Retention In Real Life: A Follow Up to Why You Should Automate Retention Policies

Following up on our last blog post on why you should automate your retention policies, we want to give a real-life example of how we do just that for our customers.  

Keep in mind the three main benefits of automating this process: 

• You reduce human error and require less manpower when you don’t have to manually set retention! 
• You reduce the amount of data that you’re keeping which saves money on storage management costs.  

• You reduce the liability of retaining data that you don’t need to retain. If you’ve got the data, it’s discoverable, but if you have automatically expired the data because of policies in place then that data is no longer susceptible to legal discovery. 

For these reasons and others, companies are looking for solutions to make data management and compliance more efficient. That’s where Vault Solutions’ Policy Manager helps. 

Policy Manager is dynamic.  

For example, you might have 7 different policies based on roles and other criteria in your organization. For anyone that meets the criteria of those policies, Policy Manager automatically applies the appropriate one.  

So, as people fall into a particular category, they (and their data) are automatically set to the appropriate retention policy.  

Still on the fence about the benefits of automating retention? 

Let’s look at a real-life situation we recently set up for a client.  

In this organization, there are several hundred job titles, and they are all broken into “buckets”. These classes fall within a handful of retention policies that cover all the employees.

That means that information at the job level (title), organizational level (class), and then at the employee level needs to come together to determine which retention policy is applicable. And then the appropriate policy needs to be set. 

That’s a lot to keep track of… unless, of course, it’s automated. 

This is just one example of how a large organization can benefit from automating its retention policies with the help of Policy Manager. How could automating retention benefit your company?