Records Management – key to both compliance Discovery Amendments to the Federal Rules of Civil Procedure, is . Connection. • A strong. How do we balance the needs of regulatory compliance and litigation with the rising cost of retaining electronic records? You won't like the. Assisting in e-discovery issues and applying legal holds to records when needed . Managing disposition (disposal of documents). Developing and administering.
If that repository is a working repository, then the retention policies must be copied into every repository used by the organization. Organizations following this traditional approach will end up with duplicate content and have problems keeping retention file plans in sync across multiple repositories.
Using content federations eliminates both challenges. By having the records system link to the content at its source, the federation eliminates the need for duplicates.
- Association for Intelligent Information Management
The bidirectional capability of federations means that the documents can be locked down at their source and marked as a record. All of this is done from a single master repository and eliminates the need to duplicate file plans across repositories.
Content Federation Is E-Discovery E-discovery is another place we see changes taking place using content federations. Today, the e-dicovery process starts by identifying content related to a legal or regulatory matter by searching all repositories for potentially relevant content.
These documents are copied into the e-discovery system where their relevance is assessed.
In most cases, the copy relevant to the matter is maintained by the e-discovery system. Any holds on those documents in the source repository are addressed by manual or disconnected processes.
With a federated content approach, the e-discovery process could use links to the content in the source repository. Not only does this eliminate the duplicate content of the copy, but it can also address the process of placing the record on hold in the source system.
Provide mechanisms to destroy ESI according to published retention policy, in a manner that will stand up in court. Accomplish all of this in the most effective and efficient manner, with the least impact on end users.
Do this while at the same time addressing IT needs to ensure optimum performance of production systems such as Email, document management and tracking systems, and reducing the storage footprint for electronic and physical records.
This means that RM records schedules should expand to encompass all electronic records throughout their lifecycle. In this paradigm, which includes electronic documents, email, and many other types of electronic content, only a small percentage of the overall ESI in an organization is addressed.
So when it comes time to perform discovery for a litigation, users must search many different repositories outside the RM infrastructure, making discovery very costly and inefficient. And there is no mechanism to purge the transitory information in a defensible manner since it is not governed by the RM system that contains those mechanisms.
The ideal solution is one where you have an enterprise library that stores all content throughout its lifecycle, managing capture, storage, use through multiple versions, final publication, and event, calendar, or role-based disposition and archiving. This includes drafts, non-business content, email, instant messages, and so on.
Those items that are considered transitory or non-business are classified as such and are purged according to the retention rules. All policies are governed by a single records management ruleset.Tech Talk Episode 8: Records Management with Tracy Caughell