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NextPage® Control

The risk of Information on the desktop

Every year, an average business generates hundreds of thousands of new documents. 80 percent of these files are stored on users’ desktops, on shared drives and as email attachments.* A full 25 percent of these unstructured corporate documents are subject to government regulations.** And although most enterprises have document retention policies in place, only 33 percent of businesses actively enforce those policies—and fewer than 50 percent of end users adhere to them.*** This situation creates obvious risks for your business. When thousands of core documents sit unprotected on end users’ desktops, the process of eDiscovery becomes much more difficult and expensive. Efforts to protect invaluable intellectual property become more complicated. And reliably retaining and destroying key business documents becomes virtually impossible.

Most businesses have implemented some kind of centralized record management solution to deal with these issues. But these solutions are only effective when users remember to archive documents on the centralized server—and properly destroy local copies and versions from individual machines. Unfortunately, remembering which documents are subject to retention policies, deciding which documents should be saved or destroyed, remembering retention policy details, and taking the time to upload documents to the server is a time consuming chore that most corporate workers simply won’t bother with.

So how can you help your employees comply with document disposition and retention policies—without imposing impractical restrictions on end users? And how can you eliminate the risk of documents stored on the edges of your business—in email, on shared and removable drives, and on individual hard drives?

The patent-pending NextPage solution gives you the ability to inventory, track, classify and enforce policy across all of the distributed content in your enterprise.

Track and classify enterprise information

With NextPage Control you track and classify documents stored on users’ hard drives, in email and on removable media and shared network drives.

This makes it possible to take control of all the unstructured, unmanaged, and de-centralized documents in your organization. The platform provides a complete view of all your tracked documents. Authorized users can view real-time information about how many different copies exist, where those copies are stored, whether different versions have been uploaded to a central server, and whether the proper retention policies have been applied.

Using a simple, natural process that is tightly integrated with the way users normally create and save documents, NextPage Control makes it easy to classify every document they create. This gives previously unmanaged documents the structure needed to apply and enforce retention policies—without forcing people to change the way they work.

Enforce policies regardless of location

Enterprises can easily apply document policies to every new document. This includes things like providing notifications of legal holds, retaining important business IP, destroying working copies or sweeping final copies to the centralized archive. This gives you the ability to apply consistent document retention policies to every file on every local computer—no matter how many versions users create or where they are stored.