HP Records Manager. Release Notes. Software Version: 8.0. Document Release Date: September 2013

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Software Version: 8.0

Release Notes

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1 HP Records Manager Release Notes ... 1

Introduction to HP Records Manager 8.0... 1

Overview of HP Records Manager 8.0 ... 1

2 New Features in this Release ... 2

Features Options ... 2

Dropzone ... 3

Document Stores ... 4

Tiered Storage Management ... 4

External Document Store ... 6

In-place Management ... 6

Advanced Request and Warehouse Integration ... 7

Request Types ... 7

Records Management Terminology ... 10

Duplication checking and conversation tracking for Outlook E-mails ... 11

Thin Lotus Notes Integration ... 12

DataPort ... 13

New API Technology ... 16

Service API ... 16

WebDrawer ... 17

.NET API ... 17

3 Enhanced Features in this Release ... 18

HP Records Manager for SharePoint integration ... 18

HP Records Manager Web Client ... 18

Web Client Functionality ... 18

Auditing Improvements ... 20

Active Audit Events on HP Records Manager Objects ... 20

Summary Snapshots ... 22

Annotating Amendments for Auditing Purposes... 23

Improving Management of Offline Audit Logs... 24

Other Changes to Auditing ... 25

New Record Auditing Configuration Options... 27

Searching ... 27

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Parameterize Saved Searches ... 29

Saved Searches Created in HP TRIM ... 31

Enhanced Search Integration with IDOL ... 32

Enhanced Deployment and Configuration ... 32

Installation Settings ... 32

XML File ... 34

Enhanced IDOL Configuration Options ... 34

Enhancements to Security Features ... 35

Increased Number of Caveats ... 35

Additional Fields Access Controls ... 35

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1 HP Records Manager Release Notes

Introduction to HP Records Manager 8.0

HP Records Manager 8.0 is a next generation enterprise scalable electronic document and records management system, designed to be a key component of HP Autonomy’s Information Governance framework delivering policy-based, secure, accountable and compliant

management of all business documents and records held by the contemporary enterprise. Records Manager 8.0 is the inception of HP Autonomy’ s unified records management strategy, merging three proven and successful records management products into a single best of breed solution. The convergence of the HP TRIM, Autonomy Records Manager and Meridio products is branded under the HP Records Manager product name.

The major themes of Records Manager 8.0 include:

• Enhanced Usability

— Re-branded, contemporary user interface — Device independent web client

• Superior Performance

— Enterprise scalability & big data

— Manage-in place framework for electronic documents • Enterprise Integrity

— Enhanced security and accountability

HP Records Manager 8.0 is designed to the International Standard of Records Management (ISO 15489:2001), and elements of ISO16175: Principles and Functional Requirements for Records in Electronic Office Environments.

Overview of HP Records Manager 8.0

This major release includes all fixes and enhancements that were shipped in the previous release of HP TRIM. For details of the previous release, please refer to the relevant release notes.

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2 New Features in this Release

Features Options

A new feature added to HP Records Manager 8.0 is the ability for a HP Records Manager Administrator to activate or deactivate an HP Records Manager product feature for an HP Records Manager database. If a feature is deactivated all menus and options that relate to that product feature will be removed for all users. This new feature works in conjunction with the HP Records Manager license, the features an organization is licensed for will be enabled and then can be deactivated by the Administrator on the System Options Features tab if required.

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Dropzone

A new feature in the HP Records Manager 8.0 release is a user option, Dropzone. This option Minimize HP Records Manager to Dropzone View minimizes HP Records Manager to a transparent dropzone that users can drag and drop files or e-mails from Explorer windows into their My Containers, My Documents, Favorite Classifications or all Classifications they have access to.

Figure 2 - HP Records Manager Options - Minimize to Dropzone

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Figure 3 - HP Records Manager - Dropzone List View

Figure 4 - HP Records Manager - Dropzone Icon View

Document Stores

Tiered Storage Management

In HP Records Manager 8.0 new Document Store functionality has been added. Tiered storage can be used to move electronic documents that are no longer accessed frequently to cheaper storage media. The tiered storage function allows HP Records Manager

Administrators to create document storages that are have a tier type of Tier 1, Tier 2 or Tier 3. As Tier 1 is typically the fastest access and most expensive storage type, existing

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Figure 5 - HP Records Manager Document Store - Tiered Storage Tab

To assist an HP Records Manager Administrator to identify records that can be moved to a different storage tier, new Document Store options have been added to the Tiered Storage tab and a new search method has also been exposed. Administrators can select the option Track date last accessed for documents in the store to register a date when an item is

accessed. This date is updated each time the item is accessed. An HP Records Manager Administrator can also opt to Set the last accessed date when first adding a document, so when a document is added to a Document Store this field is set to the date the document was added. As records that have been added to the document store before this option was added will have no Last Accessed Date, if an existing Document Store is updated to capture this metadata, the HP Records Manager Administrator will need to identify a default last accessed date that will be applied to existing and newly added documents.

To retrieve records based on the last accessed date, HP Records Manager users can search using the Last Accessed Date (AccessedOn) search method to identify records that can be moved to another store.

