Records and Case Management 

Use

Records and Case Management provides a record and document management system for Public Sector.

You can use Records and Case Management to register, manage and process records and documents quickly and easily. The system has the following advantages:

·        All authorized employees have central access to all required information.

·        Paper records and electronic records area are managed in the same system.

·        Scanned documents can be stored.

·        Storage costs of paper records are reduced.

·        The transport time of files is reduced or eliminated completely.

·        Storage costs for records are reduced.

·        Fast administration and quick access to information for citizens.

·        It is possible to view and submit records to external authorities without any time-consuming record transports.

·        Records can be disposed of electronically.

You can choose one of the following standards to suit the requirements of your country:

Standard for DOMEA

This standard provides a records management and case processing system which conforms to DOMEA: It is connected to the SAP Business Workflow which can map predefined and ad-hoc defined process routes, which involve a large number of employees. The functions for processing requests and filing documents in records are fully integrated. The system also supports integration with any specific procedures of public administrations. This makes business transactions clearer and more effective.

Standard for The National Archives

The standard The National Archives (TNA) provides electronic document management in accordance with the requirements of Great Britain. A distinction is made between public and private documents in document management of The National Archives. Private documents are protected from outside access, but once they are declared a retention period, access authorization and disposal settings are defined for them.  The contents of public documents are sorted and structured in a multi-level plan. To facilitate quick access to documents in a fileplan, generic object descriptions are created and a cross-service provider search function is available.

Notes on Implementation

Records and Case Management (CA-GTF-RCM) uses the following two components of the SAP Web Application Servers:

·        Records Management (BC-SRV-SRM)

·        Case Management (BC-SRV-CM)

It also contains addition functions for the standards DOMEA and The National Archives.

Documentation

This documentation refers to the enhanced functions for the standards DOMEA and TNA. The general section contains information on the basic functions of Records and Case Management. Note that the documentation on the basic functions uses DOMEA terminology. Case processing in public organizations and other procedures are presented in the basic functions. The functions for The National Archives standards are described in a separate section of this documentation (see Functions for The National Archives).

You can use all of the functions available in Records Management and in Case Management. These functions are described in the documentation. You can find more information under SAP Records Management and Case Management

Note: The terminology for Records Management and Case Management is different to that of Records and Case Management in some areas:

Special terminology for DOMEA

Records Management/Case Management	Records and Case Management
Case Record	Case Container
Records Organizer	Electronic Desk
File Plan	Record Plan
Record Number	Reference Number

Customizing

You define the Customizing settings for Records and Case Management in the implementation guide (IMG) for Records and Case Management. This implementation guide comprises the IMG activities required for Records Management and Case Management, and it also contains all lMG activities for the two standards of Records and Case Management.

Note that the standard Customizing implementation guide also contains the implementation guide for Record Management and Case Management. You can find it under SAP Web Application Server ® Basis Services ® Records Management or Case Management. The documentation for Records Management and Case Management refers to this implementation guide in links. SAP recommends that you use the implementation guide Records and Case Management for the Customizing of Records and Case Management.