Equiniti Records Management Solution

Records Management

The number of records and documents a company holds may run into the hundreds of thousands, if not millions, and it’s therefore important they keep them organised, secure and easy to access at a moment’s notice. That’s why an Enterprise Content Management System (ECM) is essential.

Equiniti’s secure digital content management solution is designed to simplify the entire content lifecycle, including the following steps:

  • Capturing data and entering it into the system
  • Storing the data in an appropriate place within the system
  • Managing and delivering data, making it available for those who need it when they need it
  • Preserving and archiving data for long-term use

Our content management systems make it easy for public and private sector organisations of any size to establish appropriate content retention policies that comply with all relevant legislation, including GDPR.

Using cutting edge technology, including a sophisticated search engine, our enterprise content management solution allows users quick, streamlined access to all content on any device, wherever they are, boosting productivity and profitability for your company.

The benefits of our content management solution include:

  • Digital by default – our streamlined digital system removes the need for arduous paper-based processing, reducing cost and man hours.
  • User collaboration – content is saved and shared on a single and secure easy-to-use platform that enables your employees to work quicker, smarter and more collaboratively.
  • Secure storage – data is kept secured and encrypted, and can be accessed from any device, at any time by authenticated users, removing the need for local storage.
  • Multi-purpose solution – our cost-effective solution enables file sharing and collaboration with your team, assignment of tasks, permissions management and ability to complete work with minimal hassle.

Available as a supporting module within our case management offering, our content management solution is highly flexible and can be configured to meet your organisation’s requirements, quickly and effortlessly integrating into your current business processes.

Get in touch today to learn more about how we can improve your company’s content management.

Scan, Connect & Build

Our core content management product set is focused on the identification and management of content in complex unstructured content repositories, then simplifying the process of moving this content into managed, collaboration rich platforms like SharePoint Online within MS Office 365.


The Scan element of our core content management product set enables our clients to search, manage and report on personal data within unstructured repositories.

The solution provides organisations with a powerful search tool for finding personal identifiable information (PII) in all files within unstructured folder repositories, while fully configurable dashboards provides the users with insight into the spread of PII and in depth reporting on PII across all folder repositories, where the data can then be extracted from. 


Connect enables organisations to quickly and efficiently connect to and manage content within unstructured folder repositories.

The solution offers a low cost alternative to lengthy migration projects by utilising the wealth of metadata already available on file and folder repositories. The need for manual handling is removed with automated retention and disposal processes, while full reporting and auditing can be done on content visibility, access and disposal.


The Build element of our content management offering removes the pain and effort of complex classification migration and design, making a move from file share to SharePoint simple, quick and cost effective.

By choosing the most appropriate features of SharePoint to manage your classification according to your business requirements, we will build your SharePoint based content classification and information architecture. Content will automatically migrate from unstructured folder repositories to a managed SharePoint environment, and complete lifecycle management will be applied to your content using our content and record management offerings.

Records Management

Working with industry leaders Microsoft and HP, Equiniti’s records management solution allows for fast and secure automated electronic document and record storage, archival, retention and disposal of information, giving you greater control over your documentation. 

The solution enables the creation and implementation of retention schedules, file taxonomies and classifications. Multiple document format types such as email, Word documents and images can be stored in a central archive, where authorised users can file, index, track, search and retrieve documents. 

The agile and centralised system eliminates the possibility of losing documentation or misfiled papers with advanced capability for automated legal holds, content indexing, search and record exports. Ensuring records are retained in line with company policy and legislation, our solution assures full traceability and compliance.

SharePoint & Office 365

Partnering with industry leader Microsoft, we offer the best in content delivery, record management and intranet solutions. Our content management systems incorporate SharePoint, Office 365 and Microsoft Dynamics integration services, providing our clients with on premise, Cloud and Hybrid solutions. 

Our solutions enable our clients to share and manage content, knowledge, and applications to empower teamwork, quickly find information, and seamlessly collaborate across the organisation on content, data and news to stay on the same page. Integration with SharePoint facilitates migration services from file shares, legacy content and record management solutions.

Inform and connect your people with intranets and portals. Share common resources and applications and broadcast your message with rich, dynamic pages, while the powerful enterprise search enables you to find files, sites, and people. Built-in intelligence delivers the most relevant results and helps you discover information and expertise around you.

Micro Focus Content Manager

At Equiniti we want to take the pain out of information governance for our clients while providing cost and time efficient solutions. We have partnered with Micro Focus to deliver intranet solutions, Content Manager and Control Point integration services.

Our on-prem and Cloud solutions enable organisations to manage business content from creation to disposal, clean up legacy and dark data, automate records declaration and intelligently migrate to the Content Manager from file shares. This helps organisations to save significant storage costs, gain better access to valuable information, and facilitate better information management decisions for unstructured data. 

The solutions are designed to improve efficiency and productivity with automatic classification and folder creation, workflow tools, and powerful search, while reducing the cost of legal discovery, investigation, and audit by proactively managing content according to policy throughout its lifecycle.

Get in Touch

For more information or if you have any queries, feel free to call, email or submit a contact form.
Call us on: 028 9045 4166
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