Hummingbird's leadership in the RM arena was apparent. The company introduced an integrated RM component in 1999 to identify a document as a record and file it according to a predefined "file plan" for disposition and retention. The file plan is a controlled set of terms used to index and retrieve documents as business records. It includes the business logic that determines a record's life cycle and disposition. At any point in a document's existence, an authorized user can identify it as a record and assign it to the file plan. Hummingbird also makes it easy to enlist the help users in identifying and categorizing records. This RM module became our champion in identifying e-mail and their attachments as records for retention purposes.
Users can capture e-mail messages and attachments from the user interface and save them as records according to the file plan. Enterprise also can "silently" save messages sent and received by users as records. Once messages are saved in the repository, they may be removed from the mail server automatically to minimize storage overhead.
Enterprise repositories can be displayed from the Outlook user interface, and messages can be dragged to folders in the repository. Hummingbird also includes a server-based message capture for Exchange. A wizard utility on an Exchange Server establishes criteria to determine which e-mail messages and attachments should be stored, indexed and categorized as records. In the event of litigation or an investigation, retention policies for messages can be suspended to comply with official investigations or discovery requests.
Hummingbird brings a strong suite of applications for SOX compliance. Enterprise's DM and RM workflow and collaboration features would let EDU track, audit, manage and retain documents pertinent to the audit process. And with RedDot, EDU can make material changes in its financial situation immediately apparent to regulatory bodies and investors.
Standard support is 18 percent of the license cost and includes unlimited Web access support and any bug releases or upgrades during the contract, bringing our baseline cost to $330 per user. Advanced options for hands-on support range from bronze to platinum contracts. Bronze gives you the basics: standard support during business hours; unrestricted Web access support, 10 incidents and after-hours service for a fee of $250 per hour. Platinum support gives you 24/7 support, unlimited incidents and no-fee after-hours support. For training, documentation is supplied. Advanced training is available from Hummingbird Education Services at cost.
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