Challenges
Many organizations are swamped with unstructured electronic information which is neither properly filed nor securely managed though to appropriate disposal. This huge information asset, 80% of which is held in unstructured form, is often locked inside end-users' desktops and departmental file systems, embedded in collaboration and email systems, and integrated into business processes, creating a significant challenge for information governance and the mitigation of risk. Managing key business information is becoming a primary business activity. Records management is no longer being treated as a back office, archive function owned and managed by a small set of records management staff. The need for an organization to meet its regulatory responsibilities, achieve business process improvement and avoid litigation risks mean that records have become the responsibility of the entire organization. At the same time, organizations are putting more demands on their staff; users do not want to have their processes impacted by records management and organizations cannot afford the time and training this would require. Autonomy understands this and provides solutions that ensure 100% of key business information can be secured as records with the minimum impact on business operations. Records are documents and other forms of content which are required to be held for a predetermined period in a guaranteed unchanged state. Legacy approaches have required the manual identification of records and the movement of these into a stand-alone central repository, a time-consuming approach that relies on users’ willingness and discipline with the possibility of records being overlooked, either in error or as a result of a deliberate act. Today’s regulatory environment demands a more consistent, automated approach. Records management concerns the managed retention and the subsequent disposition of business documents and other content and is an essential requirement for Information Governance, Knowledge Management and superior business performance. Records Management underpins many key business activities by ensuring that business information is efficiently controlled and ensures that an organization knows what information it has, is confident of its accuracy, and that it is discoverable and quickly accessible. Records Management ensures that controlled information is only accessible to those with the right of access and that it is duly retained according to corporate and legislative rules after which it is appropriately disposed of. Unlike traditional records management solutions, Autonomy Records Management automates information governance and the retention and disposition of records by understanding the meaning of all information across an enterprise regardless of data type, language or repository. Information can be automatically categorized to determine its retention and disposition schedule based on business value, regulatory requirement or relevance to a legal matter. Policies can be defined, monitored and enforced on a global basis to comply with country-specific information privacy laws while supporting global certifications such as DoD 5015.2, TNA 2002 and VERS.
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Autonomy Group Customers
