Defensible Disposition

Dilemma: When to Save or Delete?

While some organizations get in trouble for not saving documents for the required retention period, many face the opposite problem: their de facto policy is to save nearly all information forever. But this behavior can have serious disadvantages. It raises IT operational expenses, because duplicate documents and expired and low/no value information reside in multiple repositories and are retained indefinitely. Employees spend too much time looking for what they need, burdened by slow search performance or the fact that useful information may be stored in inaccessible private archives. Without sensible guidelines, over-retention or inappropriate deletion may occur, amplifying legal and compliance risks. Surveys have revealed that as typically as much as 60% of unneeded, expired or low-value electronic information, and as much as 70% of paper documents can be defensibly disposed while still ensuring compliance and without incurring the wrath of business units.

Save What Is Necessary, Dispose the Rest

To overcome the consequences of information hoarding, organizations must assert centralized and defensible control of disposition. Such a program ensures that organizations do not delete documents they need to retain or preserve, but that unnecessary information can be safely destroyed. We work with clients to develop a measurable, metrics-based approach for to achieve compliant, and defensible deletion of both electronic and paper documents by: • Putting effort into determining what needs really needs to be saved. • Making sure that policies include both the business justification and process for deleting paper and electronic documents. • Creating a clear legal hold process that clearly identifies information being retained, enabling defensible deletion of data not under hold. • Leveraging archiving, autoclassification and records management technology to reduce the burden on IT staff and employees. Such a metrics-based approach reduces the volume of expired records and duplicated data to virtually zero, and assures employee satisfaction and adoption of the program.

Why Contoural?

Contoural has helped many organizations establish consistent policies and processes for defensible disposition, protecting against litigants and regulators who may ask uncomfortable questions about why specific documents have been deleted and affording justification for the removal of unneeded information that would otherwise drive up storage costs and increase the risks and costs of eDiscovery.

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Creating Modern, Compliant, and Easier-to-Execute Records Retention Schedules In this white paper, Contoural outlines the best practices for creating and maintaining a records retention schedule that is modern, compliant and eas... 2018-01-01
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Creating a California Consumer Privacy Act Action Plan Part 1 This white paper is part one of a two-part series, and provides an overview of CCPA requirements,  defines personal information under the new law... 2018-10-01
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