If you’re a typical user, you probably create hundreds, or even thousands, of new documents each year. Most of these documents probably reside in various locations - on your desktop, e-mail attachments, or on shared drives. For the average company, a full 25 percent of these corporate documents are subject to regulatory compliance.

This situation creates obvious risks and liabilities for your organization. The problem is how to help users like you comply with proper document retention and dispositon policies when you have so many other competing priorities.

To help you abide by your organization’s information governance policies, your organization has implemented an information governance system called NextPage. The system is easy to use and requires minimal effort on your part. In fact, you may never have to interact with the software at all - leaving it to automatically govern your documents. It will silently track the documents even when you move them, rename them, or attach them to an e-mail.

When a document reaches a point where it is subject to a policy, the software will help you take required actions such as uploading important files to a shared location, deleting unnecessary extraneous documents, or reclassifying documents.

With NextPage, all your documents will be tracked, classified, and have policy applied to them regardless of where the document is stored. This gives you the ability to ensure you are always in compliance with your information governance policies.

One of the major advantages of this approach to information governance is that it requires very little proactive intervention from you. You’ll likely interact with the software on only two occasions:

 

• When you create a new file, the system may prompt you to ask for the document's classification. As you create subsequent versions, they will also be tracked with the same classification.
• When a policy fires, you will receive an email showing you a report of files that are subject to a policy for cleanup. You will need to follow the instructions in the e-mail to ensure important files are stored properly and extraneous files are removed.

That’s it. Read the rest of this User Guide to see how NextPage Document Retention actually works.