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Figure 7 - Searching for Documents - Document Last Accessed Date

External Document Store

An External Document Store can be created in HP Records Manager which can be used to integrate to a repository system for which there is not an existing integration for. Using this option HP Records Manager can integrate with a compliant external repository and it can be used like any other Document Store in HP Records Manager.

In-place Management

Another new Document Store option in HP Records Manager 8.0 is the CFS Store. The CFS store supports the in-place management with ControlPoint. ControlPoint identifies records based on categorizations in external data sources, creates a metadata only record in HP Records Manager. The electronic document in the source repository has a hold applied and ControlPoint passes the IDOL identifier to HP Records Manager. When the retention

process identifies the record is due for destruction a call is made via the CFS connector to the source repository and the record is deleted.

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Advanced Request and Warehouse Integration

The new Advanced Request feature in HP Records Manager 8.0 is designed with physical records management, either on site or at an external storage vendor, in mind. This first release of the feature integrates with the Iron Mountain IMLink interface.

To enable the new Advanced Request feature, from the System Options Features tab select Advanced Request Processing as well as ensuring the Records Request feature is also selected. The advanced Requests menu options will be displayed rather than those available for the basic Requests feature. See Figure 8 and Figure 9 for details.

Figure 9 - Advanced Request Processing Menu options

Request Types

The available request types allow for a bi-directional feed as a user can request a pickup of record(s) from them or a retrieval of record(s) from the storage provider.

There are five request types in the Advanced Request feature. These are:

• Retrieve – Temporary: a user can request a record from a Storage Provider for a temporary period

• Retrieve – Recurring: a user can request a record from a Storage Provide for a temporary period and the temporary request reoccurs at a defined frequency

• Retrieve – Permanent: a user can request a record be permanently be removed from a Storage Provider

• Pickup – New Record: a user can request a Storage Provider picks up a new record that has not been in their location before

• Pickup – Return: a user can request a record be returned to a Storage Provider

To assist the processing of Requests, HP Records Manager users that have access to the user permission Manage Requests will have the Requests menu option available to them in the Tools menu. This allows users with this permission to quickly and easily access the

requests that have been submitted for the next 7 days (by default).

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Figure 10 - Requested Records

A new Location type of Storage Provider has been added to HP Records Manager 8.0. This new Location type allows a HP Records Manager Administrator to identify specific

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Figure 11 - Storage Provider Location - Storage Provider details

The Warehouse Integration package is an additionally licensed module. The Warehouse Integration for this first release integrates with the Iron Mountain IM Link. It is implemented for the Advanced Requests:

• Temporary Retrieval

• Permanent Retrieval

• New Record Pickup

• Returning Record Pickup

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Figure 12 - The HP Records Manager Warehouse Integration Administration Web Page

Note

For additional information about the HP Records Manager Warehouse Integration module, please see RM8.0_WarehouseIntegration.pdf

Records Management Terminology

HP Records Manager now includes a System Option on the Compliance tab that allows the Administrator to choose default Records Management terminology that is displayed in HP Records Manager. The Administrator can select from:

• TRIM Classic

• US Common

This option can be set by default when creating a new HP Records Manager database using the HP Records Enterprise Studio, if the default language is set to English (US) then this option will default to the value of US Common, otherwise it will be TRIM Classic.

TRIM Classic Term US Common Term Description

Additional Fields Custom Properties Fields in HP Records Manager that users created in addition to the HP Records Manager standard fields to meet their specific needs. Archive Authority Authority An office or authority prescribing disposal

treatment for records.

Archived (Local) Archived Onsite the record is in the organization, but in a local archive area rather than the active storage area Archived (Interim) Archived Offsite the record has been moved from the

organization to a storage provider who is holding them pending further disposal action Archived (Permanent) Permanent The record should be kept forever and has been

passed into the custody of a storage provider. This may be a public or private sector archive. Caveat Supplemental Marking A privacy control. A user must have the same

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TRIM Classic Term US Common Term Description

Classification Category A node of a classification scheme (or file plan), specifically all except the lowest level nodes, which are known as folders, files or containers. Date Registered Date Filed Date the record was entered into the system Finalize Declare as Record Once set as final no revisions can be made to

the record, this includes not being able to check out a document for modification.

Part Volume Postal Code Zip Code

Security Level Security Classification In HP Records Manager, security levels distinguish records by higher to lower levels. For example, all records that have security level of TOP SECRET are higher in restriction compared to those with a level of

UNCLASSIFIED.

Duplication checking and conversation tracking for Outlook

E-mails

In HP Records Manager 8.0 the Microsoft Outlook integration has been enhanced to included duplication checking and conversation tracking for e-mail.

New System Options have been added to HP Records Manager to the System Options E-mail tab that allows the Administrator to enable HP Records Manager to check for duplicate e-mail messages and action them depending on the selected options. Duplicate e-mails can be prevented from being cataloged into HP Records Manager and if they are, they can be alternatively contained into another record. By default these options are disabled.

Figure 13 - HP Records Manager System Options - Duplicate E-mail Detection

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Figure 14 - Duplicate E-mail Checking

Microsoft Outlook e-mails are also assigned an e-mail conversation ID that links all e-mails in an e-mail conversation. When using Outlook 2010 and later, the conversation thread of emails catalogued into TRIM is preserved in the electronic document metadata. These emails can be searched for within TRIM, using the ID of the conversation thread which they belong to.

