Organizations often need to manipulate data outside their records management application to perform actions such as reporting, transfers and migration.
Exports gives the ability to export records from Records365 in a compliant format that can be used for your organization’s needs such as transferring records to the National Archives and other parties, sharing with others within your organizations as well as reporting on it.
Records365 supports the following export formats
The Records365 Export feature integrates with an Azure Storage account to provide the data in a secure, scalable and highly available manner. The type of storage supported is Azure file share, which is recommended for high performance scale application. As the customer you will be required to bring your own Azure Storage account for the exported content, to give you total control over the retention and access of the exported dataset.
To access an Azure File Share, Records365 requires a Service based Share Access Signature (SAS) URL. SAS is known as the best practice for externally accessing content in an Azure file share. This allows for the greatest control and flexibility on securing the file share. For more information on SAS based access click here.
Azure file shares, when used with SAS based access allow you to easily transfer the exported content to other parties, like the National Archives. As once written to the secured Azure file share, you can then issue a subsequent read-only SAS URL to the third party, eliminating the need to double handle the exported content in order for it to reach its final destination.
Here are the steps to create a SAS link for an Azure File Share:
The export feature is available from the Recrods365’s Advanced Search feature.
Once you click the export button, you will see the slide bar. That’s where you will need to provide the required information for your export:
When the export is finished, you will receive an email notification confirming it has been completed.
Then, you can head to the nominated Azure File Share for the export, where you can find a file called exportSummary.csv containing a summary of the export results.
Once a record has been exported, the following information on each record can be used to searching for previously exported items:
The Export functionality also creates an Audit Event, viewed from the Audit tab of the record, for full traceability of the export operation.
Some things to consider: