Why Records Management is Vital
Records management is a vital aspect of many businesses and organizations. A record is some type of document or file that is required to be kept or stored for a specific period of time for compliance, regulatory, and governance purposes. Some types of regulations are more well-known such as HIPAA or ITAR, but others are more unknown and can seem overwhelming.
Not complying with these regulations can lead to severe penalties and fines, which is why many companies have turned to records management software to organize their records according to the regulations they must follow.
There are many different types of records management software available, but FileCloud is a superior solution.
FileCloud Offers the Best Records Management Software
FileCloud is a hyper-secure cloud storage and file sharing system with excellent records management software.
With increasing regulation and legal requirements, sensitive records have to be stored, managed, and available quickly and easily. FileCloud’s document and records management software manages records efficiently from creation and sharing or distribution to when the record is deleted. FileCloud’s record management system identifies information that needs to be retained as records and makes it easy to gather for review, audits, or regulatory proceedings.
FileCloud Retention Policies
FileCloud offers many flexible policy types, including retention, archival, legal hold and admin hold.
Administrators can create policies to automate the processing of files for records and reduce human error. This helps secure records for compliance and also enhances records management. Retention policies are created by the admin and attached to files and folders, with definable conditions and restrictions on each file and folder.
For example, an admin could create a retention policy that disabled a user’s ability to delete any files/folders mentioned in the policy. The policies available within FileCloud’s record management system are:
Admin Hold: This hold outranks all other policies and prevents changes/deletion of digital content for an indefinite period of time.
Legal Hold: Freezes digital content to support information discovery or legal challenges. During a legal hold, file changes are not allowed.
Retention: Identifies digital content to be maintained for a specified amount of time before being deleted, moved to cold storage (archival), or released.
Archival: Moves and stores old organizational content over the long term. No deletion is allowed until a specified time period is reached. After this time, content is moved to a specified folder for disposal.
Trash Retention: Can be configured for automatic and permanent deletion of all files in the Trash bins or to expire with no actions
Administrators can establish and apply these retention policies to files, folders, and metadata sets, ensuring that documents entering and leaving the system follow recommended retention timelines and compliance requirements.
Files and folders with an active retention policy enforce limitations or restrictions on certain activities, including deletion or manipulation/modification. Users attempting to perform an action not permitted by a retention policy will receive an error notification to call attention to the policy. Attempted file activity is also recorded in audit logs for administrative review.
Audits
Records management software is all about making auditing easy. FileCloud understands this, which is why it has a robust audit trail available that captures every moment (Who, What, When, Where, and How).
FileCloud’s dashboard even includes an audit section with options to view granular data and filters available.
Using FileCloud’s records management system ensures that records are kept according to regulations, and make it easy for those records to be gathered at a moment’s notice.
FileCloud’s secure system has all the required features (plus other amazing benefits) to help revolutionize your records management.