Blogs

Six Reasons Why Your Growing Enterprise Should Adopt A Document Management System

By Ricardo Rengifo posted 17 days ago
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GROWTH IS EXCITING, BUT… It can be challenging too. Much like a growing child, the many internal systems of the enterprise grow at different rates. It is not only the expansion in volume you will need to consider. Any expansion in volume must be met with a proportionate expansion in capacity across the functional areas of the enterprise.  Little systemic niggles that were dismissed with ease as negligible on a small scale get magnified. Eventually, these become bottlenecks, magnifying your inefficiencies and choking your growth.  For instance, as your team size increases internal communication inefficiencies emerge. Or, you may need to add administrative ...
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Data Protection Legislative Updates

By Jared Walker posted 05-10-2021
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Since the GDPR passed in 2018, we have seen an ongoing worldwide ripple effect, as other jurisdictions have begun passing their own data protection laws that mirror, or in many respects comply with GDPR requirements. Here are a few such new or upcoming laws worth noting:   Brazil – General Data Protection Law (LGPD) (Law No. 13,709/2018)   – Approved in August 2018, the law originally was supposed to take effect on August 15, 2020. However, due to COVID-19 concerns, the majority of the law will not go into effect until May 2021, with the enforcement of sanctions beginning August 1, 2021. Similar in many respects to the GDPR, the LGPD is Brazil’s first comprehensive ...
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Sanitize Everything From Your Hands to Your Personal Information

By Whitney Nelson posted 05-10-2021
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If the last year has taught us anything, it is to sanitize, sanitize, sanitize. You are probably sanitizing your hands, your house, everything you touch, but what about the personal information you process? Laws and regulations increasingly require entities to sanitize, pseudonymize or anonymize the personal information that they collect or process. Other than defining and requiring sanitization, these legal requirements often neglect to inform regulated entities what sanitization encompasses.   Pseudonymization, Anonymization, and Sanitization Defined The GDPR has introduced a multitude of data protection-related terms. Pseudonymization, anonymization, ...
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Internet Service Providers Launch Litigation Against Maine's New Opt-In Privacy Law

By Frank Fazzio posted 05-10-2021
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Several internet service provider (ISP) industry groups have joined together in bringing suit against the state of Maine in response to its new privacy law, LD 946 “An Act To Protect the Privacy of Online Customer Information,” asserting that the new rules run afoul of their free speech rights and constitute discrimination against their industry. According to Maine’s Governor Janet Mills, the law, which is set to go into effect on the 1 st   of July, requires ISP’s to obtain customers’ opt-in consent before using, disclosing, selling or permitting access to customer personal information, and prohibits ISP’s from refusing to serve a customer, charging a customer ...
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Wait, Is That a COVID-19 Record?

By Jennifer Chadband posted 05-10-2021
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It’s no surprise that a global pandemic has created a lot of records, along with many questions surrounding these records. As organizations adapt to the new and constantly changing COVID-19 landscape, new processes and record outputs abound. We often get questions from our clients asking “is this a COVID-19 record?” and if yes, “how long should we be keeping this record?” Explicit authorities on company recordkeeping obligations have been slow to trickle down and are a bit of a patchwork with federal and state guidance provided only here and there. This blog surveys a few of the common recordkeeping questions we’ve received and provides guidance on addressing ...
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What's in Your Data Policy?

By Jennifer Chadband posted 05-10-2021
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The records and information management world has experienced a gradual yet seismic ideological shift in recent years. Long gone are the days of thinking solely in terms of HOW LONG MUST WE KEEP this information. Today, companies also think strategically, practically, and with privacy legal compliance in mind when it comes to managing their records and information. In this day and age, special considerations such as big data and privacy increasingly drive initiatives. Companies are now asking an equally important question of HOW SOON SHOULD WE DELETE this information, as well as HOW MUST WE DISPOSE OF IT? Why does privacy data deserve its own deletion policy? ...
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The Top Five Content Services Challenges

