Optimize EDRM Processes for Unstructured Data

• Identify all electronic records from within all unstructured data
• Quickly and easily move records to the most appropriate storage tier
• Automate EDRM policies to ensure compliance and minimize overhead
• Reduce records’ management costs and complexity and avoid excessive data retention
• Protect records from accidental or malicious tampering with more effective policies and controls
• Satisfy the demands of internal and external auditors
• Leverage a single solution across your diverse management and compliance projects

The Electronic Data Records Management (EDRM) Challenge

Every business has to keep records of its activities to fulfill a variety of legal and regulatory requirements.  The transition from traditional physical records to electronic records, however, has created significant new challenges.  Unlike physical documents, digital documents can be easily altered, deleted, copied or shared.  If your company’s records are compromised in any of these ways, it could be exposed to significant risks—including fines, loss of customer confidence, and an inability to effectively resolve disputes of fact.

Electronic data records management (EDRM) can also strain limited IT resources.  It can take a lot of staff time and effort to ensure that records contained in unstructured data are properly identified, managed, secured and stored.  And retention of this data can drive up storage infrastructure costs substantially.

So how can you effectively identify and then maintain the integrity of your electronic records throughout their lifecycle?  And how can you make sure that retention of your electronic records doesn’t force you to overspend on unnecessary storage? 

The Nogacom Solution

Nogacom delivers an effective solution and methodology for managing electronic records and maintaining compliance with regulatory mandates.

Assess your data.  First, with NogaLogic, you can automatically identify and classify electronic records within your unstructured data - and then get a clear understanding of how these documents are currently created, used and protected throughout their lifecycle.  Though this process you will:

• Identify all unstructured data across your organization that can rightly be classified as “records”—including all copies and versions—regardless of formats, file names or storage location
  
• Map records by location to understand how they are consuming your storage resources
• See when and by whom electronic records are being created, accessed, modified and shared

Define your EDRM policies.  Once you have this granular visibility and full understanding of your unstructured data, you can now centrally define policies that will ensure that your electronic records will be appropriately protected and stored.  For example, you can define a policy that automatically moves documents containing records information to specific storage locations. Or you can create policies that archive certain types of records to lower-cost storage media after nine months, or that destroy unnecessary copies of certain records.  You can also define a policy that alerts you if and when a records document is modified in any way.  These policies can be defined using any combination of record attributes—including business value, age, file type, frequency of use, and most recent use.

Enforce and monitor.  Once you have defined your EDRM policies, NogaLogic will then automatically implement them. NogaLogic will continue to automatically apply your EDRM policies to any new or updated records-related data on an ongoing basis.  In addition, NogaLogic can provide an audit trail for your records—including date created/changed, author, and storage location—so you can document your compliance processes and perform any necessary security forensics.

NogaLogic can also integrate with EDMS/ECM systems to provide consistent, business-context based document classification that ensures that appropriate processing and storage of records.

Measure your success.  You should continue to use NogaLogic to understand how electronic records are being created and used in your organization—so you can modify your policies or business practices as necessary to more rigorously safeguard the integrity of your records, respond to changing needs, and comply with new regulatory requirements.  You can also fine-tune your policies in order to ensure ongoing compliance with EDRM requirements and to keep driving down your costs.

To optimize your EDRM processes contact Nogacom today >>>