Many industries are struggling to adopt innovative approaches to content management while facing increasing challenges for better outcomes, and lower costs regulatory compliance. As organizations face these new challenges, however, they are experiencing a rapid growth in the volume of all forms of information. Their current applications and older legacy systems are busting with different kinds of information administrative documents, voice recordings, and images – which are raising several serious challenges:

Cost Management – Information in systems remains vital even after it is no longer actively changing – and the amount of data continues to grow, leading performance degradation and availability issues. The cost of software licenses, servers, and storage continue to rise. And the daily operational expenses of back up, upgrades, and administration often exceed the capital costs.

Compliance – Records must be retained long-term. They must be immutable and tamper proof to prevent data from being altered or deleted. Data must be secure and private, and auditors need the ability to trace user access to records and keeping older information in production applications is neither compliant, nor cost-effective, nor scalable.

Legacy Systems – Older systems become obsolete for organizations’ transition to electronic records. The business need to preserve this data impasses the IT imperative to decommission these older systems.

Documentum Retention Policy Services (RPS) enable organizations to easily configure content/record retention and disposition policies behind the scenes to meet business and compliance goals. These policies can be easily and automatically applied and enforced at the platform level across all content types, enterprise-wide without any action from end users. With Documentum RPS, clients can bring content under control and into compliance, mitigating organization’s risk, and reducing storage and discovery costs. Documentum RPS enables organizations to:

  • Easily retain and dispose documents adhering to internal policies or external mandates, with approvals as part of workflows and business processes
  • Orchestrate litigation “holds” on retained documents by case matter, with support for both single and multiple holds
  • Retain content generated by any Documentum or partner application without custom integrations
  • Ability to export in accordance with NARA requirements

Key Benefits:

  • Meet Cost Challenges:
    • Eliminate the risk of technology obsolescence and migration costs by retiring legacy applications
    • Lower license fees, services, and storage
    • Lower operations and back up
  • Meet Compliance Challenges:
    • Data immutability and encryption ensures data is securely protected and integrity maintained
    • Enforce data retention policies
    • Chain of custody and context to reconstruct data significance
    • Auditable and regulatory complaint to trace user access
  • Efficient and Accessible:
    • Rapid data access
    • Virtualizable architecture
    • Improve application performance
    • Easy to retrieve and view archived records
    • Archive structured and unstructured data
  • Scalable and Flexible
    • Archive billions of records
    • Multiple applications, sources, and information types
    • Integration with business applications