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One challenge Records Management and Compliance leaders face with traditional retention schedules is making the extreme detail of their policies relevant and useful to the end users within their organization.
This video will show you how the Iron Mountain Policy Center solution allows you to create simplified views of your retention schedule so end users can quickly identify retention policy in an easy-to-understand format, which enables them to properly manage of the information they create.
As you get acquainted with Policy Center, you’ll want to utilize the different views the tool provides. Policy Center’s interfaces were designed using feedback from real-world users, because we recognize clients and users of the system have specific and sometimes varying requirements.
There are two main views in Policy Center: the first is the Policy View, which serves as the default view. The second view is the Organizational View, which we’ll cover in a few minutes.
Policy Center gives you two approaches when presenting your policy. These include traditional reports and the new IG Portal. Policy Center is very flexible allowing you to use either or both approaches to present your retention schedule.
Policy Center can present the details of your retention schedule in two views; first, a Policy View, which is a more traditional, functional or activity oriented format, or alternatively, in the Organizational View, which presents the retention schedule using the perspective of a department or organizational unit. These views are designed to align with the needs of your end users, either expert or casual.
You can create a single portal or as many portals as you’d like depending on the needs of your user community.
By presenting your retention schedule in a simplified, interactive format it becomes much easier for them to understand and comply with the retention rules. This also solves the problem of an end user having to sort through a lengthy document to find the specific retention requirements that apply to them, their function, and their information.
Customized views in the IG Portal are especially useful for large organizations where creating one portal per country presented in a local language makes sense, while others may prefer a regional portal, or even a single global portal.
And because the security of your retention schedule is of utmost importance, both Policy Center and your IG Portals provide multiple layers of security, including single sign-on or an authentication token, both approaches ensure only authorized users are able to access the information.
With the IG Portal you can present your retention schedules as well as resources to help educate your users, such as policies, frequently asked questions, a glossary of terms, even procedures and reports, and you can create as many resource tabs as you need. This turns your IG Portal into a single destination where your user community can go to seek answers to their retention questions.
One common scenario where the single IG Portal view is useful is in delivering country specific content.
This example shows you a single country schedule for Canada using the Simple view. The information is easy to consume, and your users can drill into any records class to access additional information to help guide their retention decisions. The IG Portal is flexible, so you can expand or collapse the additional information to view the basic retention schedule.
The IG Portal enables your users to swiftly navigate the retention schedule by filtering potentially more complex content that may only be suitable for a more senior records management professional.
The IG Portal includes full search capabilities to help your users quickly find the information they need. For example, if you enter a key word, such as “reports,” into the search field, the Portal will return the respondent records classes.
You can refine search results using Advanced Search or by adding additional search terms, such as “accounting reports”, and in this case you see the number of available record classes has been reduced
From here, you can click on a record class and it will show you the additional details.
Your users can also execute targeted searches by adding identifiers and additional operators.
For example, you can submit keywords, such as, “reports” and “accounting,” and the IG Portal will provide relevant search results based on any Boolean operators. Guidance on how to conduct targeted searches using operators can be found in the IG Portal FAQ.
Now let’s look at the Simple presentation using the Organizational View, which allows you to view your retention schedule from an organizational perspective.
Here you see the Finance and Accounting department. And in this view, you can see this department is part of Shared Services. You can drill into Finance and Accounting to view the record classes that are used by that department.
To accommodate users who may need more detailed information in the IG Portal, such as your Legal department or Compliance teams, you can take advantage of the Expert view. This view contains more content than the simplified presentation providing a traditional Policy Center view.
The Expert view is typically used by your most advanced users who are well acquainted with the inner workings of your retention policy.
By providing multiple views and presentations to your end users through the IG Portal, you empower your users to understand and apply retention policy in a context that is most relevant to them and their information.
For more information about these and other exciting features within Policy Center, please visit: ironmountain.com/policycenter
Or call Iron Mountain today at 800 899 IRON, that’s 800 899 4766, and ask one of our helpful solution consultants how you can make Policy Center part of your information governance program.