Are your retention schedules currently tracked in an Excel spreadsheet?
When retention periods expire, are you relying on designated individuals to manually compile and print lists of records that are due for disposition? Do they then need to identify, notify and chase the appropriate stakeholders to aggregate feedback before they can finally place the order to destroy records approved for destruction?
Are clients specifying retention periods in their outside counsel guidelines (OCG)? Do you then need to track, manage and implement any exceptions separately? And if you are, how confident are you that this is all happening consistently, accurately and efficiently?
It’s time to pay attention to retention — and automate workflows to reduce risk and improve efficiencies in records management.
Automating retention and disposition via FileTrail GPS
FileTrail GPS (Governance Policy Suite) provides IT, IG, risk and compliance, and records management professionals with a unified view of information. Firms gain visibility across multiple physical and electronic repositories through a single dashboard.
Using FileTrail GPS, you can manage and apply your organization’s policies for retention and disposition, automating workflows to classify and assign the appropriate retention policy to documents and other assets. Prior to retention periods expiring, FileTrail GPS automatically notifies designated reviewers. They can then easily approve batches of records for destruction, or escalate for further review.
With FileTrail GPS, the process of managing and implementing information governance and retention policies becomes much more efficient. It frees up valuable time for lawyers and staff to focus on client work and other priorities. In addition, FileTrail automatically captures an audit trail of all activity, so you can easily generate reports about who approved what when, and demonstrate compliance.
To summarize: By regularly disposing records in a timely manner, firms can reduce ongoing storage costs; reduce security, data protection and litigation risks; and assure clients that their information will not be kept for longer than needed. Pay attention to retention — automate where you can today.