A single retention management system with integrated workflows and analytics
IBM® Global Retention Policy and Schedule Management is a single, cohesive retention management system. It provides natively integrated workflows and analytics to aid information governance. IBM Global Retention Policy and Schedule Management helps eliminate information management risks by offering centralized retention controls to support business and legal requirements.
Global Retention Policy and Schedule Management features enable you to:
- Establish information lifecycles and enable auditable programs for both physical and electronic data.
- Publish accurate, dynamic schedules that are value-based and support the distinct needs of different business units and countries.
- Host a full, shared law library to create a centralized repository to support legal requirements.
- Synchronize and maintain centralized retention control to deliver a consistent corporate retention framework with localized responsibilities.
- Improve communications across legal, IT and business staff to help increase productivity.
Establish information lifecycles and enable auditable programs
- Define retention periods for records, drafts and copies.
- Establish retention periods for record classes and non-record categories.
- Manage a corporate taxonomy and library of retention, privacy and discovery laws with appropriate roles and change management processes for field-level authorization.
- Enable audits by business group, country or information category, and support internal audits with convenient reports and reminders.
- Supply version history, audit controls, authorized procedures and compliance history to demonstrate program effectiveness to regulators and management.
Publish accurate, dynamic schedules
- Manage schedules, change requests and controls centrally and consistently regardless of information type. This enables global records coordinators to maintain schedules more easily.
- Conduct fast global information inventories by business, function and country, and link proper retention, data management and discovery procedures to each information repository.
- Author retention schedules that reflect business value and legal requirements.
- Publish corporate and country master schedules and group and departmental schedules. Link schedules to the master taxonomy or pre-approved country-specific exceptions.
- Update procedures and practices quickly when laws, systems or business objectives change.
Host a full, shared law library
- Catalog laws for all operating jurisdictions.
- Incorporate retention, discovery and privacy laws for more comprehensive instructions.
- Author and share governance procedures and internal protocols, identifying their specific requirements.
- Link laws and protocols to retention schedules and identify governing laws, including requirement subsections.
- Use a full jurisdictional model with support for governing regions such as the European Union (EU).
Synchronize and maintain centralized retention control
- Unify data protection and retention procedures by country, function, system and business process.
- Manage information by common taxonomy, business value and country laws.
- Define roles, privileges and authorities for program staff.
- Establish and coordinate a network of global records coordinators. Allow country or business unit leads to manage their own records, coordinators and schedules in a common system and program.
- Delegate specific responsibilities to local coordinators, including schedule development with proper approval workflows.
Improve communications across legal, IT and business staff
- Publish bulletins and other communications globally by role, country and business unit affiliation.
- Systematically alert stakeholders when laws, repositories, staffing or procedures change.
- Publish policies, training and procedures and route them to appropriate people based on role, program participation, country or business affiliation.
- Provide retention procedures and schedules for systems as soon as they are implemented.
- Use in conjunction with IBM Disposal and Governance Management for IT and IBM Atlas eDiscovery Process Management for additional information management capabilities.
Global Retention Policy and Schedule Management