Data Governance and Retention

Data Governance and Compliance with FileCloud

Governance
Data Governance policy management within FileCloud is a new approach to manage content securely with a universally accessible, cloud solution that allows administrators to seamlessly manage the entire lifecycle process of their business documents, from creation to retention and finally disposition, and from the administrator dashboard in FileCloud. FileCloud provides a separate Governance Dashboard which allows an administrator to see all system alerts generated by any retention policy violations or conflicts. Admins will be alerted for any expiring policy dates as well as any policy violation.

Retention Policies
FileCloud data retention strategy allow administrators to automate some of the processing related to protecting files and their folder groupings. This policy-based automation is designed to help secure digital content for compliance, but it can also enhance the management of digital content for other internal reasons. These retention policies are helpful against legal actions, trademark issues, patent infringement, employee lawsuits and consumer complaints. There are many such legal risks businesses face.

Without the right systems within your cloud solution to discover and essentially preserve the sensitive content, the time and costs spent on litigation and handle legal cases can quickly spiral out of control. FileCloud retention policies are created and attached to stored files and folders. These special policies allow administrators to define the conditions that enforce a set of restrictions on how each file or folder can be manipulated.

For example, administrators can create a data retention policy management rule that disables a user’s ability to delete or edit any of the files and folders named in the policy. To resolve the issue of conflicting policies, FileCloud ranks retention policies by what best protects and retains the digital content.

• Admin Hold: Outranks all other policies and prevents any update or delete of digital content for an indefinite period of time.
• Legal Hold: Freezes digital content to aid discovery or legal challenges. During a legal hold, file modifications are not allowed.
• Retention: Identifies digital content to be kept around for an unlimited amount of time before being deleted or released.
• Archival: Moves and stores old organizational content for long term. No Deletion is allowed until a specified time period is reached. After this time, content gets moved to a specific folder.
• Trash Retention: Can be configured for automatic and permanent deletion of all files in the Trash bins or to expire with no actions.

Enterprise Record Management

With rising government regulations and legal mandates, sensitive documents and corporate files must be securely managed. FileCloud’s record management system efficiently manages records throughout its lifecycle, creation to distribution to deletion. Enterprises process large amount of information from various internal and external sources, such as document files, emails, digital documents, photos, audio recordings, contracts, images and videos. The records management system is responsible for identifying information to be retained as records, manage throughout the lifecycle and be able to fetch when required for legal proceedings or internal processes.

You can read more about the FileCloud’s retention policies in detail.