You know what they say: rules are meant to be broken. But when it comes to document retention policies, breaking the rules can land you in hot water.
Picture this: you’re a company with a records retention policy.
You’ve got it all laid out – how long to keep each record, when to dispose of them, and how to do it securely.
But then, when it comes down to actually following through with the policy, you’re hit with a cold reality – it’s too much work.
You’re too busy, too overwhelmed, and too unsure of what to do with all those files.
So, you let it slide.
You let those documents pile up, gathering dust and taking up valuable space. And then, when the time comes to dispose of them, you’re scrambling to figure out what to do.
You realize that you’ve put yourself at risk of legal repercussions, fines, and damage to your reputation.
But fear not, my fellow rule-breakers – there’s a solution. Automation can help with deciding what happens with a record at the end of its life!
Benefits of Automating Records Retention Policy
By implementing an automated records management system, you can take the guesswork out of retention and disposal.
The system can automatically classify documents based on their type, sensitivity, and retention period, then automatically help you navigate the review process and keep an audit trail for defensible disposal when the time comes.
Not only does automation make it easier to follow your document retention policy, but it also saves you time and resources. Instead of spending hours manually sorting through files, you can let the system do the work for you, freeing up your time to focus on more critical tasks such as managing processes and policies vs. clerical work.
So, if you’re guilty of breaking your document retention policy, fear not – automation is here to save the day. With an automated document disposition system, you can rest assured that you’re following the rules without lifting a finger.
And who knows, maybe you’ll even become a rule-follower after all.
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Automation can help organizations maintain an audit trail of each reviewer’s approval, rejection, and feedback. With automation, organizations can set up workflows that automate the review and approval process, ensuring that records are reviewed by authorized personnel and that the process is transparent. Automation can also help organizations comply with various data protection and privacy laws, such as GDPR, CCPA, and others, by ensuring that records are processed in accordance with regulations.
Founded in 2000, FileTrail® is the leader in information governance and records management solutions for highly regulated markets throughout North America, the U.K. and Europe. Designed as an integrated enterprise software solution, FileTrail serves large enterprises, internal legal departments and law firms with full life cycle information governance management. As a comprehensive IG suite, FileTrail centralizes, simplifies and automates records and information governance management, enabling organizations to meet urgent client demands, pass audits, conduct a client audit response across multiple repositories, address outside council guidelines and handle new compliance rules with a modern approach.
Sophisticated organizations that see the big picture are moving beyond records management and have selected FileTrail as their long-term partner to guide them through the information governance life cycle.
For more information or to schedule a call, visit filetrail.com.