Easily Protect and Then Destroy Stored Documents

Records are valuable company assets. They hold documented evidence of business practices that help reduce risk, control costs and ensure the strength and authority of an organization. Between operational needs, government regulations, risk management and litigation readiness, businesses are faced with short-term, long-term and even permanent records retention requirements.

Applicability

Every company has records and every employee is responsible for protecting them. Documents must be safeguarded, because they not only create the foundation for consistent and quality services, they also reduce risk and enable regulatory compliance. The Sarbanes-Oxley Act, Federal Rules of Civil Procedure, Gramm-Leach-Bliley Act, Health Insurance Portability and Accountability Act, as well as countless other regulations require businesses to archive records. Please consult your attorney to determine compliant records retention periods.

Business Impact

Without Enterprise Content Management (ECM) and records management, business and legal ramifications can devastate and ultimately destroy a company. Noncompliance can result in million-dollar fines, and executives can be held personally accountable. If civil or criminal litigation ensues, documents and email messages can be used as evidence that can make or break a case. Electronic discovery is vital, and the cost of finding documents can be overwhelming. As a result, companies should implement technology that can help them:

• Easily protect records and remove expired documents when no longer needed.
• Execute records policies with accuracy and efficiency.
• Ensure security and accountability while managing archives.

FREE Records Retention Capabilities Enable Compliance

Records retention capabilities are FREE with both Digitech Systems’ ECM solutions, PaperVision^® Enterprise and ImageSilo^®! In addition to the proven management and extensive security features available, these flexible tools allow companies to customize policies for different industry-specific and regulatory requirements. Records managers can lower the cost of document management, execute a consistent records management policy, aid in litigation readiness, reduce the cost of data storage and enhance compliance with a myriad of company policies and government regulations.

Easily Protect and Then Destroy Business Records

Records management requirements can include policies and best practices to process, store and dispose of records. Digitech Systems’ ECM technology simplifies protection and destruction procedures to help companies simplify records management and enhance compliance.

• Comply with records initiatives by setting retention policies that protect records from destruction during a specified time period.
• Ease records management with the ability to configure policies based on index values and quickly retrieve records with powerful search capabilities.
• Save valuable time with document destruction policies that ensure expired records are purged from the system.

Employ Intelligent Technology to Reduce Errors and Save Money

Businesses across every industry need critical tools that help employees and records managers effectively execute records management policies. PaperVision Enterprise and ImageSilo are sophisticated, yet easy-to-use ECM systems that include flexible records retention processes and give organizations the freedom to tailor retention and destruction schedules to their unique business needs.

• Reduce human error by using your ECM system to automatically assign appropriate retention and destruction schedules to documents.
• Decrease the chance of accidental deletion—require review or send an email notification prior to document destruction.
• Ensure you're ready for electronic discovery requests by placing documents in a legal hold status to prevent destruction during an investigation or lawsuit.
  

Ensure Security and Accountability

Policies and government regulations emphasize accurate, reliable and high-quality systems to safeguard and manage records. Digitech Systems’ records retention features include simple precautionary steps, security and the peace of mind compliance officers and C-level executives need to provide evidence of compliance.

• Protect documents with security settings that restrict users from accessing or changing records retention and destruction policy settings.
• Safely execute policies with the ability to run reports that identify documents approved for retention and destruction.
• Simplify auditing purposes by tracking all records retention activities in the security access report.

This document is for informational purposes only; Digitech Systems, Inc. is not liable for errors, omissions or inadequacies. Please consult an appropriate compliance expert to understand your needs. This information is subject to change without notice.