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NextPage® Document Retention

Documents on the edge - The risk of the desktop

Every year, an average business generates hundreds of thousands of new documents. 80 percent of these files are stored on users’ desktops, on shared drives and as email attachments.* A full 25 percent of these unstructured corporate documents are subject to government regulations.** And although most enterprises have document retention policies in place, only 33 percent of businesses actively enforce those policies—and fewer than 50 percent of end users adhere to them.*** This situation creates obvious risks for your business. When thousands of core documents sit unprotected on end users’ desktops, the process of eDiscovery becomes much more difficult and expensive. Efforts to protect invaluable intellectual property become more complicated. And reliably retaining and destroying key business documents becomes virtually impossible.

Most businesses have implemented some kind of centralized record management solution to deal with these issues. But these solutions are only effective when users remember to archive documents on the centralized server—and properly destroy local copies and versions from individual machines. Unfortunately, remembering which documents are subject to retention policies, deciding which documents should be saved or destroyed, remembering retention policy details, and taking the time to upload documents to the server is a time consuming chore that most corporate workers simply won’t bother with.

So how can you help your employees comply with document retention policies—without imposing impractical restrictions on end users? And how can you eliminate the risk of documents stored on the edges of your business—in email, on shared and removable drives, and on individual hard drives?

NextPage Document Retention Features