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Formulating A Document Retention Policy

In addition, a document retention policy can protect the firm in litigation...Whether a law firm should follow its retention policy or client's retention policy in handling and dealing with client's documents?

Harjit Singh's profile image

Blog Entry
Digital Document Storage vs. Long-Term Box Storage

Digital storage Box storage Quick and easy retrieval 24/7/365 access to documents View from any computer or mobile device from anywhere in the world Serve customers faster & better Staff gets more done in less time Share and distribute easily and quickly Retrieval takes hours or days Access only during business hours Viewing limited to physical location of document Slower retrieval = slower service Staff wastes time managing paper Sharing and distribution is highly impractical Retention & compliance State and federal regulations make meeting document retention guidelines a complex process, which is made even more difficult by adding paper into the mix. See the comparison below: Digital storage Box storage Automatically set retention guidelines and action “Pre-delete” alerts provide an extra layer of control and prevent mistakes Single-step purging process Documents are immediately available and admissible in court Minimize legal exposure and costs with automated retention schedules Manual purgingrequires labor and time No “safety net” to catch wrongfully purged documents Painstaking multi-step process Can take days for documents to be available in response to a legal request Removing boxes in storage is costly Choose from 2 “go digital” strategies Going digital and removing paper may seem complicated and costly, but there are two strategies that can help you get it done at the right pace and cost for your company

Mitch Taube's profile image

Blog Entry
Records Management: an Optimists View and 5 Keys to Program Success

Records Management is and always will be a support function so staff must be trained on proper etiquette and client facing interaction • Become knowledgeable of the myriad of Records and Information based standards that exist such as: ISO 15489-1 and the MOREQ standards for electronic records • Become a champion of your organization’s Document Retention policy and be ready to train end users on proper compliance • Become not simply Records Managers but Content Managers

Blog Entry
Document Capture: Moving from Back to Front

Its primary driver for purchase is based around retention, either from the perspective of shared access or regulatory adherence. In today’s economic environment, we find customers making purchase decisions based on these key drivers: 1) Cost reduction or cost containment 2) Gains in operational efficiency 3) Gains in customer satisfaction and retention 4) Gains in internal process situational awareness, 5) And last but not least, risk mitigation from a regulatory standpoint

Anthony Macciola's profile image

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Document Management and Records Management. . .What’s The Difference?

Apply required retention periods to stored items

Dennis Kempner's profile image

Blog Entry
Backfile Conversion Boot Camp

“All documents” will be those documents that should be in the document imaging system, whether they are active working documents or archived documents that are still within the official retention period, and vital records needed to restart your business, should there be a catastrophic event

Richard Porter-Roth's profile image

Blog Entry
The logic of document capture

For several reasons, including security, quicker access to information and retention policies...Lastly, in regards to retention policies, having your data well organized is a major benefit for this area

Kevin Neal's profile image

Blog Entry
If you need a machine and don’t buy it, you pay for it without getting it….Henry Ford

As part of another project for the same company, we also found that “at least” 50% of all “records” were past any retention schedule guidelines but were kept because no person or department would authorize destruction of the records (in many cases the records were so old that nobody would “own” them and therefore would refuse to authorize destruction). In other consulting work I’ve found that 50% is a good rule of thumb when estimating what percentage of documents, whether paper or electronic, are past retention and past their destruction date

Richard Porter-Roth's profile image

Blog Entry
Is This The Right Time For My Business To Start Scanning Documents?

Learn About Your Document Retention Requirements Different documents have different periods of time that they must be stored and maintained depending on the type of information they contain. Establishing retention requirements for the various file types you have will help with determining what to scan and get you a head start on digital retention logging. 3.)

Matt OBrien's profile image