Record Center offers users three distinct methods for finding records—each ensuring the security and integrity of the record by only showing a user those records they have been granted access to view. Users tend to mature through these three methods as they gain more understanding of the system and the structure or records within their organization.
Traditional Folder-Like Browsing
“Browse Records” allows a user to navigate through the virtual hierarchy of records defined within the system. This method feels at home to those users that have historically worked in file shares or similar environments, or those that are new to the organization and may want to “explore” to better understand the record hierarchy.
Basic Keyword Searching
As a user learns more about the types of records stored within the system, record hierarchies, and metadata associated with given document types, they typically migrate away from browsing and begin to adopt search as the mechanism to find records. Record Center’s generic keyword searching allows you to perform simple keyword searches, or even create your own search queries to find the content you’re looking for.
A simple keyword search for “Lease” as an example, would return any record the user has access to that contains the word “Lease” in any of the record metadata, or in the content of the record itself (provided the record has gone through an OCR/indexing process). When performing a basic keyword search, a user will typically get a larger and less targeted result set. This result set can then be further refined using standardized metadata refiners—allowing the user to incrementally reduce that result set and hone in on their targeted records.
Structured Searching with Record Finder
Record Finder allows a user to conduct a structured search and identify a very targeted set of records based on specific criteria. This is the most efficient way for a user to find a record, provided they know at least some of the record’s metadata. Perhaps a user knows that they’re looking for a lease that was associated with a specific business unit, specific office, and affiliated with a specific legal entity. Record Finder allows a user to plug in all known metadata and issue a search for any matching records stored within Record Center. In addition, Record Finder can be configured to support different, allowing different users access to different searching scenarios with differing search fields. Furthermore, the targeted result set returned by Record Finder is may still be refined further using the standardized metadata refiners also available through the basic keyword searching.
About Record Center
Record Center is your turnkey solution for enterprise-class record management. An extension of Microsoft SharePoint, Record Center arms your users and record managers with a feature-packed, intuitive solution to manage the entire life-cycle of your records. Configure, Approve and Search for records faster and easier than ever with Record Center.