Record Management
Retention Policy and Legal Hold
Archival and Purge System
Rule-Based Archival and Purging
Implement a comprehensive system for document archival and purging, governed by rules set by the Compliance Department. This system not only automates the archival process but also ensures that documents are purged in accordance with regulatory and organizational guidelines.
Restorable Archives and Permanent Deletion
Our solution distinguishes between archiving and purging, offering the capability to restore archived documents. Conversely, purged documents, along with all their versions, are permanently deleted, aligning with stringent compliance standards.
Customizable Trigger-Dates
Set archive and purge trigger-dates based on user-defined properties such as document class, category, and creation or modification dates. This flexibility allows for tailored document management strategies that align with specific organizational needs.
Comprehensive Logging
Maintain a detailed and permanent record of all archival and purge operations through extensive logging. This feature ensures transparency and accountability in document management processes, crucial for compliance and audit trails.
Interactive and Batch Operations
Choose between batch or interactive operations for archival and purge tasks. Interactive mode requires final approval by designated user groups, adding an extra layer of oversight to the document management process.
Legal Hold Precedence
Ensure that legal holds take precedence over archival and purge rules, maintaining compliance with legal requirements and internal policies. This safeguard protects critical documents from being inadvertently archived or purged.
Background Operations
All archival and purge functions are designed to run in the background, minimizing impact on system performance. This ensures that document management processes do not disrupt daily operations.
Legal Hold System
Flexible Hold Management
Create and manage named "Holds" with specific rules to govern document inclusion. This system provides the flexibility to define, amend, or delete holds as conditions change, ensuring documents are managed appropriately throughout their lifecycle.
Multi-Hold Capability
Our system supports placing a single document under multiple holds simultaneously, enhancing the legal team's ability to manage complex document requirements and ensuring comprehensive protection for sensitive information.
Workflow Participation
Documents on hold can continue to participate in workflows, albeit with restrictions on editing or deletion. This feature ensures that critical processes are not halted, while still maintaining the integrity and security of the documents involved.
Document Transformation and Export
Automatically convert documents placed on hold to PDF format, while archiving the original document until the hold is lifted. Additionally, provide the capability to export documents from a hold, either to an external drive or another M-Files Vault, offering flexibility in document handling and preservation.
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About Us
We specialize in document management-driven process automation, emphasizing Cloud Architectures - responding to many of our client needs who expect dedicated Cloud Networks.