DocuLex White Paper Overviews Document Retention Business Strategies20 Nov, 2007
DocuLex White Paper Overviews Document Retention Business Strategies
DocuLex, creators of networked electronic document management software, announces the availability of the free 4-page online document management white paper titled An Overview of Document Retention for WebSearch v4.1. The paper addresses document retention policy issues of establishing procedures that define which should be kept, how long they should be kept, and how, when, and by whom they should be destroyed. Creating an encompassing schedule allows for organizations to retain only those documents which are valuable, and to only retain those documents for the required time period.
Modern document retention takes into account not only paper documents and storage issues, but also electronic documents and legal requirements. The modern standards of document retention require that documents be organized in accordance with a multi-level classification hierarchy, that documents (paper or electronic) be securely destroyed, that destruction be halted at the first threat of impending litigation, and that all retention standards meet all of the federal, state, and local legal requirements. WebSearch 4.1 addresses all of theses needs and allows for each organization to customize all aspects of document retention to meet their unique needs.
The basic principles of modern document retention are:
Document Group and Series-A document group is a broad collection of related documents. Typically document groups are organized by department, so common document groups might include _accounting_ and _personnel_. A document series is a more specific subgroup within the document group, such as a _Monthly Statements_ document series being contained within the accounting group.
Retention Rules-A retention rule is a named specification of the conditions under which documents may become eligible for destruction.
Retention Schedule-A subsection of the retention policy. The retention schedule associates retention rules with document groups and/or document series.
Retention Policy-A formal document that sets forth standard policies governing the retention and destruction of documents. The retention policy includes the retention schedule.
Litigation Holds-A litigation hold prevents documents belonging to the document group and/or series to which it applies from being destroyed, and is typically enacted against a document group or series when the organization becomes aware litigation may be eminent (or on receipt of a court order). Once a litigation hold is in place all destruction of affected documents instantly ceases until all litigation holds affecting the documents are removed.
Controlled Document Destruction-Ideally a document is destroyed shortly after the retention rules specify that it is eligible for destruction. When a physical document is involved it should be destroyed only by authorized personnel within the organization.
To download the free 4-page online document management security white paper titled An Overview of Document Retention for WebSearch v4.1, see http://www.doculex-usa.com/WhitePaperRequest.asp.