By Michelle Shapiro posted 05-10-2021
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Today’s age of modernity is introducing more complexity, including new privacy regulations, a more permanent remote workforce and an increased pressure to deliver better service faster.  Many organizations are struggling on this modernization journey. It’s time to identify, prioritize and address the barriers slowing their journey into the future. To do so, we surveyed approximately 250 professionals who manage content and enterprise IT systems about the digital transformation challenges they are encountering around content. Here are the top modernization hurdles they shared with us. Content on shared and personal drives More than half ...
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The Impact of Audit & Analytics on Information Governance

By Michelle Shapiro posted 04-23-2021
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Organizations face growing risks in addressing information governance and privacy, two major concerns that are combining in today’s digital era. A robust information governance and privacy strategy reduces regulatory compliance risk, increases operational efficiency and establishes a competitive advantage. However, too often information governance projects are executed in silos or as one-off efforts during a single point in time. Have you encountered any of these all-too-common situations threatening informational governance? Organizational policies on handling sensitive information have been updated and employees trained on them. The risk is that employees ...
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Migrating to Microsoft 365: Is now the time?

By Sarah Gayda posted 04-09-2021
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Colligo’s cloud-based Email Manager ‘ add-in ’ rounds out  M365   Author: Andy Morris, Colligo Director of Research & Development “ B ump , ouch.” That ’ s the sound of you coming back down to reality now that the panic of the world ‘working from home’ is maturing into a long – term future.   Do we all go back to an office? Do we continue home working? Is it a hybrid ? I don’t think anyone clearly knows the answer. But one thing for sure is some of the IT changes we made (Yes , I am one of you , too) will not be rolled back .   The reason many of us have been able to convert to ...
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3 Reasons to Consistently Upgrade Your Technology

By Michelle Shapiro posted 03-16-2021
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You’ve gone through the (often) lengthy process of searching for, comparing, selecting and finally implementing an information management solution. And now you have to upgrade the technology already? Your initial reaction may be,  Seriously?   I just spent money and time implementing this solution, and now I have to take another step?  While a set-it-and-forget-it approach to technology solutions may sound ideal, the information management landscape – and technological innovation at large – is constantly changing. In reality, upgrading technology poses a major opportunity for improvement within the business. Technology should be seen as an investment in the business, ...
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Artificial Intelligence: The Final Frontier in Records and Information Management

By Whitney Nelson posted 01-20-2021
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According to the   European Commission’s Artificial Intelligence for Europe , “Artificial intelligence (AI) is already part of our lives – it is not science fiction.” From smart speakers to customer service, AI has found its way into our homes and businesses. One area of business where AI use is emerging is records and information management [RIM]. As opportunities to use AI in RIM increase, what privacy implications, what unnecessary classification or retention, and what laws or regulations can information governance and privacy professionals expect to find in the future? As the amounts of data increase, so does the headache in trying to manage such data. ...
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Using Records Management to Restart

By Whitney Nelson posted 01-20-2021
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How to Use a Records Management Program to Sustain Business Operations We are living in unprecedented times. People and businesses worldwide are having to adjust their daily routines and navigate new ways to do business. Consumer spending has drastically declined. International travel is at a standstill. Both small businesses and multinational companies have temporarily shut down, instituted furloughs or layoffs, or quickly restructured to company-wide telecommuting to deal with the new and rapidly changing environment. Whatever position your business currently finds itself in, a records management program can help your business find a way to be productive again. ...
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The Importance of Being Permanent

By Whitney Nelson posted 01-20-2021
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The effect of the word permanent “is rarely pure and never simple” [1]   when it comes to records management. In the post-GDPR world, how you interpret and implement the word “permanent” into your retention schedule—as either a long-term retention period [2]   or a hardcopy format—could cost you significantly. The Association of Records Managers & Administrators (ARMA) defines a permanent record as “determined to have sufficient historical, administrative, legal, fiscal, or other value to warrant continuing preservation.” [3]   But what exactly does continuing preservation mean? Does it refer to the period of time you are supposed to retain information, ...
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New Changes to the European Union's Medical Device and In Vitro Diagnostic Device Regulations

