CEXEC, Inc.

CEXEC provides Electronic Document and Records Management Solutions. eCustodia is a cost-effective eRecord Management Solution that combines Microsoft SharePoint Portal Server® and IBM® DB2 Records Manager. eCustodia integrates with the Microsoft Office Suite, allowing end users to create eRecords in just two clicks of the mouse. CEXEC’s expertise includes:

Imaging and Document Conversion
Workflow
Storage
Email Records Management
DoD Certification 5015.2
GPEA (Government Paperwork Elimination Act)
NARA Bulletin 99-05
Lifecycle Management
Implementation Strategy and Planning

CEXEC's ready-to-implement electronic document and records management solutions are:

eCustodia MS Outlook® Email Records Management Solution
eCustodia MS SharePoint Portal Server® eRecords Management Solution
eCustodia File Plan Importer
Headquarters Department of the Army (HQDA) Tracking System

CEXEC Solutions

eCustodia MS Outlook® Email Records Management Solution

eCustodia Email Records Management Solution is a highly cost-effective and rapid implementation solution that can leverage an existing Microsoft Outlook® email system. eCustodia Email Records Management Solution benefits include the following:

Embedded “direct” declare and classify functions within Microsoft Outlook® for easy usability
Automatic classification of email messages based on rules
Ability to declare email messages and attachments as combined or separate records
Advanced security schema. Access control policies, user roles, access control lists, permission profiling
User-friendly search capability utilizing Microsoft® SharePoint™ Portal Server search interface
Suspend (legal hold) records for legal requirements
Comprehensive activity logging providing audit trails
Vital email records maintenance and tracking
US DoD 5015.2 (June 2002 version) certified Solution with Microsoft Outlook®
Cost-effective solution by utilizing "records engine" technology rather than a whole new email records application
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eCustodia MS SharePoint Portal Server® eRecords Management Solution

eCustodia solution offers electronic records management functionalities to Microsoft® SharePointTM Portal Server (MS SharePoint). eCustodia solution is a DoD 5015.2 certified compliant Commercial Off-The-Shelf (COTS) records management solution that offers eRecords management by integrating Microsoft® SharePointTM Portal Server and IBM® DB2 Records Manager. eCustodia is seamlessly integrated with Microsoft® Office 2000 and XP and also certified compliant with Information Requirements Clearinghouse’s RetentionManager™.

Key benefits of eCustodia:

Web-based solution. Built on IBM DB2 Records Manager and MS SharePoint Portal Server, which are both Web-based applications
Utilization of MS SharePoint repositories for declared records for easy control and user access
Seamless integration of IBM DB2 Records Manager and SharePoint Portal Server, including integrated IBM DB2 Records Manager and SharePoint login and user security settings
MS SharePoint Records declare/classify menu option custom Web part for easy usability
Records content, crawl and full-index capabilities
Simple, powerful, and advanced records search, capabilities built on MS SharePoint user interface
Ability to search on documents only, records only, document and records combined, or records metadata only
Advanced search capabilities, including searching by create document/record time and date
Subscription notifications on records folders
Direct records declare and classify from MS Outlook to MS SharePoint records repository
Ability to declare email message and attachment(s) as a single record or as separate records
Direct records declaration and classification from MS Word, MS Excel, MS PowerPoint, MS Project, and MS Windows Explorer allowing users to place records directly in the MS SharePoint records repository
Ability to choose and declare different versions of documents
Ability to keep documents and declared records in same MS Sharepoint folder
Ability to create link relationships on record versions
Full document management features, including check-in/check-out, version control, and workflow on MS SharePoint
Generation of records tables and reports in Microsoft Access file format
Certified compatible with Information Requirements Clearinghouse's RetentionManager software
Scanned document records declaration using Kofax® Ascent Capture software
IBM DB2 Records Manager Report Designer utility program
CEXEC eRecords Bulk Load Program that can declare and classify volumes of documents directly to the SharePoint repository
Cost-effective and easy-to-use eRecords management solution
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eCustodia File Plan Importer

eCustodia File Plan Importer (File Plan Importer) is a utility program that seamlessly loads and updates records files plans and retention schedules from Information Requirements Clearinghouse’s RetentionManager™ software to IBM® DB2 Records Manager. The File Plan Importer program also loads and updates RetentionManager file plans to Microsoft SharePoint Portal Server. The File Plan Importer has been tested by Information Requirements Clearinghouse and is certified compliant with RetentionManager.

Organizations that are already using the RetentionManager program can quickly load records files and retentions schedules to IBM DB2 Records Manager using the File Plan Importer. Those organizations that do not have established records series can quickly develop the series using the RetentionManager. eCustodia File Plan Importer is included with eCustodia Server Software. The File Plan Importer program can also be acquired separately.

Key functions of the eCustodia File Plan Importer:

Identifies the location of RetentionManagerTM data
Imports RetentionManager data from an ASCII text interchange file generated by RetentionManager
Loads and updates RetentionManager data into IBM DB2 Records Manager
Loads and updates RetentionManager file plan to Microsoft SharePoint Portal Server
Calculates records destruction dates in a manner compatible with RetentionManager methodology
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Headquarters Department of the Army (HQDA) Tracking System

CEXEC developed the HQDA Tracking System, which provides a flexible, integrated, automated system for the control and management of actions, correspondence, filed documents, executive requests, and internal actions to satisfy the needs of all activities within the HQDA. The system is flexible enough so that each agency can tailor it to meet its own specific needs, but always contains a core of information concerning staff actions and document control. The system provides information concerning assigned tasks in a timely manner, reduces the amount of re-entry and duplication of information, promotes information sharing among agencies, and eliminates tedious manual searching and telephone inquiries to obtain action status. The System includes these key features:

Currently unclassified/classified capable
Built in security, utilizing Oracle database software and UNIX file permissions
Utilization by 45 Headquarters Organizations and Sections throughout the Washington Metropolitan Area
Email notification capable to non-users
Cost-effective US government solution
Currently 1300 users defined on the system
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CEXEC Experience

CEXEC also developed and integrated workflow into the Department of State Travel Document Issuance System (TDIS). CEXEC designed and developed image-enabled processes, including photo digitalization, document scanning, and document management to integrate into this nationwide system.

For more information about CEXEC’s electronic document and records solutions, call CEXEC at 703-435-0099.