Unified Records & Archiving for
Complete Information Governance
In today's complex regulatory environment, managing your official records is a critical function. This challenge is compounded when your most important information exists in two separate worlds: digital files on your servers and physical documents in filing cabinets and offsite warehouses. A disconnected approach to managing these assets creates significant compliance gaps, operational inefficiencies, and unacceptable business risks.
Our Records & Archiving solution provides a single, unified platform to enforce your information governance policies across the entire lifecycle of your records, both digital and physical. By creating a digital twin for every physical asset and managing it with the same rules as your electronic content, we bridge the gap between your physical and digital worlds, enabling true, defensible, and hybrid information governance.
The Need for Change
Without a unified system to manage both physical and digital records, organizations face a dual set of challenges that magnify their risk:
Disconnected Governance Policies
A retention policy applied to a digital contract is often completely disconnected from the physical copy stored in a box, leading to inconsistent disposition and major compliance failures.
Invisible Physical Inventory
Physical archives become "dark data." Locating a specific box or file is a time-consuming manual hunt, and there is no easy way to know what you have, where it is, or when it should be destroyed.
Increased Storage Costs
Without a system to systematically identify and dispose of physical records that have passed their retention period, organizations pay for unnecessary storage space year after year.
High Litigation and Discovery Costs
During legal discovery, teams must conduct separate, costly searches for both electronic data and physical files, doubling the effort and increasing the risk of missing critical information.
Operational Inefficiency
Manual, paper-based processes for tracking physical files, managing retrieval requests, and handling disposition approvals are slow, error prone, and lack a defensible audit trail.
Our solution addresses these issues by bringing your physical archives under the same centralized, digital control as your electronic records.
What We Deliver
Our platform delivers a complete, hybrid governance framework through two core components:
The Value
You Gain
Ensure Complete and Defensible Compliance
Confidently meet your regulatory obligations by applying consistent, automated retention policies to your entire record inventory, both physical and digital.
The Value
You Gain
Gain Total Visibility Over All Information
Create a single, unified view of your information landscape. You can eliminate "dark" physical data and ensure every record is part of your governance strategy.
Drastically Reduce Physical Storage Costs
By systematically identifying and justifying the destruction of physical records that have passed their retention date, you can significantly reduce your offsite storage expenses.
Accelerate Retrieval of Physical and Digital Records
Empower your employees to find the information they need in seconds, whether it is a digital file they can download instantly or a physical file whose exact box and shelf location is immediately identified.
Minimize Litigation Risks and Costs
Streamline your eDiscovery process with a single point of search for all relevant records and easily manage legal holds across all content formats.
How It Works
Our solution creates a seamless, hybrid records management experience.
Registration
A physical contract arrives. It is scanned to create a digital copy. Both are registered in the system as a single record.
Physical Tracking
The physical document is placed in a folder within a barcoded box. The box's location, such as Shelf A1, Row B, Room 101, is scanned and updated in the system.
Unified Policy Application
The retention policy, for example "Contract plus 7 years," is automatically applied to the unified record.
Hybrid Hold
Years later, a legal matter arises. A legal hold is placed on the case file, instantly freezing the disposition clock for both the digital copy and the physical box.
Unified Disposition
Once the retention period ends and all holds are released, the record appears on a disposition approval list. Upon approval, the system triggers two actions: the permanent deletion of the digital file and a work order for a records manager to pull and destroy the physical box, all tracked under a single Certificate of Destruction.
The Impact It Creates
- Bridges the critical gap between your physical and digital worlds
- Transforms information governance from a partial solution to a complete strategy.
- Provides a single source of truth for your entire corporate memory
- Build a legally defensible framework for your complete information lifecycle.
- Turns your physical archive from a cost center into a managed, compliant asset