Storage and deletion management
- Product: Retention Solution
- Company: CENIT AG
Reduces risks, protects your reputation and saves costs. Can we protect ourselves against compliance violations and fines?
Protect reputation - avoid fines
Far too many companies make the headlines due to compliance violations. These lead to fines worth millions and cause serious damage to the brand image. Evidence is often based on emails and documents for which the retention periods have already expired. It is therefore not really safe to simply keep everything. Careful document retention management is essential - and pays off quickly.
The reality is often different. Storage facilities are groaning under the constantly growing mountain of data and documents. Documents are accumulated over decades without considering the current relevance or value of the information - and of course without cleaning up the data.
With the advance of digitization in more and more new business processes, this volume is growing all the faster - 90% comes from the past two to three years alone, and the volume of data is now doubling every two years. For you, this means high storage costs and a great deal of effort for administration and ECM migrations.
On the other hand, internal and external requirements are increasing due to legal and regulatory provisions. This not only causes costs, but also harbors risks: due to the deletion of documents that are still required and the retention of superfluous documents. Unfortunately, there is little support for managing retention periods and the controlled deletion of documents. Although FileNet P8 offers basic functionality for retention management, the settings and handling are limited, particularly with regard to reporting and release processes.
The Retention Solution
The answer to this challenge is the CENIT Retention Solution (CRS) as a supplement to the basic functionality of FileNet P8. Reports provide you with an easy overview of all documents awaiting deletion and their retention settings. Documents are deleted securely and in a controlled manner in accordance with your compliance guidelines, either manually or automatically in batch. All deletions and changes are logged in an audit-proof manner.
The deletion of important documents is only possible with the appropriate approval. The user receives a list of expired documents and can check these as required. Documents that have not been released for deletion can be protected by manual deletion locks (holds). If deletion is refused, the document is given a new retention date. If documents are still required despite the retention period having expired - for example in the context of legal disputes - they can be excluded from deletion by setting manual or automatic holds.
The reports can be configured according to your individual requirements. For example, reports can be structured according to object class, properties or storage area. They are generated manually or automatically as required and forwarded to the relevant employees. This ensures that documents that are no longer required are reliably deleted.
From the Content Navigator UI, the user can create new deletion locks, define criteria for automatic locks and delete locks that have become superfluous. Release processes can also be designed in several stages. For example, certain documents can be deleted using the dual control principle, while others may require further approval. In order to keep the workload for employees as low as possible, deletion approvals can be carried out in batches instead of at document level.
CRS is based on FileNet P8 Content Manager and IBM Content Navigator. A plug-in in Content Navigator takes over the front-end services, making operation extremely simple and intuitive. Background processing in FileNet P8, on the other hand, is controlled and executed by the CENIT Service Manager, a component of CRS. CRS gives you a clear view of your retention settings. The solution supports you in meeting compliance requirements and minimizing risk - by deleting documents that are no longer required and protecting documents that have not been approved for deletion. Deleting irrelevant documents frees up considerable amounts of storage space, thereby reducing your infrastructure costs in the long term. Not to mention fines ...
Turnkey solutions
We offer this solution as a turnkey product. Get in touch with us! Together we will find the best strategy for implementing your retention strategy.
Are you interested in this solution?
Then please contact our sales team.
Sabrina Terbille
Sales
Martin Jarosch
Sales