NewgenONE AI-first Platform for
Modernize Electronics Documents and Records Lifecycle Management for Public Institutions
Strengthen digital trust with an end-to-end records management system on a native low-code AI-first platform for robust digital information governance.
“Newgen has significantly streamlined our records management operations by securely modernizing our legacy environment, reducing manual processing by over 40%, and accelerating turnaround times through secure, automated workflows. Its scalable approach has enabled our teams to focus more on governance and value-driven service delivery.”
Head of Information Management, Leading Public Singapore Institution
Modernize recordkeeping and enforce information governance with a comprehensive system designed to manage physical, electronic and hybrid records across their entire lifecycle, from creation and retention to archival and compliant disposition while ensuring authenticity, reliability, integrity and usability for every record. Achieve stringent regulatory adherence to global mandates and recordkeeping standards, including DoD 5015.02, VERS, ISO 16175 (1&2), ISO 15489, IM4L, IM8, BagIt, NRAA Oman, and 20+ Australian state regulations (NSW, VIC, QLD, etc.). Leverage low-code configurability and content intelligence for auto-classification, indexing, metadata extraction, retrieval and lifecycle governance. Administrators gain comprehensive intellectual control over all recordkeeping functions, defining custom records retention schedules and disposal authorizations to track record lineage and ensure auditability throughout the organization.
Learn What NewgenONE Electronic Documents and Records Management System Can Do for You
Compliance and Risk Management
Reduce governance risk through automated enforcement of global and regional recordkeeping mandates, including DoD 5015.02, VERS, ISO 16175/15489, IM4L, IM8, BagIt, NRAA Oman, and more than 20 Australian state regulations covering New South Wales, Queensland, Victoria, and others. Strengthen audit readiness with immutable, end-to-end workflow audit trails and proactive compliance risk detection, while ensuring consistent adherence to retention and disposition rules through automated, policy-driven processes across the organization.
GenAI-powered Content Decisioning Intelligence
Leverage advanced intelligence to automate document classification, indexing, summarization, metadata extraction, tagging, and auto-recommendations based on filing patterns. Empower users to interact with documents through an intuitive chat interface for instant summaries and accurate Q&A retrieval. Ensure compliance by determining appropriate retention periods and identifying records for disposition based on content, policy rules, and usage patterns.
Email Archival
Archive emails in a secure, centralized repository for easy access and faster retrieval. Locate files and utilize AI for email classification, metadata indexing with auto-recommendations and integrate with Office 365 ecosystem to automate the AI-based archival of emails and attachments, including metadata extraction.
Migration from Legacy Systems
Ensure seamless and risk-free migration by automating bulk transfer of records, metadata, and associated files from legacy systems and external drives. Maintain complete data integrity and ensure zero data loss through advanced data mapping, validation rules, and in-built quality checks. Minimize operational disruption with high-velocity migration pathways supporting large-scale, multi-petabyte transfers.
Intuitive Dashboard
Gain 360-degree, real-time visibility with personalized insights across tasks, pending dispositions, vital records, and overall system activity. Customize dashboards for different personas with quick access to saved searches and recently viewed items.
Robust Integration
Capture and archive records effortlessly with native connectors for MS SharePoint, Outlook, Word, Excel, Teams. Auto-classify and file documents using AI-powered content intelligence and filing recommendations. Extend integrations via REST/SOAP APIs for enterprise applications and legacy archives.
Enterprise-wide Security
Strengthen governance with SSO support for LDAP/Active Directory authentication, granular role-based access controls across records and file plans, and AI guardrails to protect sensitive information. Ensure robust identity, authentication, and authorization through enterprise IAM capabilities, including OAuth 2.0, OpenID Connect, SAML, multi-factor authentication, and adaptive security controls. Maintain a strong security and compliance posture with encryption, comprehensive audit trails, data masking, and adherence to global standards such as ISO/IEC 27017, ISO/IEC 27018, SOC 2, GDPR-aligned controls, HIPAA, and other regulatory requirements.
Advanced Search and Retrieval
Ensure faster discovery and instant access to records with AI-assisted, NLP-based search that understands user intent and supports metadata-driven, barcode, and full-text search. Enable accurate and compliant retrieval by delivering personalized, role-based search profiles for departments and individual users. Accelerate actions with quick access to frequently used operations like “view record”, “assign to file plan” and “request record”.
Unified Records Management
Locate necessary information without relocating files. Govern records seamlessly and integrate with third-party systems including Office 365, Teams, SharePoint, OneDrive, and Outlook. Maintain centralized governance by enabling users to classify, tag, and collaborate on records directly within familiar tools.