Figure 15 - Navigation option - Records in E-mail Conversation

Thin Lotus Notes Integration

In HP Records Manger 8.0 an additional Lotus Notes integration has been added, the Thin Lotus Notes Integration Domino Service. This new integration requires no client-side installation; it is a server side component. The purpose of the Thin Lotus Notes integration service is to automate the check-in of e-mail from users’ Lotus Notes e-mail account

databases to the HP Records Manager Workgroup Server without requiring any client-side installation.

The service executes two different tasks as a batch process periodically according to its schedule, which is stored in the Windows registry. The two tasks are:

• Synchronizing ‘drop’ folders

• Checking in e-mail messages

The Thin Lotus Notes integration service creates two top-level folders in users’ Lotus Notes e-mail accounts; these are called Records and HP Records Manager. Within the HP Records Manager folder the service creates drop folders to represent all Classifications that the user has permission to create records with, as well as each of the user’s favorite Containers. Each time the service executes this task it updates the drop folders in the user’s Lotus Notes account according to changes to the available Classifications, favorite

containers, and if required it will create, update or remove the drop folders from Lotus Notes. Users must restart Lotus Notes to see the changes.

Users can check in e-mail messages to HP Records Manager by dragging them to a drop folder. Each time the service carries out the check-in task, it checks in the e-mail messages and their metadata in a batch process. When the messages have been successfully checked into HP Records Manager, the service moves the e-mail from the drop folder to the

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Figure 16 - Thin Lotus Notes Integration - Example folder structure

Note

For further information about installing and configuring the HP Records Manager Thin Lotus Notes Integration Service, please see RM8.0_LotusNotesIntegration.pdf

DataPort

HP Records Manager DataPort is the Import and Export tool in HP Records Manager 8.0. It has been developed using modern languages and supports both 32 and 64-bit environments. HP Records Manager DataPort uses both the HP Records Bulk Loader tool as well as the SDK to extract and import objects into HP Records Manager.

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inserts to import multiple records in one hit into the database rather than object by object. While Bulk Loader is used for the majority of import properties there are some that can only be imported using the SDK so a second pass is run on the import file using the SDK to update those metadata properties. As the Bulk Loader uses batch files for importing, it’s essential that the WorkPath for Bulk Loading is configured on the Database Properties using HP Records Manager Enterprise Studio (see Figure 16 below)

Figure 17 - HP Records Manager Database Property for DataPort and Bulk Loader

There are three main components of DataPort:

• The DataPort Project (DataPort.exe) – the user interface that allows a DataPort user to create and edit DataPort projects, as well as execute a project using the DataPort engine (see Figure 17 - HP Records Manager DataPort Project dialog on page 15)

• The DataPort Engine (DataPortEngine.exe) – the DataPort engine processes project files passed to it as a command line parameter and displays the progress on a dialog if

required (see Figure 18 - HP Records Manager DataPort Engine dialog on page 16)

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Figure 19 - HP Records Manager DataPort Engine dialog

New API Technology

Service API

The ServiceAPI is the next generation HP Records Manager Web Service its primary focus being to enable the development of custom Web and Mobile applications. As the foundation for both the HP Records Manager Web Client and WebDrawer, the ServiceAPI has already demonstrated its suitability for developing sophisticated web applications. For those with only a few days (or hours) time the suite of sample Web pages included in the ServiceAPI demonstrate many simple custom applications, from a bespoke Record list, to a custom Record creation or request form, or even a simple Todo Item manager.

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Figure 20 - HP Records Manager Service API Home Page

WebDrawer

HP Records Manager WebDrawer has been rewritten using the ServiceAPI and as a result any customized templates have organizations have developed will no longer work. For further information on WebDrawer and customizing WebDrawer templates, see the

ServiceAPI Help Index > Customising WebDrawer page and the RM8.0_WebDrawer.pdf for further information.

.NET API

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3 Enhanced Features in this Release

HP Records Manager for SharePoint integration

This version of the HP Records Manager for SharePoint integration includes support for Microsoft SharePoint 2013.

HP Records Manager Web Client

The HP Records Manager Web Client user experience has been enhanced in this release. The look and feel of the Web Client has been refreshed to give it a more modern feel. The Web Client gives Organization a new web experience for browsers and non-native tablets and phones. The experience has been designed to be device independent, regardless of what device they use; the experience will be the same.

Web Client Functionality

In the new Web Client, users can use a number of supported devices to:

• Create Records

• Search for Records

• View Records

• Modify metadata

• Request Records

• Create Reports

• Add to favorites

If users require further functionality, they can access the Classic mode to:

• Create records and documents

• Create revisions

• Workflow

• Requests

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Figure 21 - HP Records Manager Web Client

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Figure 23 - HP Records Manager Web Client – iPhone (Portrait)

Auditing Improvements

The Auditing features of HP Records Manager have been significantly enhanced; a driver for these enhancements was the introduction of the ISO 16175 - Principles and Functional Requirements for Records in Electronic Office Environments standard and its detailed auditing requirements.

The key areas of enhancements are:

• Providing an active audit capability for Locations, Classifications, Schedules and other HP Records Manager objects

• Providing an accurate snapshot of the changes that are made to HP Records Manager objects, in particular, Records and Locations

• Providing the capability for users to annotate amendments for Auditing purposes

• Improve the accuracy of the Offline Audit Log

• Improve the management and usability of the Offline Audit Log

Active Audit Events on HP Records Manager Objects

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Note

The configuration of Active Audit Events for Records is done using the Audit tab on the Record Type properties dialog.

Figure 24 - HP Records Manager Administration - Audit Options

In order to extend Active Audit Events to non-Record objects, the user tags the objects using the Active Audit Events tab on the Audit Options dialog. If an object is tagged in this list, for example Classification, it means that whenever a Classification is created, modified or deleted, an active audit event is stored on the database.

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Once configured, users can view the history of activity for a particular object by using the Security and Audit > Active Audit Events menu. This menu is available for all the HP Records Manager object types that can be configured to have Active Audit Events.

Figure 26 - HP Records Manager - Security and Audit - Active Audit Events menu

Figure 27 - Example Active Audit Events Log

Summary Snapshots

The HP Records Manager auditing capability now includes the ability to take a detailed snapshot of the changes made to HP Records Manager. This snapshot is available when:

• A new object is created (any non-default property values are recorded in the summary)

• An object is modified (all properties that are changed are reported in the summary)

• An object is deleted (any non-default properties are recorded in the summary) To enable the generation of summaries, select the Generate detailed summaries in Active and Offline logs when: options on the HP Records Manager Administration Audit Options General tab dialog (see Figure 27 below).

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The summary is stored internally as an XML formatted string and is linked to any Active Audit Event entry. It is also forwarded to the Event Processor when the summary is associated with an Offline Audit Event.

Figure 29 - Example of a Detailed Summary on an Active Audit Event

Generating detailed summaries can be expensive as the amount of data that is needed to construct an update transaction is essentially doubled. As a result, an option, Record large text values in detailed summaries is available on the HP Records Manager Audit Options General tab to determine whether to generate detailed summaries of these very large data properties, such as updating the Notes. If this option is not selected, rather than storing the old and new data summaries, a comment is added that it was modified.

Annotating Amendments for Auditing Purposes

HP Records Manager can now be configured to allow users who are making updates to HP Records Manager objects to add a comment for the Active Audit or Offline Audit Events. To enable this feature, an HP Records Manager Audit Options option has been added:

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Figure 30 - HP Records Manager - Audit Log Comments

Improving Management of Offline Audit Logs

The HP Records Manager Offline Audit Log is produced by the Event Processor. A text file is written continuously as each event is received by the Event Processor. At the end of each day, the text file is closed and a new file is created. As a part of the Offline Audit Log processing in HP Records Manager 8.0, there is now an option to automatically check-in the closed Audit Log file into HP Records Manager as a part of the end of day processing.

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Figure 31 - Example of the Audit Log file in the HP Records Manager Log View

Other Changes to Auditing

Improvement of Accuracy

Because audit log summaries are produced at the time of the transaction, there is no longer a possibility of inaccurate audit information being produced due to delays in event processing. The summary reflects the actual change at the actual time, so is now a far more reliable. In addition, there is no longer a need to rely on previous audit logs to determine what specific modifications were made – this information is also captured as part of the transaction (including the previous property values if so desired).

New Events

In previous versions there was an offline event Electronic Document Transaction which used some information in the event details text to indicate what type of transaction. In the corresponding Active Audit Event for the record, the event would be far more granular, in that there was a separate event for each significant electronic transaction, e.g. Document Viewed, Document Printed, etc. In HP Records Manager 8.0, the Offline Audit Event list has been expanded so that there is now a one-to-one correspondence between the Offline Audit Events and the Active Audit Events.

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Select these options to add these events to the Active Audit Event log if required.

Offline Audit Log Extra Information

The Offline Audit log has been enhanced to provide the event date in three time zones, the time zone of the Event Processor, GMT, and the time zone of the user that generated the event. The Active Audit log has been enhanced to include the name of the computer from where the Active Audit Event was originated.

Special Audit Summaries

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New Record Auditing Configuration Options

There are three new options you can configure for record auditing on a per record type basis:

Searching

Enhancements to the Search dialog

Searching in HP Records Manager 8.0 has been significantly enhanced to include the string based functionality. The powerful string based searching has been exposed via the Boolean search editor and allows more options for searching for objects like Locations etc.

Figure 32 - Enhanced Boolean Search Editor dialog

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Examples of Search Options for searching by Date Registered

Note

These examples are for a single search method – Date Registered (registeredOn). The available search options and behaviors are different for different search methods.

Figure 33 – Example 1 - Searching for Records by Date Registered using a Specific date or range of dates

Figure 34 – Example 2 - Searching for Records by registeredOn by Month and/or a year

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In HP Records Manager 8.0, users can change the Search dialog format from a Search dialog using the Editor button. This will change the format of the Search dialog for the current search only, if users want to change the Search dialog format ‘permanently’ it can still be done through the User options.

Users can now also specify the List Pane columns that are displayed for a particular search result. On the Search dialog, the Results tab has been added. Users can specify which columns they want to see for the search results

Figure 36 - Search dialog Results tab - Selecting Columns to be displayed in the Search Results

Parameterize Saved Searches

Saved searches can now be created so when it is run HP Records Manager prompts the user to enter the search criteria (parameter) for that search method. This is useful for

organizations that have a requirement to run the same search frequently where one parameter needs to be different each time it is run, such as statistical reports.

