Automating and streamlining information governance with Governance Rules as a Service (GRaaS)

Introducing GRaaS

Companies across industries have discovered the real benefits of deploying an enterprise information management (EIM) platform that digitizes information and automates processes.

From making processes faster and providing instant information access to lowering costs and realizing a swift return on investment (ROI), attempting digital transformation without an EIM system is like trying to fly without wings.

But any records management professional will tell you there’s more to the story. Because if your organization stores information that may be personal, confidential and/or subject to regulations, it’s also putting that information at risk of falling into the wrong hands.

This makes the development of exhaustive content and information retention strategies critical. And it requires companies to obtain costly, time-consuming legal consultation.

Until now.

Hyland and Iron Mountain are revolutionizing this process with Governance Rules as a Service (GRaaS).

By leveraging the Iron Mountain Policy Center solution, GRaaS:

• Applies aggregated, updated retention regulations and citations to all relevant documents in OnBase, Hyland’s enterprise information platform
• Ensures data within documents stored in OnBase is in compliance
• Provides aggregated information governance policies with simple descriptions
• Enables OnBase to completely automate the destruction of documents per regulatory guidelines

What makes this GRaaS solution unique?

A partnership forged with iron

Hyland is a leader in providing software solutions for managing content, processes and cases for organizations across the globe. For over 25 years, Hyland has enabled more than 19,000 organizations to digitalize their workplaces and fundamentally transform their operations.

OnBase is a single enterprise information platform for managing content, processes and cases deployed on-premises or in the Hyland Cloud.

Providing enterprise content management (ECM), case management, business process management (BPM), records management and capture all on a single platform, OnBase transforms organizations around the globe by empowering them to become more agile, efficient and effective.

Iron Mountain is the global leader for storage and information management services. Trusted by more than 225,000 organizations around the world, Iron Mountain helps customers lower cost and risk, comply with regulations, recover from disaster and enable a more digital way of working.

How it works

1. An international network of law firms researches compliance regulations
2. Explanations of regulations and relevant information retention schedules are uploaded or updated in the Iron Mountain® Policy Center solution
3. OnBase captures and manages content and, through direct connection to Policy Center, automatically disposes of content according to relevant retention schedules

Necessary destruction

Imagine if…

An auditor requests every I-9 you have. Your HR department is required to comply. If you haven’t destroyed any of these common documents, you’ll have to hand all of them over. Besides the hours your staff may spend gathering the documents, you may also pay hefty fines for not destroying information when it was time — fines that may be charged per document.

Is your organization at risk because it’s keeping too much information? Information destroyed is information that cannot be accessed. That’s why incorporating a document retention strategy reduces your organization’s risk of letting information fall into the wrong hands.

> Read more | Why fast-paced enterprises need secure file sharing

And document destruction also leads to less content that needs to be pulled for regular audits, a reduction in database bloat and a lowered risk of incurring fines. With increasing regulations specifically focused on the handling of data across industries, incorrectly handling and destroying information could be a costly mistake.

The GRaaS solution helps ensure data within documents stored in OnBase is in compliance — giving your organization assurance that employees and customers, the lifeblood of your business and the key to your profitability, are protected.

Legal research at your disposal

According to the 2017 State of Information Management report by AIIM — 28% of information governance professionals say their organization has not accepted relevant  policies.

Could your organization avoid time-consuming and costly legal services?

The Iron Mountain® Policy Center solution aggregates all information governance policies with simple descriptions of why they are important and how they should be executed.

With the legal research into policies and explanations done behind the scenes and recorded in Policy Center, the need for organizations to gather regulatory information on their own or engage legal firms is eliminated.

Policy Center is updated regularly to ensure that as policies change, updates are made in the system. With a connection to OnBase content, updated policies can then update retention schedules within OnBase and be immediately applied.

End-to-end document retention

Does your organization need better control over the disposition process?

With an end-to-end solution addressing both the aggregation of relevant policies and the management and execution of the document retention schedule, staff can rest assured your organization is in compliance, managing and reducing risk, improving the overall process and minimizing manual work.

As the policies from Policy Center are applied to content, OnBase can completely automate the destruction of those documents per regulatory guidelines. Records managers and administrators also gain visibility into the disposition process through built-in reports that list documents eligible for destruction and documents that were previously destroyed according to policy.

An end-to-end information revolution

Deploying an industry-leading enterprise information system like OnBase goes a long way to making your documents and information more secure and accessible. But without a document retention strategy, your organization is leaving room for risk.

GRaaS provides the support and assurance that your sensitive information is handled properly and disposed of as soon as it’s no longer needed.

With the added power of Iron Mountain’s content retention requirement aggregation and the execution of information disposition, GRaaS and OnBase provide a true end-to-end platform for enterprise information management.