Record Content

Introduction

With the exponential growth of information created every day, managing the increasing volume of content in place forever is impractical. At a certain time, the information living in content repositories will decline in value, and modifications to it will cease. It is at this point you may wish to remove it from its original location and allow Records365 to manage the content alongside its corresponding record. By leveraging content protection in Records365, you can reduce the maintenance of the high value content sources while ensuring access to the information is not compromised. Upon removal from the content source, the content can be accessed via Records365 for the remainder of its lifecycle.

 

How it works

The content relating to records in Records365 is submitted and stored through the same connector framework that manages the metadata. As the record evolves over time so does the content, however whilst the content remains in the originating content source, then it should be referred to as the source of truth. Once the content has been removed from the content source, and the connector has submitted the latest version, it will be then available for download from Records365. Records365 maintains the final content version, until the time at which the record is destroyed according to its applied retention schedule.

Changes to content in the source repository are captured in a timely fashion by Records365. There is some latency between changes to the source and them being available in Record365. Records365 is designed to ensure that the repositories are eventually consistent, with no interaction required by the user.

All the content managed by Records365 is encrypted in transit and at rest. For more information on encryption please refer to the information found on the Trust Portal here.

Viewing Content

To view the Content for a record, click on the Binaries tab when viewing the Record Details page.

To view the content, click the icon found in the Download column for the required content.

Things to consider:

  • Records365 is not a content management platform, so whilst the content remains in the content source refer to the content in that repository.
  • Only the latest version of the content is managed by Records365, all previous versions are not available for viewing from within Records365.
  • Due to many factors like network throughput and latency the maximum size for content to be managed by Records365 is 500mb.
  • Records365 operates on the premise of eventual consistency ensuring that in a timely fashion the content is captured but not to the detriment of the operating source system.