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.
Showing posts with label NextPage. Show all posts
Showing posts with label NextPage. Show all posts
Wednesday, July 09, 2008
Monday, June 16, 2008
Draper firm fields document tracker
NextPage
Draper firm fields document tracker
Program follows files among computers or drives, enforces policies
By Tom Harvey
The Salt Lake Tribune
Article Last Updated: 06/16/2008 11:53:39 PM MDT
Companies are beginning to deploy new document management tools, created by NextPage of Draper, that allow them to track documents even if they are on an employee's computer, have been forwarded by e-mail or are on a USB drive.
NextPage is rolling out software that aims to solve document problems for large businesses that create millions of electronic records annually but have trouble managing them or even knowing which ones exist or where they reside. When sued or facing regulatory action, the companies often must spend millions of dollars just responding to demands that they produce relevant documents.
"Essentially the business problem we're chasing down is that today, in a highly sensitive legal and regulatory environment, the customers that we serve need to have tight control over all the documents they create," said NextPage CEO Darren Lee.
Lee, in a recent interview, cited a study by Dupont of five lawsuits in which it was involved. During the process of responding to requests for information, the company found 75 million documents.
"As they peeled back those 75 million documents, over half were documents that should never have existed," he said. "They should have been deleted or thrown away based on existing policy."
The cost of identifying and classifying those documents was $12.5 million.
Allan Bendall, president of Strategic Discovery Inc., a San Francisco company that helps companies manage documents, said NextPage offers a distinctive response to such concerns.
Most document management systems depend on centralized control, a system where everyone works out of the same server and must check in and check out documents. But such centralization often rankles employees.
"It's very difficult to get people to do that, particularly in professional services," Bendell said, citing "knowledge workers" who find such systems inefficient and tend to ignore protocols and work off the hard drives of their own computers.
Under NextPage's product, "people can continue to manage their documents independently, while offering some of the benefits of centralized control," said Bendell.
NextPage's solution is software that tracks documents into all of those areas where they might be stored.
"We would know of everything on your hard drive," said NextPage's Lee. "We would know of documents on your e-mail. We would know them on a USB. We'd know them if you sent them to someone. We know every single instance of it. We know every version of it."
That knowledge allows a company to enforce retention policies consistently through its ranks.
A study of 108 chief information officers found that more than 60 percent said that only half of employees cooperate with company retention policies. NextPage sponsored the study.
With NextPage's software, companies are able to set up policies that can range from benign e-mails telling an employee that a document should be destroyed or retained to the drastic: going into a hard drive and deleting a document.
"You can be as light or as draconian as need be" in enforcing retention policies, said Cyndi Tetro, vice president of marketing.
NextPage was started in 1999 when it created products for Internet searches. Those products were sold and the company then began work on its document management system.
tharvey@sltrib.com
Draper firm fields document tracker
Program follows files among computers or drives, enforces policies
By Tom Harvey
The Salt Lake Tribune
Article Last Updated: 06/16/2008 11:53:39 PM MDT
Companies are beginning to deploy new document management tools, created by NextPage of Draper, that allow them to track documents even if they are on an employee's computer, have been forwarded by e-mail or are on a USB drive.
NextPage is rolling out software that aims to solve document problems for large businesses that create millions of electronic records annually but have trouble managing them or even knowing which ones exist or where they reside. When sued or facing regulatory action, the companies often must spend millions of dollars just responding to demands that they produce relevant documents.
"Essentially the business problem we're chasing down is that today, in a highly sensitive legal and regulatory environment, the customers that we serve need to have tight control over all the documents they create," said NextPage CEO Darren Lee.
Lee, in a recent interview, cited a study by Dupont of five lawsuits in which it was involved. During the process of responding to requests for information, the company found 75 million documents.
"As they peeled back those 75 million documents, over half were documents that should never have existed," he said. "They should have been deleted or thrown away based on existing policy."
The cost of identifying and classifying those documents was $12.5 million.
Allan Bendall, president of Strategic Discovery Inc., a San Francisco company that helps companies manage documents, said NextPage offers a distinctive response to such concerns.
Most document management systems depend on centralized control, a system where everyone works out of the same server and must check in and check out documents. But such centralization often rankles employees.
"It's very difficult to get people to do that, particularly in professional services," Bendell said, citing "knowledge workers" who find such systems inefficient and tend to ignore protocols and work off the hard drives of their own computers.
Under NextPage's product, "people can continue to manage their documents independently, while offering some of the benefits of centralized control," said Bendell.
NextPage's solution is software that tracks documents into all of those areas where they might be stored.
"We would know of everything on your hard drive," said NextPage's Lee. "We would know of documents on your e-mail. We would know them on a USB. We'd know them if you sent them to someone. We know every single instance of it. We know every version of it."
That knowledge allows a company to enforce retention policies consistently through its ranks.
A study of 108 chief information officers found that more than 60 percent said that only half of employees cooperate with company retention policies. NextPage sponsored the study.
With NextPage's software, companies are able to set up policies that can range from benign e-mails telling an employee that a document should be destroyed or retained to the drastic: going into a hard drive and deleting a document.
"You can be as light or as draconian as need be" in enforcing retention policies, said Cyndi Tetro, vice president of marketing.
NextPage was started in 1999 when it created products for Internet searches. Those products were sold and the company then began work on its document management system.
tharvey@sltrib.com
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