Records Management for Structured Data
Unify governance of both structured and unstructured data through seamless integration with SQL Server, Oracle, PostgreSQL, and legacy repositories. Simplify archival policy setup with drag-and-drop mapping and protect structured datasets using data masking, password protection and digital signature controls.
Compliance and Risk Management
Reduce governance risk through automated enforcement of global and regional recordkeeping mandates, including DoD 5015.02, VERS, ISO 16175/15489, IM4L, IM8, BagIt, NRAA Oman, and more than 20 Australian state regulations covering New South Wales, Queensland, Victoria, and others. Strengthen audit readiness with immutable, end-to-end workflow audit trails and proactive compliance risk detection, while ensuring consistent adherence to retention and disposition rules through automated, policy-driven processes across the organization.
GenAI-powered Content Decisioning Intelligence
Leverage advanced intelligence to automate document classification, indexing, summarization, metadata extraction, tagging, and auto-recommendations based on filing patterns. Empower users to interact with documents through an intuitive chat interface for instant summaries and accurate Q&A retrieval. Ensure compliance by determining appropriate retention periods and identifying records for disposition based on content, policy rules, and usage patterns.
Email Archival
Archive emails in a secure, centralized repository for easy access and faster retrieval. Locate files and utilize AI for email classification, metadata indexing with auto-recommendations and integrate with Office 365 ecosystem to automate the AI-based archival of emails and attachments, including metadata extraction.
Migration from Legacy Systems
Ensure seamless and risk-free migration by automating bulk transfer of records, metadata, and associated files from legacy systems and external drives. Maintain complete data integrity and ensure zero data loss through advanced data mapping, validation rules, and in-built quality checks. Minimize operational disruption with high-velocity migration pathways supporting large-scale, multi-petabyte transfers.
Intuitive Dashboard
Gain 360-degree, real-time visibility with personalized insights across tasks, pending dispositions, vital records, and overall system activity. Customize dashboards for different personas with quick access to saved searches and recently viewed items.
Robust Integration
Capture and archive records effortlessly with native connectors for MS SharePoint, Outlook, Word, Excel, Teams. Auto-classify and file documents using AI-powered content intelligence and filing recommendations. Extend integrations via REST/SOAP APIs for enterprise applications and legacy archives.
Enterprise-wide Security
Strengthen governance with SSO support for LDAP/Active Directory authentication, granular role-based access controls across records and file plans, and AI guardrails to protect sensitive information. Ensure robust identity, authentication, and authorization through enterprise IAM capabilities, including OAuth 2.0, OpenID Connect, SAML, multi-factor authentication, and adaptive security controls. Maintain a strong security and compliance posture with encryption, comprehensive audit trails, data masking, and adherence to global standards such as ISO/IEC 27017, ISO/IEC 27018, SOC 2, GDPR-aligned controls, HIPAA, and other regulatory requirements.
Advanced Search and Retrieval
Ensure faster discovery and instant access to records with AI-assisted, NLP-based search that understands user intent and supports metadata-driven, barcode, and full-text search. Enable accurate and compliant retrieval by delivering personalized, role-based search profiles for departments and individual users. Accelerate actions with quick access to frequently used operations like “view record”, “assign to file plan” and “request record”.
Unified Records Management
Locate necessary information without relocating files. Govern records seamlessly and integrate with third-party systems including Office 365, Teams, SharePoint, OneDrive, and Outlook. Maintain centralized governance by enabling users to classify, tag, and collaborate on records directly within familiar tools.
Records Management for Structured Data
Unify governance of both structured and unstructured data through seamless integration with SQL Server, Oracle, PostgreSQL, and legacy repositories. Simplify archival policy setup with drag-and-drop mapping and protect structured datasets using data masking, password protection and digital signature controls.
Key Benefits
- Achieve consistent and defensible recordkeeping through automated retention, disposition and regulatory mapping
- Modernize legacy systems with high-velocity, risk-free migration and scale effortlessly with AI and low-code automation
- Reinforce digital trust across public-sector processes with secure, traceable record flows
- Achieve significant reduction in storage TCO by automatically tiering rarely accessed records to compliant, low-cost archives
- Preserve the Authenticity, Reliability, Integrity and Usability (ARIU) of all public records and secure mission-critical evidence
Explore Newgen’s other Government Solution
Customer Success Stories
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Frequently Asked Questions
NewgenONE EDRMS is a low-code platform that manages the entire records lifecycle, from capture and declaration to retention, legal hold, disposition, and archival. The solution unifies physical and electronic records, strengthens governance with file-plan policies, and uses AI/ML to classify, index, retrieve, and summarize content for faster, compliant decisions.
