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Records Management

BlackBall, The Distributed Data Management Company, provides solutions to your records management nightmares. According to ARMA, companies typically misfile 24% of records--forever! In this age of electronically stored records, reducing costs, saving time, and enabling document retrieval for audits is crucial. BlackBall's solution to electronic management of documents can dramatically improve the audit process.

Businesses wrestle with the challenges of harnessing distributed electronic records throughout their computing infrastructures that span a wide variety of platforms and applications. The costs of non compliance are escalating and businesses are realizing it wiser to be pro-active in managing all the distributed data, including emails. The costs and complexity of centralized records management products has grown, and business are still faced with distributed records challenges.

eMail application servers hold terabytes of emails that users never manage or worry about records retention. Documents are being destroyed that shouldn't be, and now they are being subpoenaed. Users simply aren't properly trained on business processes as they relate to electronic records. Even if they are, humans are inconsistent, and simply forget to properly follow electronic records filing requirements.

Companies rely on significant investments in IT to empower its employee's ability to work effectively. They cannot capture the returns on IT investments unless growing data stores can be effectively managed and users can find the right information when it's most needed. Unfortunately, the proliferation of data has led to a more complex storage environment that makes unstructured data search and management more vital than ever before.

While your capacity to store data has grown exponentially, the tools needed to manage that growth and your employees' ability to find critical information has not. One recent study found that employees spend 11 hours a week conducting searches within multiple systems, often without finding what they needed. Mobile workers require search capabilities but face security and bandwidth limitations. Typical desktop search or centralized records and document management products solve only a part of the problem.

Desktop tools search local hard drives and eMail, but do not provide true federated search capabilities that include shared resources like file servers and NAS appliances. Records and document management solutions only manage data imported into their closed loop systems which requires data to be migrated into resource draining relational databases effectively limiting the scope of the information assets they can be tasked with managing.

Imagine a solution that can automatically and intelligently categorize, store, manage, and retrieve all of your electronic records and documents including MS-Office, emails, legal and medical records, and Sarbanes/Oxley required historical archived TIFF documents. The digital world has overwhelmed us with mountains of electronic records that need to be quickly located and retrieved.

However, finding your documents can be frustrating and time consuming when utilizing standard file system and cataloging systems, such as: NTFS and SQL RDBMS's. Searches can take forever and often return nothing. You want robust search criteria like author, company name, title, case numbers, patient ID, document sub-headings, and invoice numbers. BlackBall solutions put order to chaos by automatically organizing information and extending data organization with user labels with meaningful descriptions to documents. Our solutions offer the fastest indexing and searching using new techniques designed to address your document storage and retrieval needs. Even electronically stored TIFF documents can be indexed with our various partners OCR capability.

SearchIn provides automatic organization and keyword query access to unstructured files. Search queries can be targeted down to specific metadata fields, file attributes, or file content. Users can enhance the organization of their unstructured files by assigning their own labels to files. Search query results can be acted on immediately to provide comprehensive data management capabilities.