Retention

Are You Hoarding Your Data?

Reality television has opened up the public’s eyes to the very real problem of hoarding. The sight of a hoarder’s home is often shocking and quite honestly disturbing. In business most people and organizations don’t consider themselves to be hoarders. However, when we take a look at some companies’ lack of disposition policies regarding their records, they exhibit the “hoarding” mentality. The fear of getting rid of records too soon is easy to understand. Companies face the possibility of costly legal risks if they dispose of data sooner than needed. So what’s the solution? Well couldn’t you just hold on to as many records for as long as possible? No.

This is the common mistake companies are still making today. Preservation of records is an issue overlooked by many companies, presenting challenges of increasing storage costs and problems with managing a growing volume of unneeded information. Instead of focusing efforts on trying to keep data forever, an emphasis must be placed on defensible disposition.

The key to avoiding both over preservation and premature disposition of records is understanding defensible disposition and putting policies in place to enforce it. Defensible disposition ensures that data no longer possessing business, legal, or regulatory value is disposed of properly and according to your retention policy. Following an enforceable retention policy mitigates risk, and lowers electronic and physical storage costs.

Making defensible disposition possible requires collaboration between legal, IT and records management departments in your enterprise. Together these departments are able to develop proper standards and policies to improve the entire lifecycle process from the creation to the disposition for your records. Policies must be established for all content types within the enterprise and they must be enforced once put in place.

This may seem like a daunting task to take on, but FileTrail solutions allow your company to create, maintain and automate information governance policies including retention schedules for defensible disposition. FileTrail takes these policies and automatically applies them across all your data, both physical and electronic. With FileTrail policies are enforced through actionable dashboards to assure standards are being met. Now you can breathe easy knowing you don’t need to (and shouldn’t) hold on to your data forever.

FileTrail Inc. Launches New Division to Serve Growing RFID Market

RFTrail is FileTrail Inc.’s new division focusing on Enterprise RFID systems for managing and tracking physical assets through the company’s Unified Asset Management solution. RFTrail was launched in response to the increasing need for companies to manage multiple classes of assets within a single comprehensive solution.

San Jose, CA – January 15, 2013 – FileTrail Inc., the leading provider of records management and RFID solutions, today announced they have launched a new division that focuses on Enterprise RFID systems for managing and tracking physical assets through their Unified Asset Management solution. RFTrail – http://www.rftrail.com – focuses on Enterprise RFID systems for managing and tracking physical assets through their Unified Asset Management solution. This new division was launched in response to the increasing need for companies to manage multiple classes of assets with a single comprehensive solution. Hundreds of RFTrail clients have experienced the benefits of tracking physical assets using RFTrail's Unified Asset Management approach that yields immediate benefits. This advanced Smart software’s user-friendly interface allows users to view the status, location and history of assets, while its easy-to-use tools let users manage assets throughout their lifecycle.

“RFTrail is bringing the next generation of RFID software to the market place today,” said Darrell Mervau, President of FileTrail and RFTrail. “Our Smart software approach brings a set of tools which are configurable to meet any asset’s requirements - including security, compliance, chain of custody reporting and more. Utilizing our extensive and unmatched experience with RFID technology, coupled with our Smart software approach, we can deploy systems which have a substantially faster ROI,” concluded Mervau.

RFTrail’s solutions scale to meet the needs of any organization - from the Global Fortune 500 customer to the small and medium size enterprise. The Smart software approach allows RFTrail to tailor solutions for specific industries and to meet any company’s unique needs without the need for custom development. RFTrail’s RFID solutions allow organizations to benefit from ensured compliance, increased asset visibility, strengthened security and streamlined auditing processes.

“RFTrail fills an important and unmet need in the market for Unified Asset Management solutions,” continued Mervau. “We have systems deployed on five continents and RFTrail caters to a broad category of vertical markets seeking to gain control of their assets. Our customer-proven Enterprise RFID system has been exceeding the expectations of our customers since 2002.”

View the complete press release here.

Is SharePoint 2010 a Records Management System?

In order to understand if SharePoint 2010 can be considered a Records Management System it is essential to understand what records management is. Records management is the maintenance of records within an organization, which includes security, retention, disposition, compliance, workflows. Currently many companies are using SharePoint to manage their records. Though the platform is different from traditional records management systems, SharePoint 2010 was designed with tools for managing records. Records management features included in SharePoint incorporate search tools, compliance, audit reports, retention schedules, workflows among other tools. However, many organizations are still finding the need to extend the Records Management functionality through third party vendors.

FileTrail for SharePoint fills the demand for physical records management within SharePoint. The solution integrates electronic and physical documents in document library making it easier to manage all documents through one platform. Through FileTrail for SharePoint, users can utilize the native SharePoint functionality for physical records, including built-in legal hold, retention, disposition, workflows and security. Added tools to manage physical records including current location and request retrieval allowing records managers to gain control of physical items.

The excitement surrounding FileTrail's trailblazing FileTrail for SharePoint solution has spurred a case study by Microsoft featuring FileTrail's client Black Elk Energy. Black Elk had adopted the SharePoint solution but needed to extend the capabilities for managing their multiple volumes of physical files. Read Microsoft's case study, showcasing the success Black Elk Energy has already realized through FileTrail for SharePoint.

Ribbon Bar Manages Physical Records in FileTrail for SharePoint 4.1

In SharePoint the Ribbon Bar is a key tool that allows users to perform frequent actions and actions against multiple records.  In an out-of-the-box SharePoint implementation, the Ribbon Bar gives users access to functions such as creating a new document, uploading new documents, checking out multiple documents and more.  However, all of these functions are used with electronic records.  FileTrail created the Physical Item Ribbon Bar because SharePoint has no functions that deal with the unique needs of physical items and records.  This Ribbon Bar appears in SharePoint automatically once the document library has been registered.

The Physical Item Ribbon Bar provides tools for staff who are responsible for creating new records.  The New Physical Item function supports creation of new records.  While bar coded and even color coded labels may be printed from the Ribbon Bar.  Labels can also be re-printed if needed.

The Physical Item Ribbon Bar provides tools for staff who are responsible for archiving.  Staff can create new boxes using pre-printed bar code labels from their vendor, then fill boxes with records using a bar code scanner or search-and-select.  Staff can also search and request retrieval of archived records.

The Records Manager is also given tools for monitoring the activity of staff who use the Physical Records Ribbon Bar.  Oversight of boxes created and staged help determine the timing to order pickup by a storage vendor.  Similarly, the Records Manager monitors requests for retrieval, acting as a gatekeeper to control costs by controlling request priority and pooling requests into an order once or twice per day.

The Physical Item Ribbon Bar provides many other tools for staff to work with and process physical items and records.  In addition, the key built-in features of SharePoint – including retention, legal holds, work flow, and more – work seamlessly on physical and electronic records.

The Physical Records Ribbon Bar provides users with functions specific to handling physical records.