HYBRID RECORDS MANAGEMENT

Intelligent records management for the modern organisation

Government and highly regulated industries operate in environments where the risk of data loss, unauthorised access, security breaches or the inability to produce records can have severe national, reputational, societal, regulatory and cost consequences.

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Why Government and regulated industries need hybrid records management

Organisations are increasingly looking to automate in-place records management to handle the vast volumes of information they generate. While in-place management is suitable for general or low-value records, it presents significant challenges, including compliance risks from inconsistent policy enforcement, inefficiencies in record retrieval, weak long-term preservation, and security vulnerabilities. Additionally, hidden costs – such as increased storage, legal discovery, and audit expenses – can outweigh its convenience, making it a less effective solution for managing critical records.

“The in-place model involves acceptance of sub-optimal structure/schemas, so in circumstances where it is possible to optimise the efficiency of a structure/schema of a corporate records system (and/or of each native business application) we should reject that model.”

Lappin, Jackson, Matthews, et al., Archival Science, 2021

Enhancing security, compliance and records integrity

Ingress offers in-place management while also providing a secure, centralised, and highly governed corporate store for the most sensitive and mission-critical records, ensuring compliance with national security, legal, and regulatory requirements. Centralised models maintain records in their full business context, enhancing authenticity, integrity, and reliability. This approach not only simplifies compliance but also improves AI-driven insights by preventing fragmentation and misinformation that can arise when records are scattered across multiple Microsoft 365 sources.

To achieve this best practice, Ingress uses a hybrid records management model, i.e.:

  • In-place records management for general and low-value records.
  • Centralised management for vital and long-term preservation records.
  • Integrated records management for business process-specific records.

Ingress offers several in-place management capabilities – an OpenText Content Manager in-place management offering, OpenText CDDRI offering, as well as an alignment with Microsoft Purview or Castlepoint that maximises each systems’ capabilities to deliver best practice records management across your environment.

Want to know more about why hybrid records management is important? Check out our published articles: Why aren’t people taking up Microsoft Purview? and Hybrid records management: combining approaches. 

Real-world applications: next-level compliance

If your organisation is required to manage any of the following record types, then Ingress is the solution for you:

Government Records

Government guidelines, including the National Archives of Australia’s Information Management Standard, Protective Security Policy Framework (PSPF), and state-level archival mandates, stress the need for immutable records, advanced security controls, and detailed audit trails - all of which are foundational to Ingress.

Law Enforcement and Justice

Secure retention of criminal case files, evidence management, and judicial records to comply with Australian Government Investigative Standards (AGIS) and court-mandated retention policies.

National Security and Defence

Ensuring classified intelligence, operational planning, and diplomatic communications remain strictly controlled under Protective Security Policy Framework (PSPF) guidelines and Defence Records Management Standards.

Social Services and Child Protection

Protection of highly sensitive case files related to at-risk individuals, adhering to State Child Welfare Legislation and ensuring secure long-term access for review and intervention.

Healthcare and Pharmaceuticals

Storing medical records, drug trial data, and regulatory approvals with compliance to Health Records Act, Therapeutic Goods Administration (TGA) guidelines, and My Health Record System Rules.

Finance and Legal Services

Managing financial transactions, tax records, trust documents and legally binding agreements.

Ingress in action

Learn how the Tasmanian Government uses Ingress to manage its vital Government records, how Perpetual manages critical trust documents, or how Wodonga TAFE manages Microsoft 365 records.

Compliance and security at the core

  • Automated in-place, integrated or centralised records management.
  • When automation is not enough, it’s easy for users to intentionally declare records.
  • Automated retention and disposal policies for information lifecycle management.
  • Robust security controls, including access permissions, audit trails, and encryption.

Seamless Integration with Microsoft 365 and enterprise systems

  • Reduce risk by ensuring consistent information governance across the entire organisation.
  • Deep integration with Microsoft 365 (Teams, SharePoint, Outlook) for automatic or intentional content registration.
  • Alignment to Microsoft Purview to harmonise records management across M365.
  • Unify compliance beyond Microsoft 365 to all business-critical applications.

Enterprise-wide records access

  • Users can search, retrieve, declare records, initiate workflows, gather, share and collaborate – all within Microsoft 365 or business applications.
  • No need to switch applications; access records in context within existing workspaces and workflows.

Automation and AI-driven classification

  • AI-powered metadata tagging and classification to reduce manual effort.
  • Process automation for approvals, compliance reporting, and correspondence management.
  • AI-driven insights to enhance decision-making and reduce misinformation.

Flexible deployment: cloud, on-premises, or hybrid

  • On-premises, in your cloud, or our IS27001:2022/IRAP cloud, or using a hybrid model, we can meet your IT requirements.
  • Scalable and adaptable to evolving organisational needs, ensuring long-term business value.

Benefits

Maximise records value, minimise the cost

  • Reduce inefficiencies in locating and retrieving records with a central index of all records that preserves the full context of business transactions.
  • Easily apply in-place management for general and low value records.
  • Ensure uniform policy enforcement, reduce governance gaps, securely preserve vital records, and mitigate compliance risks by using centralised or integrated records management.
  • Avoid hidden costs associated with fragmented recordkeeping, including increased storage, legal discovery, and audit expenses.

Enhanced compliance & governance

  • Ensure vital records are managed for the long-term with the right context.
  • Ensure consistent policy enforcement and security across your entire records collection.
  • Reduce compliance risks by eliminating records fragmentation and governance gaps.

Increased productivity & efficiency

  • Support AI-driven content discovery and productivity, making information retrieval faster and more accurate.
  • Eliminate inefficiencies by ensuring records are always discoverable, accessible and in context.
  • Automate records management behind the scenes, reducing manual workload.

Reduced costs & risk mitigation

  • Minimise legal and audit expenses by ensuring proper records classification and retrieval.
  • Reduce data storage costs with defensible disposal and intelligent archiving.
  • Mitigate security risks through robust access controls and governance policies.

Take control of your information today

Ingress’s hybrid records management capability unifies enterprise records, ensures compliance, enhances efficiency, and reduces risk – all while allowing your teams to work within their existing business applications and/or Microsoft 365 environment.

Contact us today to learn how we can help you manage your records with confidence.

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