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Figure 37 - Saved Searches - Creating a Parameterized Search Method

The creator of the Saved Search can enter details such as a name and description for the parameter.

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When a user runs a Saved Search that has a parameterized search method in it, they can be prompted to enter the required search criteria for their search; this will not edit the saved search for other users.

Figure 39 - Saved Searches - Search Parameter prompt

The saved search will be run with the entered search criteria(s).

Saved Searches Created in HP TRIM

Due to the design changes made in the Search module in HP Records Manager, Saved Searches that have been created in HP TRIM 7.3x and earlier will need to be manually redefined in HP Records Manager 8 after upgrading.

It is recommended that all Saved Searches are reviewed and documented, that is, capturing all details of the Saved Search, before upgrading to HP Records Manager 8.0. This will assist you in recreating the Saved Searches after upgrading.

Once upgraded, to find the Saved Searches created in HP TRIM, you can search for Saved Searches “Old format”; this will display all previously created searches that you then can recreate.

Figure 40 - Searching for Saved Searches - Old Format

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Enhanced Search Integration with IDOL

HP Records Manger can now use IDOL for searching when appropriate. HP Records

Manager Administrators can select when HP Records Manager uses the IDOL search engine from the HP Records Administration – System Options menu, on the General tab there is a new option Usage of IDOL search engine for Record search clauses. An HP Records Administrator can select from:

• Only Document Content – this is the default setting. HP Records Manager will use IDOL to search the content of electronic documents only

• Document Content, Record Titles and Record Notes – if this option is selected, where possible HP Records Manager uses IDOL for searches that use electronic document content, record titles and record notes

• Use IDOL indexes where possible – if this option is selected, HP Records Manager will use IDOL for all search methods that can be supported by IDOL

Users can now also run a search using the idol search method; this search method will send a search directly to the IDOL server. When using this search method users will need to use the IDOL syntax to build their query rather than HP Records Manager syntax, for example, idol:”*&FieldText=RANGE{1/1/2013,31/1/2013}:TD_DATEREGISTERED”

Enhanced Deployment and Configuration

In HP Records Manager 8.0 the installation process has been streamlined to reduce the number of installation MSIs, the installation of pre-requisites and the need to run the installation from a command line. The new installation setup.exe automatically installs some of the required pre-requisites and runs with elevated privileges.

A new installation application has been developed, Setup_xxx.exe. This file has a modern interface that is in line with the Windows 8 look and feel of HP Records Manager. It now wraps up the 4 main MSI installers – the HP Records Manager client, the HP RM Web Client, Webdrawer and Service API. The MSIs that are not included in the Setup.exe are the SharePoint integration, SRMS, IDOL components, Domino integration and the Directory Synchronization.

Installation Settings

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XML File

The settings chosen on the install wizard can also be viewed as an XML file. The location of this file can be noted, or it can be saved, and used for future installations.

Note

See RM8.0_Install.pdf for further information about installing HP Records Manager using the setup.exe

Figure 42 – Example of the XML Settings for the HP Records Manager Installation Process

Enhanced IDOL Configuration Options

The configuration of IDOL in previous versions meant directly modifying the IDOL

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Figure 43 - IDOL Content Service Configuration Options

Enhancements to Security Features

Increased Number of Caveats

The number of supported caveats has been increased to 512. In previous versions, Locations were given access to particular Caveats by updating their Location Profile. In HP Records Manager 8.0, the ability to add, remove or show Locations from the Caveat has been added.

Figure 44 - Ability to Update a Security Caveat with Locations

Additional Fields Access Controls

In HP Records Manager 8.0, users have the ability to add Access Controls to Additional Fields. The two Access Controls that have been added are:

• View Additional Field Value – defines who can view the values in an Additional Field

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Figure 45 - Available Access Controls on Additional Fields

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4 Enhancement Requests Included in this

Release

444 Todo Items - allow the searching of Todo items for all child records under a parent record

Enhanced. New Search feature now allows user to search for To Do Items for a parent record and its child records

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HP TRIM User Defined Fields - Setting the Access Controls on Additional Fields for a record type would allow other users to view metadata on a record.

Enhanced. Access Controls on Additional fields does not allow users to view metadata of a record if the user does not have permission to view.

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HP Records Manager In Outlook - Ability to prevent duplicate emails from being

stored

Enhanced. HP RM's System options have been introduced to successfully prevent duplicate emails from being stored.

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TEM - revamp techniques used by the Generate RDBMS Optimizer Statistics

option to improve client-led tuning options

Enhanced. For Oracle, the use of the DBMS_STATS package and basic statistics is now working.

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TRIM DS - Allow the AD field legacyExchangeDN to be imported into TRIM as an

additional email address

Enhanced. When synchronizing occurs between AD and TRIM DS the

legacyExchangeDN can be mapped as an additional email address.

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Saved Searches - Have ability to customize the column list of the resulting

search window for each saved search.

Enhanced. . New feature has been introduced to retain the column selections in

Saved Searches result set

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Classification terminology - use 'term' instead of 'level' consistently

Enhanced. The menu item captions now say "New Top Level Item" rather than

"New Top Level", and "New Lower Level Item" rather than "New Lower Level".

