The Beyond Blog

Pay Attention to Retention — Still managing retention schedules manually? It’s time to automate.

document retention

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, identify and notify the appropriate stakeholders, and follow up with reviewers to aggregate their feedback prior to finally placing the order to destroy records that have been approved for destruction?

Are clients specifying retention periods in their outside counsel guidelines (OCG), which you then need to track, manage and implement separately? And if you are, how confident are you that this is all happening consistently, accurately and efficiently?

Automating Retention and Disposition via FileTrail GPS

FileTrail GPS (Governance Policy Suite) provides IT, IG, risk and compliance, and records management professionals with unified view of information stored 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, who can then easily approve batches of records for destruction, and identify which records require escalation for further review.

With FileTrail GPS, the process of managing and implementing information governance and retention policies becomes much more efficient, freeing up valuable time for lawyers and staff to focus on client work and other priorities. FileTrail automatically captures an audit trail of all activity, so you can easily generate reports about who approved what when, and demonstrate compliance.

And 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.