Records Management has grown in the last decade from traditional storing of old documents in boxes in far away warehouses to a dynamic work process that include electronic documents stored in so many places that most people have no idea where they really are. Document and records audits continually find the most incredible places that staff squirrel away personal copies for themselves.
In recent years, new features in Microsoft Exchange 2007 & 2010, and the Microsoft Suite of Office products has give the Record Manager ways to limit the growth of documents on servers by enforcing a time to live. Expiring documents according to a records retention schedule and removing them from the corporate network file servers has never been easier. Preventing the printing, duplication and forwarding of electronic documents via computer software has also been much improved although the high speed copier/fax/scanner is usually a forgotten risk.
Most of these multipurpose printers/fax/scanners now have the ability to email documents and reports directly to in house email servers. A useful feature except that if they can send email to your in house corporate server, they can send it out of the corporate firewall just as easily.
Ensuring that there are restrictions on these devices usually managed by the IT staff are the responsibility of the Records Management staff. Usually simply removing the default gateway setting on the unit itself will prevent forwarding outside the firewall d does the job quite effectively. However in some cases a sophisticated firewall settings need to be employed to ensure that the private information printed and scanned internally stays internal.
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