This makes the intent of the option clearer.

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User Defined Fields - add a Notes field so Administrator can enter a description

of the UDF, its use etc.

Enhanced. Notes tab is now displayed in the Properties dialog window for

Additional Fields

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HP Records Manager in Outlook - more polished (automatic) recognition that

network is not available.

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Event Server - There is no SMTP Authentication - Authentication required error

530 Enhanced. "E-mail Server" properties dialog has a checkbox which will enable

authenticated SMTP connections.

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TRIMInOutlook: Provide an option to open/create linked folders on TIO toolbar

making it un-nested will avoid extra clicks.

Enhanced The new HP Records Manager interface in Outlook ribbon has an

option to create linked folders and is unnested avoiding many clicks.

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Locations - Remove Location Task - A Few suggestions

Enhanced.. Previously selected Locations are now retained in the dropdown list

and Checkboxes have been introduced and enabled by default

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Census - run census and select to display results in a search window - you are

unable to refine the search.

Enhanced. A user is now able to refine the search within the census display

results window.

6772

Locations - Unable to modify an unknown Location's person name and update

Location's type to an Organisation.

Fixed. HP Records Manager allows users with relevant permissions to modify an

unknown Location's person name and update Location's type to an Organisation

successfully.

7297

TRIM Context Client - A more informative message is needed when the port

number between the Client and WGS is a mismatch.

Enhanced. Now a more informative message is displayed when the port number

between the Client and WGS is a mismatch.

8372

Record Properties Attached Thesaurus Terms tab RMB option is Delete, should

be Remove

Enhanced. Remove option is now made consistent on all dialog boxes to enable

users remove thesaurus terms without deleting it.

10052 The audit log does not record details regarding a record's Communications.

Enhanced. The audit log now records details regarding any activities relating to

Communications.

10470

Action Tracking - Change to Notes function, ability to have Action notes copied

to records actions.

Enhanced. Notes from Actions are copied to Record Actions.

11464 Workgroup Server – Detection of dead Workgroup Server connections

Enhanced. The publication between the workgroups is based on a Workgroup

Server actively subscribing to the other Workgroups it knows about, and a

Workgroup will resubscribe when it detects a dead connection. In TRIM 62

releases it was possible that it wouldn't detect dead connections. In RM 8.0 we

added pings to the published stream, so now a dead Workgroup Server

(45)

11727 Locations - Profile - Network Name does not meet length requirements for

Microsoft or Novell.

Enhanced. The Network Name meets the length requirements for Microsoft and

Novell.

12192

Locations - Allow Duplicate Titles for locations of type position.

Enhanced. Multiple locations can be created with the same name.

12719

Trays - In and In / Due trays to deliver actions due to multiple positions that a

person holds.

Enhanced. A new 'Search For' combo box is now available.

12849

User Interface - Find Records Pane - Add extra combo at left titled "Search For"

and containing "Records", "Locations", "Schedules", etc.

Enhanced. A new 'Search For' combo box is now available.

14560

Location - Notification when making a location inactive if it is the assignee of

records

Enhanced. Warning message is now displayed if a user tried to make a Location

inactive if there are assigned records to that Location.

14628

Browse via classifications - there is currently no ability to tag multiple records.

Please provide Tag Functionality for Records on Classification/Record Browser

list.

Enhanced. Browse via Classifications supported tagging, but only for

Classifications. Records cannot be tagged.

14880

HP TRIM Web Client - It would be nice to be able to see the photo associated

with a location if there was one

Enhanced. User picture is displayed along with Status information if the picture is

uploaded in TRIM

16302

Record Search - Provide a Check Box on the Search dialog that will produce the

Recursive search, rather than use the '+' on the end of the search criteria.

Enhanced. The new search engine uses a check box.

17526 Digital Signatures - verification failure does not get written to the Audit Log.

Enhanced. Verification failure now is written to the Audit Log.

17843 Data Cleanup - Nothing is written to the Audit Log.

Enhanced. Data cleanup events are now generated for audit logging (both offline

and active audit events), with full details.

18408 Records - Electronic - Check-in - remove checkin from TopDrawer when the doc

is not checked out to TopDrawer.

Enhanced. Offline Records option is disabled in this situation.

33556

Time stored for Active Audit Event needs to be static

(46)

33579

Foreign Key Children Not indexed

Enhanced. Indexes on the child columns on the source tables can alleviate

locking problems, because it is the index that is accessed, and not the table and

index accesses are much faster.

33624

Add a count button when determining the number of users currently connected

to a workgroup server

Enhanced. The count of people connected is now displayed. Different instances

of TRIM do not contribute to the count - just the number of people.

33679

Date Closed for tagged records cannot be removed

Enhanced. Date Closed can be cleared in tagged mode processing.

33738 Offline Workgroup Server - Remove the Feature.

Enhanced. Offline Workgroup Server mode removed from HP RM 8.0.

33924

Toolbar / View Pane - Add new buttons for Preserve Revision

Enhanced. New Category added to the Customize menu. This category is called

Revision and has the Preserve Revision button along with other.

