Knowvation provides a record management system that supports the transfer of electronic data to NARA, retention schedules, and disposition of files. Knowvation RM is compliant with NARA’s Universal Electronic Records Management (UERM) requirements and offers future-proof records management functionality (e.g., creating file plans for document types with retention and disposition schedules through the administrative interface). Below are records management functions native to Knowvation RM:

• Management of retention schedules
• Document search and retrieval with four search modes for both metadata and full text
• Creation of records management workflows using the built-in Java business process management (jBPM) workflow interface
• A range of tailored reports based on agency requirements
• Auditing of RM stages
• Unique rules for permanent vs. temporary records
• Full administrative access to the BPM interface for the creation of new or modifying existing file plans, schedules, and processes in an intuitive interface

Knowvation supports virtually any document type, including PDF, Word, Excel, PowerPoint, geographical datasets like maps and imagery, JPEG and TIFF images, and videos. It can also automatically extract metadata and text from videos and even images.

Many agencies are working diligently to achieve M-23-07 compliance with NARA standards, and in addition to Knowvation RM, we offer physical document digitization as part of our core services. Videos, maps, photos, microfiche, microfilm, and audio recordings are just a few of the types of physical documents and file types we are experts at digitizing and categorizing.

Knowvation RM supports FOIA requests, congressional requests, public affairs research, digital asset management, and sensitive information such as PII searching and securing.

With Knowvation RM, any type of electronic records or files can be found, categorized, processed, and reported on as it includes our core Knowvation content management engine.

Knowvation provides a federated search capability using index-in-place technology in combination with data ingestion. Categorization rules can be set, and Knowvation can also automatically detect likely categorization topics to apply. Using a web-based administrative GUI for configuration, Knowvation can index data in place for existing file shares, repositories, and other systems such as SharePoint, G-Suite, and Laserfiche, to subsequently build a federated index with full protection of the integrity and authenticity of the data. This dual function offers a “one search finds all” capability and permits data discovery and management, regardless of whether the software is hosted in the cloud or on-premise in a data center.

Knowvation RM supports all aspects of federal file plans for all types of federal agency records, including:

• Traditional documentation of meeting minutes, directives, forms, correspondence, case and subject files
• Memorandum for the record summarizing informal meetings, discussions, and telephone calls
• Record set of agency publications
• Audiovisual records, including posters, dealing with agency functions and activities
• Cartographic, architectural, and engineering records produced by an agency and indexes

Knowvation can index in place existing documents as well as upload documents in a variety of ways. This allows Knowvation to crawl and index both file objects and metadata from existing sources like enterprise applications and file shares, Google, or SharePoint, among other sources. Metadata fields are updated automatically as the ingestion process occurs. Users can also add data via HTTP, FTP, network shares, and APIs.

Data lineage information is carried out with the rest of our record metadata, so it inherits all of the robust indexing and search capabilities provided by our specially configured Solr search engine. This implementation provides users a robust set of tools for searching data based solely on the data lineage information. Record relationships are stored as nested child documents. Knowvation also supports showing data lineage information in a way that best suits users while remaining flexible enough to incorporate new lineage information in the future.

Knowvation utilizes a variety of indexing, concept/entity extraction and content filtering methods, regardless of content type: unstructured, semi-structured, and structured data formats. It can extract metadata from the text of a file as well as provide users the option to add metadata on upload.

Knowvation search features include:

• Powerful search and discovery, including boolean (keyword), concept (intent-based), pattern (fuzzy-text), metadata, multilingual, hierarchical, and geospatial (visual) across all data types
• Robust and easy-to-use tools for index-in-place or ingesting data into a single repository, with the ability to read/write/tag metadata during or after ingestion
• Extensive administrative tools with security and protected access and reporting on both usage and data with pre-configured and ad-hoc reporting in the system

Knowvation RM has powerful and flexible business process management (BPM) functionality, to support almost any type of process, including:

• Knowvation is our core search and information management engine.
• Knowvation DX for classification and redaction
• Knowvation GS allows you to geotag and geospatially analyze all your agency and organization data

We offer in-person, online, and recorded session training for all our products including Knowvation RM, our records management software.  During these sessions, our trainers can demonstrate how to use Knowvation RM, as well as the wide range of digital assets that can be managed. Key topics in our Knowvation RM training include:

• Data capture
• Document scanning
• Categorization
• Identification and screening for sensitive information such as PII
• Document administration features, including multiple user role types for access, updating, scheduling for retention, and archiving.