How can we manage the disposal of electronic records?

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The question of whether the disposal of electronic records should be managed in the same way as the disposal of boxes of paper records is currently being debated by records management professionals.

The problem, however, is that the retention periods for boxes of paperwork are mostly either recorded on a spreadsheet or a database and is dependent on someone remembering to check periodically to see if anything needs to be destroyed. One of the many drawbacks of working in this way is that records can sometimes be retained longer than they should be and an organisation could find itself in breach of The Data Protection Act.

The most effective and reliable way to manage the retention of electronic records is to use an automated document retention tool within a document management system. As soon as a document has been scanned or saved from application into the system it is assigned a destruction date or a review date and the user will automatically be alerted on that date.  The document can then either be deleted or retained for a further period of time if necessary.

The IPC Group’s electronic document management system has a document retention feature  which  provides all this functionality and allows users to maintain tight control of the management of all records within the system. For further information please click here or call us on 08081 45 46 47 to discuss your requirements in more detail.

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