33954

Phrase Searching in Title Word Field

Enhanced. Records Manager can now use IDOL to perform phrase and other

advanced searches on Title words.

34267

Document Store - Optimizing movement of records between Document Stores.

Enhanced - Transfer of records between Document Stores had been Optimized.

34970

Workflow - provide an Online audit log.

Enhanced. Feature provided as part of a general upgrade to Records Manager

audit features.

35013

Default setting copy email addresses to Replacement Location.

Enhanced. If selected, the 'Copy E-mail addresses to the Replacement Location'

check box is retained for the next time a location is deleted.

35279

TRIM System Options - New Record Versions - If a user creates a new version all

previous revisions are automatically purged unless they have been 'preserved'

prior to the creation of the new version. User wants a warning.

Enhanced. A new option on the record type has been provided in order that the

records administrator can specify that they will let the user decide whether to

purge the old revisions. This is used in conjunction with a new check box on the

Create New Version dialog, allowing the person creating the new version to

choose how to deal with the previous revisions.

35419 FTP Document Stores need to be deprecated.

Enhanced. Support for FTP document store removed.

35689

Transfer inactive documents to another document store

(47)

36638

HP TRIM Enterprise Studio - Datasets - Schema Report - Change 'Duplicate

Indexes For Table [Table Name]' to 'Non-Unique Indexes For Table [Table

Name]' to avoid confusion.

Enhanced. 'Non-Unique Indexes For Table [Table Name]' is included in the report.

36803

TRIM Enterprise Studio - Word Index: Clear All Tables operation taking

extremely long time to complete

Enhanced. Clear all tables option is not available anymore and TRUNCATE is used

when reindexing

36963

Provide options on TRIM Enterprise Studio to Export for selecting subsets of

data

Enhanced. In Records Manager Enterprise Studio , see the options for creating a

database and choosing to migrate setup data.

38179

Allow position location to be a delegate of another position.

Enhanced. TRIM now allows the users to set a Position Location as the Delegate

of another Position Location.

38442 Provide the ability to tag multiple Retention Schedules and display their

associated records (Show Records).

Enhanced. Note: It is possible to achieve the same outcome in HP TRIM 7 by

using the new record searching capabilities. You can search for "schedule:A or B".

Tagged navigation is now supported in HP RM 8.0

38846

Locations - Search for location by Security Level or Caveat

Enhanced. Search by caveat and security level have now been added

39049 Active audit events are not generated for new or modified locations.

Enhanced. Active audit events are now generated when locations are created or

modified.

39102 Workgroup Server - introduce new state management design to assist with

surviving connection time outs.

Enhanced. Introduced a new state management design to assist with surviving

connection time outs.

39267

Possibility to Delete Location Address History entries via Interface

Enhanced. A new feature allows the customer to deselect the Location Address

History checkbox, and this will then prompt them if they would like to delete an

existing history.

39548 TRIM offline audit log does not show automatic part creation being added to or

removed from a record.

Enhanced. Both events are now recorded in the audit log.

39652

Document content Indexing Sort filter, hits count or the occurrence of word/s

(48)

40333 There is a need to enhance the reporting of non-record centric information

from TRIM for the use of administrators in order to facilitate deployment and

system management, and to assist in the support of clients.

Enhanced. Opportunities for logging have been significantly extended across

most object types.

40882

Saved Searches - have the ability to parameterize certain of the search criteria

for later substitution when running the query

Enhanced - Users can parameterize search criteria for later substitution when

running the query of a saved search.

41584 Non Record and Location objects can be added to User Labels.

Enhanced. All objects that can be added to labels now support useful associated

features, such as searching by label.

41937 A change of record type on a record is not recorded in the Online or full audit

logs.

Enhanced. Both Active and Offline audit logs now support a "detailed summary"

of changes. When this is configured, the details requested will now be available.

42163

TRIM Client - Add reassign action button to the custom toolbar

Enhanced. Note that access to toolbar is not possible from a modal dialog. Only

modeless dialogs allow access to the main TRIM window. New Record displays a

modeless dialog.

42460

Right click > edit for 2 or more records should open the native app

Enhanced. Selecting right click 'Edit' when multiple records have been tagged will

open the attachments in their native applications.

42481

Database Upgrade - Set SIMPLE logging mode for SQL Server, turn off dustbin

for Oracle.

Enhanced. SIMPLE logging mode is set for SQL and dustbin turned off for Oracle

42513 Office Add-In - Different functionality available in the Add-in for TRIM

documents when opened from within the office application compared to using

Edit from within Records Manager.

Enhanced. The make final function is now made available for documents opened

using the edit function from within Records Manager.

42707

Display 'No Preview Available' message on TRIM viewer & update

documentation for MS Publisher files

Enhanced. The message 'No viewer for this document type in the Keyview library'

will display when trying to view a MS Publisher file in HP Records Manager.

42977 Enhancement Request to apply default search sort order to "contained within"

results.

Enhanced. A new user option has been added to indicate if contents should be

sorted in reverse date order. See Tools - Options - Search Results. If you turn this

option off, the contents will be sorted according the default user-defined sort

order for records.

