Financial Services Package
Modernize your retention program now and legally reduce retention periods! Find out how you can quickly attain best practice standards for your industry without spending the time and money by using the PSS industry package.
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Atlas ERM for Enterprise Records and Retention Management
Modernize and Accelerate Your Enterprise Retention Program
Atlas ERM software provides a cohesive enterprise system for retention policies and schedules across disparate systems, business units, and data.
Atlas ERM replaces binders of legal codes, static retention schedules on intranet sites, and the backlog of change requests submitted manually with a Web-based, dynamic system that easily manages the relationships between business groups and their records, laws and affected retention schedules, records and their locations as well as non-record lifecycles for a sustainable, living program.
Traditional approaches to records management don’t measure up to today’s challenges:
- It’s important to enforce lifecycles over all information, not just official records
- The trend to business applications means records are best maintained in the application of origin, and these applications are diverse and designed for each business process
- The balance between flexibility to authentically reflect a global program and the controls needed to ensure compliance isn’t possible in either spreadsheets or traditional records management applications
- Most records management applications provide tools and features for managing what they contain, they lack effective approaches for defining, managing and addressing records, information, and processes beyond their own system boundaries
- There must be a tightly-closed loop between the retention program and legal holds — or both processes suffer and the records management process may simply be disabled to reduce risk of spoliation
- For lack of an elegant way to manage jurisdiction or business unit differences, traditional approaches often bloated retention periods. While this is costly in a paper world, it’s disastrously costly in an electronic discovery world!
Atlas ERM is a modern solution designed to address these challenges and enable companies to develop, sustain and enforce retention policies over disparate information around the globe. Atlas ERM, a cornerstone of the Atlas software suite, helps companies modernize their retention practices to address electronic data and the disparate data repositories across the enterprise. It complements the Atlas LCC module, which addresses the challenges of legal holds and collections for corporate litigation departments. Both modules leverage the Atlas map of the enterprise and share the knowledge of business units and employees, data sources and systems, and the laws that impact various jurisdictions.
"PSS has the only truly end-to-end retention and legal holds solution on the market. I've had the pleasure to work with them for two years - Atlas is well thought out, comprehensive software that adds real value. The PSS team provides an outstanding customer experience." —Harry Pugh, Managing Director, Operations & Technology Policy Coordinator, Citigroup
Establish and Manage Corporate Classification Scheme
Atlas ERM allows you to establish and easily manage an information classification scheme. It supports both simple and very complex schemas with multiple nested and peer relationships. Its powerful relationship model enables you to see what areas of the business have records in any class, how and where they are managed by business group and jurisdiction, and what local record types and language conventions are for each class.
Corporate Law Library across Jurisdictions
Atlas ERM has a built-in law library that allows you to catalog and access all global laws with retention implications for your business. Search the library by country or words in the legal text. Easily see which classes of records are impacted by a law and which business areas have records affected by it to assess the impacts of law changes.
Manage Corporate Master Schedules, Country Master Schedules and Local Retention Procedures
Establish a corporate master retention schedule for each class of information in your business as the corporate policy or standard; include detailed descriptions of the record types in the class, the citations that apply, the retention period and disposition triggers (events, time, combinations of the two), and other key attributes. Because retention laws arise from country law, you can establish master schedules for each country to more easily sustain a coherent global program that accommodates jurisdictional diversity. Records coordinators across the business and across jurisdictions can establish and document their local conventions for managing records and establish fileplans in accordance with policy within Atlas ERM — this greatly reduces data entry work and eliminates gaps and discrepancies between policy and practice and with the many systems custody of records and information.
Conduct Record Inventories and Assessments Globally
Atlas ERM provides a very convenient online survey and inventory workflow that enables departmental or division records liaisons to document which records occur in their area and to identify any exceptions to the corporate classification or schedules. Workflow and project management features for the program staff make it very easy to conduct even the most ambitious inventory with no redundant data entry, spreadsheet consolidation, nomenclature crises and the other typical hazards and costs. Track progress to completion in a convenient dashboard and audit the results with online audit reports.
Change Request and Authorization Workflow
Allow business unit liaisons to request changes to a schedule or additions to the classification from a simple browser interface and have the request routed to the proper program staff automatically via Atlas ERM. The request is easier for the business person and the workflow for the program staff makes it easier to manage diverse change requests as well. Reasons for the change request, alerts via email and dashboard that a request was made, and a “to do” list view make it easy to address requests; facilitating change is a critical prerequisite to a dynamic, accurate retention program in an electronic world.
Capture Where Records Are Really Stored
One of the biggest failures of most records management programs is they assume all records and information are managed in only one location. In a global company with electronic information, this simply isn’t the case. Atlas ERM makes it very easy to identify the multiple locations that record types and information may reside by business unit, geography and where the official record and copies and drafts may reside. This is a tremendous enabler to rapid discovery response for Atlas LCC users in litigation and makes it possible to enforce end-of-life disposal on records held for the long term and unofficial information that is equally important to dispose.
Manage Program Training and Communications Seamlessly
Atlas ERM provides convenient communications tools for program staff that allow them to issue bulletins, training alerts, policy changes and other information to employees, records staff, legal and IT more easily. The tools make it easy to direct the right information to the right people by choosing roles, countries, groups and departments, individual people or combinations. All communications are captured in the same system to further evidence a defensible and effective records program.
Federate Retention Schedules to Repositories for Enforcement in Every Jurisdiction
In the modern world, records and information exist in hundreds if not thousands of repositories and stores across the company. To really achieve the storage cost and discovery benefits required today, retention schedules should be established for official records and information that has lesser retention periods (such as drafts, copies and more transitory information) and these policies should be enforced as well. Atlas ERM balances flexibility and control to define these broader rules and to federate them to the many repositories with data. Ensure that information is retained in compliance with the laws that apply to the specific business unit and in the jurisdiction — one rule doesn’t fit all — with Atlas ERM.
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