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News < Back Sarbanes Oxley : Technology : Content Management Reduce the Risk of Documents on the Desktop
?Through several recent NextPage-sponsored studies, it has become apparent that document retention policies are failing at the desktop,? said Darren Lee, President and Chief Executive Officer, NextPage. ?Although many companies have formal document retention and disposal policies in place and have implemented centralized storage systems, the majority of a company?s documents do not get moved from the rather chaotic edge of the network into the more organized and structured centralized system. This reduces the value of the centralized storage solution and creates unacceptable levels of risk. NextPage 2 Document Retention integrates with centralized storage and helps reduce the risks of desktop documents.? Pilot Rollouts in Various Stages of Completion NextPage introduced its new Document Retention tool to existing customers in a limited rollout earlier this year. These customers have played a key role as partners in the continued development and refinement NextPage 2 Document Retention leading up to its general availability. Initial rollouts are in various stages of completion and include medium- and large-enterprise customers in the financial, banking, accounting and insurance industries. Capabilities of NextPage 2 Document Retention include: • Automatically track document versions. With Document Retention, working copies of documents are automatically tracked as they are created, edited and finalized. • Seamlessly upload documents to a central repository. Once a document location is defined, users can automatically upload all document versions so the central repository can implement retention policies. • Send purge requests to delete appropriate documents. Now, because the location of all document versions are known, a team leader can send out the request to have users purge all working copies from the desktops, e-mail and removable media. • Provide the organization with an up-to-date status of documents under compliance. From the application, users can immediately see who has responded to the purge request and purged the documents and who still has copies sitting on their desktop. NextPage 2 Document Retention?s unrivaled technology tracks Microsoft Office documents, works with Lotus Notes and Microsoft Outlook clients and integrates with NextPage Data Services for shared drives, Lotus Notes databases and other centralized storage systems. Research Study Suggests Document Retention Policies Failing at Desktop A recent IDG research study commissioned by NextPage and based on the responses of 108 IT professionals indicates that only 62 percent of the companies surveyed have a document retention policy in place. Of that 62 percent, only 31 percent actively enforce the policy and 61 percent responded that fewer than half of their employees are adhering to their published retention policies. Given that 80 percent of corporate documents typically exist on individual hard drives, document retention and deletion polices are failing to account for most of an organization?s documents. Enterprises interested in a copy of the study can visit www.nextpage.com/cio. New Risk Assessment Tool Available To lower retention-related risks, NextPage recommends that businesses assess their level of risk, develop practical and unified document retention policies, and implement effective tools, including new and emerging technologies, and procedures to enforce them. NextPage recently introduced an easy-to-use online risk assessment tool that will help organizations determine the level of risk associated with their document retention needs and policies. The assessment tool, available at www.nextpage.com/assessment, can be completed in less than five minutes and generates a preliminary risk score based on how the organization answers selected questions. Organizations with higher risk scores can request a more in-depth analysis from NextPage. NextPage offers strategies for companies to implement efficient document management that functions within the way end-users normally create, save, send and delete documents. This approach dramatically increases end-user compliance, helping companies more efficiently manage their documents and effectively lower their document retention risk levels. NextPage delivers powerful document tracking services that enable enterprises to manage and control the risk of Microsoft Office documents on the desktop. With the patent pending document tracking technology enterprises can securely track the more than 7.5 Billion Office documents that are sent as e-mail attachments, stored on users? desktops and removable media or saved to centralized servers. The NextPage 2 Document Retention service increases document retention compliance, as the only product that lets organizations apply retention policies to versions on the desktop by purging working copies and posting final versions to a central server for archival and lifecycle management. The NextPage products reduce the cost of document eDiscovery, prevent wasted time tracking down document versions and reduce the risk of documents. For more information, visit www.nextpage.com or email us at npinfo@nextpage.com. 
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