Enabling customers and organizations to more easily control document management risk at the desktop level, NextPage on May 22 unveiled its NextPage Document Retention software.
The application, which is expected to be released later this year, tracks, uploads and purges documents across an IT environment.
NextPage Document Retention is designed to securely track a single or flurry of document versions across multiple servers, hard drives, e-mail and removable media devices. Once a project or document life cycle has reached its end, the software submits an audit trail to alert specified users about the location and status of each document—even if a file name has been changed—for self-service deletion, according to Darren Lee, president and CEO of Salt Lake City-based NextPage.
Lee said that the products “cleanup phase” is capable of purging and completely wiping out working copies of documents, but it also can be instructed to post final versions to a central server for long-term retention and archival purposes to satisfy compliance demands.
In the future, new features for the NextPage Document Retention platform will entail legal hold procedures. For example, if a company is served a subpoena for particular litigation, administrators will be able to use the software to “lock” all documents and prevent accidental or manual deletion of any information that could be related to the case.
However, for now, Lee said that the first step toward establishing better business processes and providing employees with firmer control and understanding of the importance of document management is to ensure that the capabilities to clean up data once its purpose is served are simplistic and readily available.
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“There is a flurry of documents that fly around [organizations] with financials details, with strategy, as they go through this process of refining the final version to present on behalf of the company,” said Lee. “Its important that once projects are wrapped up, the final versions are stored in a repository and working copies are disposed so the legal risk and liability is removed.”
The NextPage Document Retention software can track Microsoft Office documents and supports the Lotus Notes and Microsoft Outlook clients. The product also integrates with NextPage Data Services for shared drives.
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