42993 Difference in audit logging behaviour between edit and check out/in.

(49)

43278 Searching - Apply a field length limit to the name field when saving searches

Enhanced. Saved search field limit is 50 characters

43360

Action Name field length is currently 50. Please extend to 100

Enhanced. The action name filed has been increased to 100 characters

43575

TRIM Client - Add Security Options to Location Search

Enhanced. Location searching now permits selecting security meta data as search

clauses.

43674

Add permission (and active audit log item) to protect a document rendition

from being deleted

Enhanced. A new permission of Remove Rendition has been introduced (default

is On for Information Worker, Off for End User).

Remove Rendition is also prevented for finalized records. A new Rendition

Removed audit event has been added

43681

TRIM Enterprise Studio- Increase the amount of time of the refreshing list of the

"Logged on users" Tab

Enhanced. The Logged users dialog is now resizable. And a Refresh button added.

The time between refresh has been extended to 60secs to reduce impact on

database.

43892 HP Records Manager - Update on Manual Destruction Date field required for

Records.

Enhanced. HP Records Manager Data Port utility system allows the update of

Manual Destruction Date field for Records.

44167

TRIM Enterprise Studio: Upgrade Dataset: No option to select alternate

Dataspace for Data and Indexes

Enhanced. An index and table dataspace options page is now presented, allowing

an administrator to select from any available alternate dataspaces. Any new

tables and indexes created during the upgrade process will now be created in the

nominated dataspace. Existing indexes and tables are not migrated unless the

administrator elects to run Schema Repair and the appropriate schema repair

options are selected.

44295

Barcode scanners - online help needs more references to USB devices

Help file updated.

'From the relevant section of the online help:

HP TRIM Software Help > Barcode scanners > Barcode scanners administration >

Setting up barcode scanners > Barcode scanner Connection tab

Serial Communications - select if you connect the barcode scanner directly to the

serial port

Note: For scanners that use the USB port, refer to the manufacturer's

documentation for installing drivers that mimic a serial port.

44992

Integration - Unable to insert a picture into Excel and PowerPoint documents

from TRIM. Word integrates and defaults to TRIM when inserting a picture

however Excel and PowerPoint do not.

(50)

45002

Printing - Unable to print email attachments when multiple file types are

tagged in TRIM Client

Enhanced. The ability to print attachments on a selected number of records has

been enhanced. The Print Attachments dialog is only asked once. However the

printer selection dialog will occur for each document.

45011 System Options - TRIM should recognize and properly handle any updates on

folders that contain more than the recommended number of records.

Enhanced. A new system option 'Optimize management of contained Records to

allow for very large folder sizes' is available under the 'Record' tab which, when

enabled, will cause TRIM to optimize the handling of folders with over 256

contents. This can have implications on your database tuning, please refer to the

documentation before enabling the option.

45157

After selecting Print Reports and a Printer has been selected, "Use Manual

Feed" option is greyed out

Enhanced. This 'Use Manual feed' option has been removed. To use the manual

Feed, press the Setup button and choose from the Source list.

45166

TRIM DS - Provide a 64 bit version

Enhanced. HP TRIM Directory Synchronization is available in 64 bit version.

45652

Search - Implement new batch search method to allow update work to be

divided across processes/threads

Enhanced. A search method named 'batch' is available, the search method allows

users to search for records in batches.

45970

System option 'Filter the Classifications that a user cannot access' could be

worded more clearly

Fixed. The option is now changed to Hide the Classifications that a user cannot

access

46224

Content Indexing - Remove quarantining feature

Enhanced. The quarantining feature has been removed from HP Records

Manager 8.0

46579 A customer needs the audit log to show when and who added or remove a user

into/from a Location group. Enhancement request is for an event for Location

associations changing to be added to the logged events.

Enhanced. Each addition to, or removal from, a Location group is recorded in the

Audit Log. It also records who made the change along with the date and time it

occurred.

46761

ISO 16175 - provide a separate permission to determine if a user can close a

record

Enhanced. User needs "Close a Container' permission to close a record

46922 HP Records Manager in Outlook - Rename the title of an Email attachment

when attempting to Send Email from HP RM.

(51)

46961 Lotus Notes Client addin - set Internet Email Message ID in Metadata.

Enhanced. Lotus Notes emails that have been catalogued into HP Records

Manager displays details of the attached mail message in the 'E-Mail Message ID'

property on the 'Electronic' tab.

47032 HP TRIM Excel Addin is overwriting 3rd-party products automatic saving feature

within Excel.

Enhanced. Office 2013 integration style largely overcomes this issue as the HP

TRIM add-in no longer captures the native Save / SaveAs or Open commands.

The Office 2013 integration (ribbon buttons) only captures the before close event

and intervenes if the document / excel file is not yet marked as saved. This will

reduce the incidence of add-in conflicts. Other add-ins calling save and the native

save command will not be handled / caught by the HPTRIM add-in. The feature

added where you can add a property HPTRIM_Ignore to a Word document has

also been extended into Excel. So other add-ins can add this Boolean property to

an excel file or word document and set it to true if they do not want any HP TRIM

interaction with that specific document.

47156

TRIM Client - Change default setting on Classification dialog box

Enhanced. The initial settings in the Classification dialog are unchecked, once

checked it will be checked next time you visit this dialog.

47051 Perfmon - remove from HP Records Manager

Removed. Performance monitoring dll (tsjperfmon.dll) has been removed from