The AI-led EDRMS automates intake (scanning, email/fax, XML/PDF, Office 365), declaration, file-plan assignment, retention, cut-off, reviews, approvals, and final disposition. In-place records management allows content to remain in systems like SharePoint and Microsoft 365 while policies, audit logs, and security rights are applied, so teams can work in familiar tools without losing governance.
Government organizations often struggle with fragmented repositories, manual filing, high compliance risk, and costly storage. Newgen’s AI-first EDRMS addresses these challenges by offering in-place records management, automated classification with AI/ML, policy-driven retention schedules, and secure archival. This ensures faster retrieval, lower costs, and compliance with regulatory mandates.
AI/ML powers NewgenONE EDRMS to auto-classify records, generate metadata, and enable smart retrieval. With GenAI capabilities, users can quickly summarize, search, and analyze records. Automation handles record declaration, retention, cut-off rules, and disposition, reducing manual work while ensuring accuracy. This empowers records managers to focus on governance and decision-making.
NewgenONE RMS helps organizations comply with international and regional standards, including DoD 5015.02, ISO 16175, ISO 15489, VERS, NRAA Oman, and 20+ state-specific regulations in Australia. By enforcing policies for classification, retention, and disposition, it ensures defensible recordkeeping. Audit trails and AI-driven monitoring provide full transparency to meet compliance and legal requirements.
Leveraging NewgenONE EDRMS organizations can achieve significant improvements, including higher workforce productivity, lower physical storage costs, and better compliance adherence. AI/ML-driven insights enable smarter decision-making by detecting patterns across vast records. Agencies also gain agility with cloud-ready deployments, faster information access, and secure digital trust.
NewgenONE EDRMS ensures records security through encryption, access controls, PKI-based digital signatures, multi-factor authentication, and watermarks. Sensitive data can be masked or classified (e.g., confidential, secret, top-secret). AI-powered anomaly detection adds another layer of assurance. These features protect organizations from breaches while ensuring compliance with HIPAA, PCI-DSS, and other standards.
With AI-enabled classification and rich metadata, NewgenONE EDRMS allows users to instantly search across millions of records. It supports content-based and layout-based search, full-text queries, and custom metadata filtering. Integration with Microsoft 365, SAP, SharePoint, and other systems ensures users can find and act on records seamlessly without disrupting daily operations.
Newgen offers advanced migration tools that automate transfer of records, metadata, and files from outdated RMS or databases. Data quality checks and mapping techniques ensure accuracy, while AI enhances integrity validation. This minimizes risk, preserves historical data, and allows organizations to retire costly legacy systems while maintaining continuity.
Newgen’s AI-first EDRMS transforms records into actionable intelligence. The AI/ML models analyze historical records, detect patterns, and provide predictive insights. Managers gain real-time dashboards and drill-down reports for root-cause analysis. This enables smarter decisions in compliance, audits, and operations while reducing risks associated with data fragmentation and human error.
Newgen has decades of expertise, global deployments, and industry recognition in content and records management. Its AI-powered EDRMS helps organizations balance compliance with agility, providing measurable outcomes such as cost savings, digital trust, and higher efficiency. Trusted by government, education, and enterprises worldwide, Newgen ensures records remain secure, discoverable, and future-ready.
How does NewgenONE EDRMS manage hybrid (physical + electronic) records?
The system generates and tracks transfer notes, attaches barcodes to files and boxes, records acceptance or rejection, and monitors movement across locations. This creates a complete, auditable trail for physical archives, simplifying audits and inventory reconciliation.
With a built-in plugin for MS SQL, Oracle, and PostgreSQL, admins map datasets via drag-and-drop templates, mask sensitive fields, apply digital signatures and watermarks, and schedule archival jobs. Centralized administration monitors batches and outputs to enforce governance and regulatory compliance.
Newgen’s AI-first, EDRMS lets teams define retention schedules, cut-off rules, file numbering, and storage policies; it automates class/file creation and access rights with multi-level review. Maker–checker on class creation strengthens validation and ensures traceable, policy-driven governance at scale.
Vital records are identified and reviewed via system-generated alerts; backup and disaster recovery options ensure availability during incidents. This safeguards mission-critical information and keeps essential services running through outages or emergencies, supporting resilience and regulatory obligations.
Newgen’s AI-first EDRMS supports scalable deployments on leading clouds such as AWS, Azure, and Google Cloud and also fits on-premise or hybrid models. This flexibility lets organizations modernize at their own pace while maintaining control over sensitive data and integrations with existing systems.
AI/ML surfaces patterns and trends across vast records, while dashboards/drill-downs reveal risks, workload hotspots, and policy gaps. Managers make proactive, defensible decisions in compliance and operations—reducing audit friction and accelerating responses to regulators or internal stakeholders.
