Contracts
Timely access to accurate and complete information is critical. Your information may be within your organization’s contracts, agreements, business records, e-mail or a multitude of other systems.
If this information is recorded only on paper, or possibly within old e-mails, securing it can be cumbersome, time-consuming and expensive. There is an increased emphasis being placed on achieving compliance with regulations. The requirement to manage the retention of business records to an established policy is essential. You are tasked with organizing, inventorying and tracking boxes of paper records, files within departments and items’ existing on individual desks is a difficult undertaking. When most organizations add in the management of electronic records, especially e-mail, many come up short of their goals and still at risk.
- Organizations commonly have difficulties with records management of historical paper documents.
- Paper files grow significantly over time and become difficult to keep organized or audited
- File integrity suffers as paper folders are regularly worked and security is difficult to enforce with physical records.
- Records may be stored all across your organization, within varied file rooms and even at multiple off-site storage facilities, incurring direct expense.
- Selecting records for destruction in keeping with your retention policy is completely manual and time consuming—often not getting done and again placing you at risk.
- There is no practical “backup” to paper and many business records require long-term if not permanent retention.
- With contracts or agreements, there is often the need to find specific key words within the documents and to collaborate with others such as in research
- Most methods for backing-up & archiving e-mail leaves it unsearchable and not very accessible, leaving organizations vulnerable if required to comply with a discovery order.