Records managers need to be able to understand records in all formats and across all systems, in order to manage them compliantly.
They are the organisation’s experts in what retention rules apply to information, from Records Authorities, laws, and policies. They may have limited access to source records, and limited time available to really understand their contents and context. As such, they often need to rely on users to choose the retention period for their own records, which is often not the most correct one.
I have a responsibility to make sure our information is retained in accordance with our disposal schedules.
How we help
There is more to records management than just retention. Records Managers are responsible for applying governance across all the lifecycle stages in International Standard ISO 15489 – Records Management:
- Access and Security Classification: Castlepoint automatically identifies security classified and sensitive information, based on its content (not just metadata).
- Capture and Registration: Castlepoint is a true manage-in-place solution, which does not duplicate your records. It automatically registers every item in any system into the central Information Asset Register.
- Classification: The AI classification uses true automation, with no need to manage rules engines, file plans, or metadata. Records are classified and sentenced when they are created, and the classification is updated every time they change.
- Disposition: Castlepoint automatically calculates and reports on the disposal date of every record, and performs compliant destruction in the source system following your review and approval. It created long-term preservation-compliant exports for archives, transfers, and eHolds.
- Monitoring and Auditing: All record and item events are captured and preserved, so that you can report, audit, and be alerted to user activities.
- Privacy: Castlepoint automatically detects personal information, and can find all references to an individual across the enterprise.
- Storage: Knowing what can be lawfully disposed of, and what is duplicated, helps you significantly reduce storage and archives (and related risk).