Retention Policy Management for Security and Compliance
When you implement a comprehensive retention policy, you provide your organization with valuable insight into its performance and mitigate risks associated with lack of information governance.
When you implement a comprehensive retention policy, you provide your organization with valuable insight into its performance and mitigate risks associated with lack of information governance.
With Retention Policy Manager, documents, emails, electronic files and other forms of information are captured easily, stored securely and accessible instantly whenever you need them.
It provides an intuitive way to track, audit and discover content — from creation through final disposition — enabling you to manage the complete lifecycle of all information automatically.
With a single view into the organization’s records, users can prove compliance with internal and external regulations and policies without impacting day-to-day productivity.
Industry and government regulations require organizations to manage and retain certain records. Many organizations find this challenging to do because they lack automation on their information when it comes to retention and destruction.
To prove compliance during an audit or in a court of law, organizations must have visibility into the actions that occur on specific records. Many organizations don’t know what information they have, where it is stored, how many copies are floating around and if the record itself is authentic and trustworthy.
Searching, retrieving and reviewing information for litigation is time-consuming and expensive. Organizations need a tool to not only search for information, but to ensure that it can be put on hold and protected from modification or deletion if the retention period has expired and exported in native or PDF format.
Regulatory compliance is the key to avoiding penalties and auditing nightmares, but it is nearly impossible to expect end users to know and follow the complex requirements around records management, especially in the digital world. Typical records management automation needs to include management of dispositions and holds, comprehensive but flexible control, and seamless integration with existing business processes.
Policies are automatically assigned at the document type level, as documents are brought into the system and indexed, ensuring compliance without disrupting daily business processes.
Automated destruction of information can reduce the expense of litigation review while making retained documents easily accessible for a compliance audit. It also saves on data backup, accessibility and migration — decreasing maintenance costs and reducing the amount of information being managed.
Prove regulatory compliance quickly, while gaining internal policy consistency.
When asked to provide information related to regulatory compliance or pending litigation, users can easily search and place information on hold, producing this information for external review without creating a security risk.
Ensure quick access to pertinent information about past activities and improve decisions for current and future activities through rapid access to information that is reliable, accurate and trustworthy.
Protect private information and comply with data privacy laws.
Hyland’s Perceptive Content solution helps organizations stay ahead of the mounting pressure of evolving data security regulations.
Perceptive Content provides reliable workflow capabilities and extensive integrations that help organizations overcome unstructured content and ad-hoc processes – from capture to disposition.
Perceptive Content is:
While many content services solutions require significant time and effort to integrate with existing business systems, Perceptive Content makes it easy.
The patented learn mode technology allows users to capture data from any business application using an easy point-and-click approach.
Although legally defined records must be retained securely for a required amount of time, Retention Policy Manager also gives you the ability to manage and remove transitory information.
This reduces the amount of information being searched, accessed and managed — greatly lowering the risk and potential cost of litigation.
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Retention Policy Manager automatically places each document under the correct policy based on its index values, allowing end users to continue with their everyday business processes without additional work.
Business Insight is an optional upgrade to your Perceptive Content system and allows every user in your enterprise to run and view reports – to expedite audits and drive efficiency throughout workflows.
When also using Business Insight, records managers can execute multiple reports, including a document disposition report and a document destruction report.
A document disposition report shows the retention policies for each document type and the action to be taken upon disposition. This report is executed before the disposition of documents.
A document destruction report shows which retention policy was executed; the specific documents that were destroyed; and who the approvers were, along with information on when it was approved for destruction and when it was destroyed.