CONTROLLING INFORMAT ION R I S K EXTENDING CONTROL TO THE EDGE: MICROSOFT SHAREPOINT PLUS NEXTPAGE

CONTROLLING INFORMATION RISK EXTENDING CONTROL TO THE EDGE: MICROSOFT SHAREPOINT PLUS NEXTPAGE

In today’s unfriendly legal climate, the astonishing rise in the power of laptop and desktop computers has created an unprecedented level of information risk. For example, over
7.5 billion Office documents are created annually, 80% of which are stored at the “edge” of the organization—on hard drives and scattered shared drives. The associated business costs and risks are important,complex and top of mind for a broad range of organizations. They include: A first step to solving these problems involves publishing and consistently enforcing document retention and disposition policies. Unfortunately, document policy compliance is abysmally low in most firms because user behavior is so difficult to dictate—especially in firms where business is primarily conducted using individually controlled laptops and desktops.

Even if your enterprise is deploying or has deployed a centralized system of record, compliance with policies such as routine disposition may be problematic. The purpose of this guide is to help you understand how Microsoft Office SharePoint Server (MOSS) and NextPage can work together to address these types of challenges.

- The high costs of e-discovery
- Legal and regulatory risk associated with uncontrolled information
- Low compliance with contractually required safe handling of electronic information

HOW MOSS & NEXTPAGE WORK
TOGETHER
SharePoint centrally hosts documents and other information for both collaboration and long-term retention. NextPage tracks all document activity outside of SharePoint, including activity related directly to documents inside SharePoint. NextPage also enforces policies with coverage inside and outside of SharePoint.

Role of MOSS: Retention
Centralizes content by hosting a common set of documents, workflows, tasks lists, etc. for a team. This reduces but may not eliminate communication and content that resides in email and on individuals’ hard drives. Streamlines the process of eDiscovery.

Provides a repository of record and manages records throughout their retention period.

Exposes information via a portal interface and enterprise search.

Role of NextPage: Disposition
Tracks all documents and versions that exist outside and inside MOSS. This includes
documents that start inside MOSS and then leave the system, as well as documents that
are created outside MOSS (e.g. on a user’s hard drive). NextPage also follows documents wherever they go (e.g. email and thumb drives), and it connects all versions and copies of a document via the Digital Thread™.

Maintains document classification information,optionally from the moment of document
creation. NextPage can collect this information manually or automatically, from inside or outside of MOSS.

Enforces document policies outside of MOSS,and optionally inside. For example, policies can gather documents into MOSS or seek and destroy non-records outside of MOSS.

Monitors document policy compliance throughout the enterprise.

For more information about the NextPage platform and solutions, please visit http://www.nextpage.com.