the realities of impending litigation and fines for non-compliance, organizations are forced to become more aware of the business risks associated with poor information management and records keeping. 

According to KM Worldenterprise architecture and records management professionals must be open to collaboration, working cross-functionally with business users and jointly developing their technical roadmap for the identification and exploration of new sources of corporate records. 

Today, technology has evolved since the first wave of records management tools entered the market more than 20 years ago. Regulations now cover the broader spectrum of electronically stored information, including video, social media or instant messaging, not just the images or office documents that have traditionally been called records.

Information governance is emerging as a term that better describes and supports a holistic, life cycle view of the creation, use and protection of digital information. 

While enterprise architects and analysts continue to focus on business architecture, information architecture, more agile technology road maps and the adoption of standards, many businesses still continue to lack confidence in the progress of their electronic records management programs, compliance initiatives and e-discovery preparedness.

Today, the traditional practices and tools used to manage electronic records are changing. New vendors are taking fresh approaches to addressing compliance, categorization and retention requirements. The shift to a more comprehensive and proactive management of information across its entire business life cycle, rather than just at the end, has begun. 

Managing Risks

When it comes to records management, what are the key questions organizations should ask in evaluating how adequately records are being managed and stored?

  1. What unknown content resides in our storage systems?
  2. Is the content appropriate?
  3. Is the content searchable and secured?
  4. Is the content sensitive or confidential?
  5. Can the organization comply with internal policies?
  6. What is the cost and risk of our unmanaged content?
  7. What business records are currently unmanaged?
  8. Do we have an archive strategy for information?
  9. Can content devoid of business value be safely deleted?
  10. What information needs to be retained - and for how long?

Identifying unmanaged content that may not be in alignment with corporate records, legal or IT policies is an important step in increasing compliance. Information analytics and remediation solutions allow organizations to gain insight into unmanaged file content and reduce overall risk by analyzing and remediating content to an archive for ongoing retention management or destruction.

Information analytics and remediation solutions enable educated decision-making and policy creation in support of records management and information governance best practices for enterprise compliance.

Did You Know? Paragon Solutions offers an Information Analytics and Remediation Solution (IAR) that can be successfully applied to many use cases, including corporate policies, litigation analysis, IT storage utilization, decommissioning of legacy unstructured systems and more. Learn more today

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