Records Management

In today's environment of increasing controls and compliance, organizations need a way to manage the retention and destruction of business content according to company policy.

E-discovery requirements demand that companies are able to search across all corporate content, including electronic, physical and e-mail documents.

This search ability can be an expensive and manual process as content is first aggregated from disparate sources and often sent out of house to be scanned and put through the OCR process.

Fortunately, Virtual Office has a practical and cost effective approach to addressing many records management requirements. With Virtual Office you can:

  • Define retention schedules for electronic documents, e-mails, etc.
  • Consolidate e-mails, electronic documents and scanned images in a single searchable repository
  • Automatically assign retention policies based upon record classification
  • Apply the OCR process to faxes, PDFs and MS Office documents to allow content inside files to be fully text searchable
  • Support legal holds, records declarations and destruction workflows
  • Search records based upon discovery criteria, classify each document with discovery-specific metadata and enable internal and external counsel to collaborate on production in a secure Web-based environment

Records declaration is fast and easy in Virtual Office

Because there are no servers to buy or software to install, you can get up and running quickly. You can also grow as your needs grow – start with basic classification and then get more sophisticated as you define your needs more fully – with the assurance that Virtual Office's comprehensive functionality will support your future needs.

Virtual Office Records Management lets you report on what is most important including records that have expired and records that have a legal hold. You can also search on any of the RM-specific pieces of metadata and construct new Custom Reports based on RM-specific information.

Role-Based Records Management

Virtual Office Records Management has a role-based administrative model that allows you to mange records effectively. Roles are configurable based upon your unique requirements.

Records Manager

  • Declares content a record and may classify records as needed
  • Participates in destruction workflows as needed
  • May place legal holds on records when they are found to pertain to a given legal matter

Records Administrator

  • Creates and maintains retention schedules that include the retention policies for all types of records
  • Creates record classes and places legal holds
  • Defines records destruction workflows
  • Record Viewer

    • Searches for records (documents) related to a given legal case – a standard user of Records Management

    Legal Hold Administrator

    • Creates legal holds and places documents on legal hold – additive role that can be added to each of the above roles