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Manage Content Retention and Archiving
Simplify data governance by setting policies for automatic document life cycle management, including file retention and archiving. FileCloud offers many flexible policy types, including legal hold, archiving and retention of deleted files.
Legal Hold and E-discovery
Freezes digital content to aid discovery or legal challenges. With a legal hold in place, file modifications are not allowed. Holds cannot be reversed once applied. Federated search helps to find relevant content quickly.
If you set a policy on a folder, all sub-folders and files inherit the policy. One can set a policy on folder path or by document metadata. Once you apply a policy to a file or folder, no matter where that object goes in the FileCloud System, the policy information will be retained.
Importance of Record Management
A record is a document or content that an organization needs to keep as evidence for important transactions, activities, or business decisions for regulatory, compliance, and governance purposes. The ISO 15489-1: 2016 standard defines records management as “the field of management responsible for the efficient and systematic control of the creation, receipt, maintenance, use and disposition of records, including the processes for capturing and maintaining evidence of and information about business activities and transactions in the form of records”.
FileCloud’s Record Management Solution
FileCloud simplifies record management by setting policies for automatic document life cycle management from creation to archival and final disposition. FileCloud offers many flexible policy types, including retention, archival, legal hold and admin hold.
As an administrator, you can create retention policies 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 business reasons. Retention policies are created and attached to files and folders. These special policies allow you to define the conditions that enforce a set of restrictions on how each file or folder can be manipulated.
For example, you can create a Retention Policy that disables a user’s ability to delete any of the files and folders named in the policy. Retention policy is a name that can apply to any of these types of policies:Admin Hold, Legal Hold, Archival, Retention and Trash Retention. Retention policy types allow you to: block specific actions on files and folders and specify what happens when the policy expires.
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Retention policies are designed to keep digital content around for a specified amount of time. When a retention policy expires, it can automatically allow users to access the files again (No Action) (or)
Delete all the files that have this policy attached from the system, without retaining them (Permanently Delete)
An Archival policy type is designed to help you create a more cost effective storage for long term. One can create a policy to move and store old organizational content after the specified time period is reached, content gets moved to a specific folder or location
A Legal Hold policy is designed to retain data, therefore, there is no deletion or move option available when this policy is in effect. Legal Holds cannot be removed once applied unless an expiration fixed date is set.
An administrative hold is designed to help an administrator block access to files and folders so that they can determine what should happen next. If an Admin Hold is in place, any other policies will expire gracefully without completing any move or delete expiry options.
The Trash Retention policy is designed to help you control if files in the Trash Bin can be permanently deleted off the FileCloud Server system.
If you set a policy on a folder, all sub-files and sub-folders inherit the policy when it is enabled.Once you apply a policy to a file or folder, no matter where that object goes in the FileCloud System, the policy information will be retained.