Retention Policy | Records365 Makes Retention Easy

Four Ways Records365 Makes Retention Easy 

One of the concerns we hear from customers is that it is difficult to visualize which retention policy is applied to a specific piece of content in Office 365 and legacy ECM systems. You either have to write a custom report or click on each document or policy to see what exactly is applied to the content.

At RecordPoint, we realize that it is very important to know exactly what retention policy is applied to each document, site, folder, or location. We have developed an easy-to-use interface that provides this information at a glance, in several views catering to different use cases. It is also easy to see what retention policies take precedence over others using a visualization of the policy rules.

Records365 Does Not Have Policy Conflicts

Some systems require complex weighting, hidden rules, or complicated file plan hierarchies to resolve retention policy conflicts. Instead, RecordPoint’s Records365 doesn’t allow for policy conflicts, because we use “yes/no” decisions to build a tree that decides which policy should be applied.

In the example below, when content is created or updated we first check if the Office 365 label (called _ComplianceTag) contains the word “tax.” If it does, then the file plan category “Taxation General” is applied, which requires that content is retained forever.

If it does not, then we would go to the next decision, which checks if the document’s location contains the word accounting. We would continue down the decision tree until one of the criteria matched the document.

Because of the way we’ve structured our rules, it is not possible to have a retention policy conflict. If you’d like to create a policy with a higher priority, then you would simply place it higher in the decision tree.

Records365 Can Identify Unmanaged Content

It is important to know that all content is appropriately managed with the correct policy.

Records365 has a view of uncategorized content that Records Managers can use to make sure that there is a rule that covers content appropriately. This approach is especially helpful when managing collaborative platforms such as Office 365 and Box, where end users are frequently creating additional content locations.

If an existing rule doesn’t cover content in a new location, then it will show up in the uncategorized view. There is no equivalent to the uncategorized view in Office 365 or most legacy ECM systems.

In addition to easily seeing what documents are uncategorized, Records365 also provides a straightforward way to get the information you need to determine how to create or modify a rule to cover the content. If you click on one of the files, you can see all the metadata associated with that file, including the author, content location, or any other available metadata.

This view allows you to contact the author, browse to the content location, view the document, or understand what the content is from the metadata. You can then create a new rule or modify an existing rule to manage the content.

Easily See the Retention Policy Applied to Content

RecordPoint’s Records365 makes it easy to see what retention policy is applied to content and the actions that have been applied. Every view contains three columns for this purpose: Next Action, Due, and Previous Action. If you place your mouse over the icons in these columns, it will give you the exact policy information.

  • Due: This is the length of the retention period.
  • Next Action: Shows the next action for the document. For example, if the next action is to destroy the content after the retention period is complete, that will be shown here.
  • Previous Action: If there were a previous action taken on the content, it would be shown here. For example, if the content in Records365 is a stub of a document that was previously deleted, the previous action would be destroyed. If the content is to be retained permanently, that would also be shown in this column. This enables Records365 to support standards where there can be multiple disposition events per disposition instruction, for example, GDPR.

This information makes it easy to see at a glance what is happening to your content. This information appears in all views, including advanced search so that you can sort and filter by the column values.

Advanced Search

Lastly, you might want to see all content across all your content sources that are covered by a specific policy. This is where our advanced search capability can help!

Advanced search allows you to search and filter based on any content property, whether that property is from Records365 or the system where the content is located.

For example, since the file plan category is a content property located in Records365 you can search for all content that is classified with that category. The file plan category determines the retention schedule, so by searching for the category, you will know what retention schedule has been applied.

The advanced search is also useful for when you want to see what content, across all sources, is due for disposal.

That’s it! RecordPoint’s Records365 platform makes it easy to understand how retention has been applied to your content, avoid retention policy conflicts, and see content that is not managed by policy so that it can be fixed.

These features save significant time for records managers, so they can spend their time on strategic risk management initiatives, rather than worrying about whether retention has been applied correctly.

Join one of our monthly demo webinars to learn about more about Records365’s time-saving features!

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