AI-led Electronic Documents and Records Management (EDRMS)

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.