capabilities will vary records allow or require transaction has actually taken place. from company to company, the following which disposition actions basic use cases apply in many instances. Real-time status tracking, Teamcenter enables your company to • Creating record folders to logically verification and auditing: create, maintain, control, audit and organize your records • User activity logging with dispose of records that reflect what a • Creating records from documents, complete audit trails for document communicates, what the emails and your company’s other history tracking document decides, or what action has information assets • Ability to generate user been taken. In turn, Teamcenter-managed • Creating file plans and their related activity and document status disposition schedules, phases and reports schema • Ability to classify records using valid values TEAMCENTER Features continued Authorized users create the documents action is required by a particular phase Robust record organization they want to manage as records by either (e.g., when a file should be copied to facilitated by file plans and authoring these documents in Teamcenter archive or transferred to another file folders: or capturing them from an external source. organization). • Ability to protect file plans by Teamcenter-managed records are business preventing their deletion items that have been associated with a At another level, organizations can without explicit entry into document, which in turn details a business establish file folders to organize their the plan’s destroy phase transaction or activity. Records apply to all records on a more usable and convenient Responsibility tracking forms of documents, including files that basis. More specifically, folders let supported for enhanced contain drawings, photographs, books, organizations group records that share a security: maps, word processing documents, hard common disposition process. Folders can • Administrative level security copy documents, email messages, email include both records and embedded added to print stamps attachments and machine-readable folders. Each folder carries an open/closed • Implementation of secure materials. status to indicate that new records can be erase by overwriting disk added to the folder or that only authorized files upon record deletion to When authoring is complete, authorized users are allowed to add more records. prevent access by disk/file users can establish file plans that define recovery tools how the records – and record folders – • Revision/effectivity-driven associated with the plan should be document retrieval disposed. The file plan includes a related • Record folder authorization disposition schedule that specifies when to define who has authority and how the plan’s related records are to open/close individual supposed to be disposed. The schedule’s folders details are defined in terms of disposition Robust metadata modeling for phases (each phase having its own records management: duration) and a disposition schema that • Object recognition of popular defines the actual processes that will be formats, including doc, pdf performed. Teamcenter can issue email and txt notices to entitled users when manual • Ability to manage emails and their attachments as records (via Microsoft Outlook integration) © 2011 Siemens Product Lifecycle Management Software Contact Inc. All rights reserved. Siemens and the Siemens logo are registered trademarks of Siemens AG. D-Cubed, Femap, Siemens PLM Software Geolus, GO PLM, I-deas, Insight, JT, NX, Parasolid, Solid Americas 800 498 5351 Edge, Teamcenter, Tecnomatix and Velocity Series are Europe 44 (0) 1276 702000 trademarks or registered trademarks of Siemens Product Asia-Pacific 852 2230 3333 Lifecycle Management Software Inc. or its subsidiaries in the United States and in other countries. All other logos, trademarks, registered trademarks or service marks used www.siemens.com/teamcenter herein are the property of their respective holders. X3 12934 1/11 B.