Advanced Retention Manager Software Solution
The VisualVault Advanced Retention Manager is a policy-driven retention engine that applies retention schedules and legal holds to every one of your documents – and ultimately routes each one through human-based approval of destruction at the end of its legal retention requirement.
This capability solves the long-standing challenge of conflicting retention policies, definitive destruction processes and general lack of clarity.
Clarity is What You Need. This Delivers Clarity.
The intelligent and proactive management of corporate records has historically been impossible because the systems and infrastructure don’t deliver clarity.
You can’t manage if you don’t have clarity. The Advanced Retention Manager enables that clarity and the Retention Manager Dashboard is what translates that clarity into simple, clear and actionable data.
See an overview of documents under management. See policies. See legal holds. See pending destruction. For the first time, see and understand everything.
The Process
System applies appropriate policy, record by record.
System routes for destruction review when retention is reached.
Human review(s) and approval(s) prior to final time-stamped deletion.
No One Should Manage Every Record Over the Course of Its Life…
If you’re an organization that takes compliance and governance seriously, you require a system that automatically institutionalizes the management of each and every record. That is exactly what the VisualVault Advanced Retention Manager solution does.
…And You Shouldn’t Retain Records Past Their Required Retention Date
Filing away and keeping every document is almost as bad as not retaining them for the required period of time. Documents that are retained beyond retention dates create complications with audits and related penalties, represent legal risk (as those documents remain discoverable) and are an unnecessary expense.
Nothing Is Left to Chance With Destruction
While retention is the name of the game, destruction demands its own strict process.
The Pending Destruction overview ensures that you always have a clear and comprehensive view of documents that are nearing the end of their natural life – and a view of the rigorous, yet simple, means of overseeing the final process of approving and executing destruction.
“That’s a Good Question!”
Below are some frequently-asked questions and short answers about this topic.
What is the legal reason for not keeping documents past their retention date?
While keeping documents past their retention date creates complexity and cost, the simple legal reason for not maintaining documents past their final retention date is that if those documents still exist, they remain discoverable during legal proceedings – so they ultimately remain a legal liability for your organization.
In the context of document retention what is a ‘legal hold’?
The term ‘legal hold’ refers to the process of maintaining the current state of a document, halting destruction or any revision to the document. This is typically done in the context of an audit or legal proceeding where the ability to access and review the current state of the document could be material to the audit or legal proceeding.
Do you have to apply policies to databases one by one or can policies be applied to multiple databases concurrently?
You do not have to apply policies to databases one by one. You can aggregate a set of databases and apply policies across all of those databases concurrently.
When managing retention and destruction, how do systems help make sure that a backlog of actions does not develop?
Most systems include SLAs or Service Level Agreements, which are internal targets that define standards for deadlines and maintaining productivity. So, for example, when a document is routed for destruction approval, the SLA may designate that a response is required within 48 hours of receipt.
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