Record Management

Integrated Retention Policy and Legal Hold System

Workflow-Driven Approvals

Multi-Hold Enabled and e-Discovery Support

Controlled by Legal Department

Retention Policy and Legal Hold

Workflow-Driven Approvals

Our system streamlines the approval process, making it efficient and consistent through workflow-driven mechanisms. This ensures that documents and records are managed according to established protocols, enhancing compliance and operational efficiency.

Multi-Hold Enabled and e-Discovery Support

Our solution supports the application of multiple legal holds on a single document, alongside robust e-Discovery capabilities. This multi-hold functionality, combined with comprehensive search and discovery tools, empowers legal teams to effectively manage and retrieve critical information when required.

Controlled by Legal Department

Designed with legal operations in mind, our system allows the legal department to maintain full control over both the retention policy and legal hold processes. This centralized control ensures that document handling complies with legal requirements and organizational policies.

Seamless Integration with M-Files and SharePoint Online

Our platform integrates seamlessly with M-Files and SharePoint Online, providing a unified solution for managing legal holds and retention policies across various repositories. This integration is facilitated by category-driven workflows, optimizing document management across different storage platforms.

Archival and Purge System

Rule-Based Archival and Purging

Implement a comprehensive system for document archival and purging, governed by rules set by the Compliance Department. This system not only automates the archival process but also ensures that documents are purged in accordance with regulatory and organizational guidelines.

Restorable Archives and Permanent Deletion

Our solution distinguishes between archiving and purging, offering the capability to restore archived documents. Conversely, purged documents, along with all their versions, are permanently deleted, aligning with stringent compliance standards.

Customizable Trigger-Dates

Set archive and purge trigger-dates based on user-defined properties such as document class, category, and creation or modification dates. This flexibility allows for tailored document management strategies that align with specific organizational needs.

Comprehensive Logging

Maintain a detailed and permanent record of all archival and purge operations through extensive logging. This feature ensures transparency and accountability in document management processes, crucial for compliance and audit trails.

Interactive and Batch Operations

Choose between batch or interactive operations for archival and purge tasks. Interactive mode requires final approval by designated user groups, adding an extra layer of oversight to the document management process.

Legal Hold Precedence

Ensure that legal holds take precedence over archival and purge rules, maintaining compliance with legal requirements and internal policies. This safeguard protects critical documents from being inadvertently archived or purged.

Background Operations

All archival and purge functions are designed to run in the background, minimizing impact on system performance. This ensures that document management processes do not disrupt daily operations.

Rule-Based Archival and Purging

Restorable Archives and Permanent Deletion

Customizable Trigger-Dates

Comprehensive Logging

Interactive and Batch Operations

Legal Hold Precedence

Background Operations

All archival and purge functions are designed to run in the background, minimizing impact on system performance. This ensures that document management processes do not disrupt daily operations.

Legal Hold System

Flexible Hold Management

Create and manage named "Holds" with specific rules to govern document inclusion. This system provides the flexibility to define, amend, or delete holds as conditions change, ensuring documents are managed appropriately throughout their lifecycle.

Multi-Hold Capability

Our system supports placing a single document under multiple holds simultaneously, enhancing the legal team's ability to manage complex document requirements and ensuring comprehensive protection for sensitive information.

Workflow Participation

Documents on hold can continue to participate in workflows, albeit with restrictions on editing or deletion. This feature ensures that critical processes are not halted, while still maintaining the integrity and security of the documents involved.

Document Transformation and Export

Automatically convert documents placed on hold to PDF format, while archiving the original document until the hold is lifted. Additionally, provide the capability to export documents from a hold, either to an external drive or another M-Files Vault, offering flexibility in document handling and preservation.