Automated Retention Scheduling Best Practices for ERM & RIM
Sean Parnell – Friday, June 30, 2017
Records retention scheduling is a critical component of electronic records management (ERM) and records information management (RIM) systems to minimize the risk of compliance violations and lawsuits.
Manually managing records retention can be mistake prone, so how can you automate this process but avoid accidentally deleting documents before their time, especially if they're on legal hold?
Two Types of Automated Retention Scheduling
Automated retention scheduling ensures compliance without relying a manual process centered on individuals. With Hyland OnBase, there are two types of automated retention scheduling:
- Static Document Retention: automatically purges documents once their retention timeline has expired; this can be very dangerous and can lead to unintended deletions
- Dynamic Records Management: automatically alerts your staff when a document's retention timeline has expired so they can review it prior to being purged; this represents a double-check to ensure the right retention schedule has been applied to the document and that the document is not purged if there is a legal hold on it
Most records management-savvy organizations use a combination of both: static retention for COLD, aging reports, invoices, checks, etc., while dynamic is more useful for contracts, employee records, etc.
Hyland OnBase Records Management
Watch this video to see how Hyland OnBase handles records management:
Automated Retention Scheduling Implementation
Contact us and we will show you how to automate retention scheduling for your records. We can discuss setting policies for retention per document type and how to prioritize them based on regulatory requirements, document risk, state laws, and to adhere to ISO and other certifications.
We will also show you how to use simple document retention scheduling vs. advanced records management with workflow, how both can be used in tandem, and how to easily apply and manage legal holds.