Depending on how you use TRIM, the cost per licence can more than triple. We implemented TRIM as the repository for all electronic documents 13 years ago. It means that users only have to know one system for storing, organising and finding their documents. They have had no access to the Windows file system from the Office products Save and Open dialogues. (that also changes with RM 8.1 and Office 2013 but that is another matter)
We use record type access controls to secure corporate records and allow flexibility with personal documents. i.e. normal users are restricted to what they can do with corporate information but have full control over their own stuff.
Consequently, the Information Worker (which most people are) has Delete permission. In RM8.1 only the Records Manager profile has delete permission. There is no way to increase permissions for a profile, only decrease them. In their wisdom, HP has decided to have a sliding scale whereby they charge more for users who can do more. A great way to discourage the use of the system is to force them to use an alternative some of the time.
We are not the first to be concerned by this move as is evident in the following HP report:
QCCR2D51017 Documentation - New user types and permission changes not documented
The removal of the "Custom" user type. From 8.1 onwards, all users will be based on one of the standard TRIM user types. The only extra customization that can be done for that user is to remove permissions that are normally available for a user of that type. So, if you wanted to give a person with the user type ‘Information Worker’ the ability to Delete Records, you would have to elevate that person to a Records Manager, then remove the other extra permissions that they got along with that increase in capability
While the conversion from TRIM to Records Manager upgrades the existing licences (we have 2400) to the highest permission level, the problem is in the long term. So we will be forced to examine alternative EDMS offerings for a more customer focused system unless HP remove this impediment.
Having fought many battles over the past 13 years promoting TRIM in the organisation, I would be personally disappointed to see it replaced. I therefore urge anyone who will be adversely affected by this change to contact their account manager (as we have) to express their concern.