The Problem

The need for improved corporate governance, represented by the Sarbanes-Oxley Act, is forcing organizations to address the new challenges of records management.  New legislation has created new requirements for legal compliance in discovery; one of the ultimate tests of an organizations records management program. As many recent front page headlines can attest, failure to demonstrate a compliant records system can have enormous consequences.

 The Challenge

Recent legal mandates tell us that organizations are responsible for maintaining records, both physical and electronic, including email.  The management of records must be a standardized process, facilitating the search, retrieval, delivery, retention and final disposition of records. The bottom line is that if you cannot produce a record as part of a discovery request, or prove that it was systematically destroyed in accordance with your organization’s retention schedule, a court may assume the record exists and cannot be produced, or was improperly destroyed, and further your claims may not be supported.

All organizations now face the challenge of applying consistent policies and procedures to electronic records.  Several hurdles exist: 1) users may not realize the responsibility they have to manage records 2) records are stored on users desktops instead of a centralized location
3) users are not required to throw out non-records and convenience copies  4) multiple applications and databases are in use. 5) How do you apply retention rules to e-records?

The Solution

Accutrac® supports compliance by offering robust systems to manage both physical and electronic records in a central repository that offers extensibility to other data stores.  The same classification system in Accutrac® can be used to index and file records in every medium.  Electronic records can be maintained and managed in the same manner as traditional physical records, providing controlled user access, retention, archiving, legal holds, and destruction according to established records policies.  With Accutrac®, discovery and related litigation requirements can be fulfilled in a timely and efficient manner.

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