By Heather Rice posted 01-20-2021
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On May 26, 2020, the European Union enacted new regulations concerning medical and in vitro diagnostic devices—a move that should cause manufacturers, clinical trial sponsors, investigators, and other regulated parties involved in medical device development, manufacture, and distribution in the EU to take notice. These new regulations replace existing directives and bring about many changes, including important changes to records retention periods. Medical Device Directive 93/42/EEC has been replaced by Medical Device Regulations (EU) 2017/745. This regulation applies to both implantable medical devices and non-implantable medical devices. In Vitro Diagnostics ...
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Document Management While Working Remotely

By Heather Rice posted 01-20-2021
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Businesses in the United States and around the world are currently operating in unprecedented times due to COVID-19. Many businesses have had to become innovative and flexible. Possibly one of the biggest changes to how businesses function from day-to-day is the large number of employees working remotely. Remote work is not new, but many businesses have had to figure out how to transition their employees to working remotely. This transition brings many challenges, but one of the challenges that might be overlooked is document management. Regardless of where you work, at home or in an office, it is important to have a document management policy in place and ...
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Managing Inactive Records

By Heather Rice posted 01-20-2021
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In today’s day and age, many companies have converted to electronic or paperless systems, however, businesses still have old paper records that need to be retained and accessed. Despite this move to electronic records systems, the task of determining how and where to store these old or inactive records is not new to businesses. Keeping and managing inactive records can be costly and time-consuming, and oftentimes where an organization stores these records is a big consideration and can be a hassle. First, let’s define what an inactive record is. Inactive records are records that are not used by an organization on a day-to-day basis but must be retained for ...
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E-Discovery and the Importance of Having a Records Retention Program that Includes Electronic Records

By Heather Rice posted 01-20-2021
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Discovery: the act or process of discovering. [1]   In a lawsuit, discovery is the process of sharing information that is relevant to a particular legal action or proceeding. With the rapid growth of technology and electronic data, the discovery process has evolved to include a new way of discovering information: electronic discovery or “e-discovery.” Why all the buzz about e-discovery? Computers are being used now more than ever by families, businesses, lawyers, doctors and even the courts. Computers allow us to work more efficiently, cut costs, communicate and store large amounts of data. It is important for a business to be able to quickly review and extract ...
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5 Reasons Why You Should Use a Compression Software

By Alisa Fetic posted 10-07-2020
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There are many online services for file compression, but if you are constantly working with large documents, it may serve you better to invest in a tried and true solution. Here are 5 reasons to utilize document compression software: Better for sharing Compression software can reduce black & white image file sizes by up to 10X, and up to 100X for color images). This makes them much easier to email and transmit, as they will take less time to upload. Email attachment size limits can also quickly become frustrating, especially for paper-heavy industries such as legal and insurance. When you often have to work with large documents, it’s unsustainable ...
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Regional Innovation Drives Global Digitisation

By Jennifer Gitt posted 09-01-2020
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Innovation in the Corporation: An IT service provider and an air conditioning and heating technology company demonstrated flexibility and openness to modern approaches to information management. The young Alzenau-based company avato cooperates with the University of Applied Sciences in Munich and together they drive digitisation in two global corporations. Outdated approaches in the form of digital bookshelves will be replaced by innovative, intelligent information management within 3 months. [ Read the full article   or continue reading the summary in the following.] Analysis and Metadata Model The students started the project by   analysing and evaluating ...
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Policy into Practice — Strategies for Operationalizing Your Records Retention Schedule

By Warren Bean posted 07-21-2020
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If you’ve been in the business of Information Governance for very long you have likely seen many debates or discussions about the best way to do retention scheduling. Common considerations include the ideal size, big buckets vs. small, departmental vs. functional, knowing and applying the appropriate laws, etc. After much time and toil, you may even have created the perfect records retention schedule. You received sign-offs, trained key users, and published it. Congratulations! One year later, during your planned review, you find few, if any, are actually using it. How could that be? It has the perfect number of categories, flows logically, is backed up with ...
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