The lifecycle of a corporate record can be measured in days, weeks, months, years, decades or centuries. The systems on today’s market only address retention and disposition and most of the solutions are tied to a specific repository. It is clear these traditional approaches to records management have failed to keep pace with the growing and demanding requirements. Consider the following diagram which depicts the typical lifecycle of a corporate record.

Legacy Records Management solutions were not developed to account for the multitude of milestones through which a record may progress during its potentially decades-long lifecycle. Information Governance goes beyond traditional Records Management by enforcing desirable behavior in the creation, use, archiving, and deletion of corporate information. It includes the various global and local laws and regulations and contains corporate standards for managing information. An information governance program includes the business processes and information lifecycle practices which include more than just retention and disposition. It incorporates data privacy attributes, eDiscovery requirements, storage optimization and metadata management. For example, these different milestones and actions may include rules on when to delete or add new business descriptors, move the information from one storage device to another, and anonymize and declassify the record. An information governance solution must be able to manage these processes and enforce these activities across the record’s lifecycle. Some of these activities are automated (i.e. 7 years after record declaration) while other times they are triggered from a business event (i.e. employee leaving or customer closing account).

RSD GLASS™ is the first commercial application to allow the corporate stakeholders define information governance policies and have them distributed across geographies and jurisdictions, platforms and applications, repositories and data warehouses. RSD GLASS also performs comprehensive information lifecycle management directly into the infrastructure based on information governance policies defined at corporate level.

RSD GLASS™ Governance Manager is the component from which enabled users can manage lifecycle administration processes and map policies to file plans. RSD GLASS Governance Manager delivers personalized dashboards for field records managers, ECM administrators, architecture, and litigation teams to properly manage all the facets of the lifecycle. RSD GLASS Governance Manager generates a list of required actions to be executed and manages the entire approval process for driving the lifecycle process.

• Role-based dashboards for complete lifecycle process management
• Lifecycle actions are associated and validated with internal and external rules and regulations
• No “swivel chair” policy enforcement: All policies are centralized and directly integrated into the infrastructure
• Automatic alerts sent to the compliance team if a repository or jurisdiction is out of compliance
• Integration with business applications to trigger lifecycle actions
• Information governance policies include more than retention and disposition