{"id":52096,"date":"2017-06-13t05:00:20","date_gmt":"2017-06-13t09:00:20","guid":{"rendered":"https:\/\/48e130086c.nxcli.net\/?p=52096"},"modified":"2018-02-21t08:20:21","modified_gmt":"2018-02-21t13:20:21","slug":"strict-document-retention","status":"publish","type":"post","link":"\/\/www.g005e.com\/2017\/06\/13\/strict-document-retention\/","title":{"rendered":"preventing document retention headaches"},"content":{"rendered":"<p><strong><a href=\"https:\/\/cpatwpe.s3.amazonaws.com\/cpatrendlines\/wp-content\/uploads\/2017\/06\/calendarlastdayexpiration_adobestock_69915208.jpeg\"><img loading=\"lazy\" decoding=\"async\" class=\"alignright wp-image-52097\" src=\"https:\/\/cpatwpe.s3.amazonaws.com\/cpatrendlines\/wp-content\/uploads\/2017\/06\/calendarlastdayexpiration_adobestock_69915208-424x424.jpeg\" alt=\"last day words written in red marker ink on a calendar date and circled as a reminder of the deadline\" width=\"375\" height=\"375\" srcset=\"https:\/\/cpatwpe.s3.amazonaws.com\/cpatrendlines\/wp-content\/uploads\/2017\/06\/calendarlastdayexpiration_adobestock_69915208-424x424.jpeg 424w, https:\/\/cpatwpe.s3.amazonaws.com\/cpatrendlines\/wp-content\/uploads\/2017\/06\/calendarlastdayexpiration_adobestock_69915208.jpeg 300w, https:\/\/cpatwpe.s3.amazonaws.com\/cpatrendlines\/wp-content\/uploads\/2017\/06\/calendarlastdayexpiration_adobestock_69915208.jpeg 100w, https:\/\/cpatwpe.s3.amazonaws.com\/cpatrendlines\/wp-content\/uploads\/2017\/06\/calendarlastdayexpiration_adobestock_69915208-201x201.jpeg 201w, https:\/\/cpatwpe.s3.amazonaws.com\/cpatrendlines\/wp-content\/uploads\/2017\/06\/calendarlastdayexpiration_adobestock_69915208.jpeg 576w\" sizes=\"auto, (max-width: 375px) 100vw, 375px\" \/><\/a>be sure to set expiration dates.<\/strong><\/p>\n<p><i>by roman h. kepczyk<\/i><\/p>\n<p>managing digital files is in many ways similar to managing paper files in that the firm must have standards for who can<\/p>\n<ul>\n<li>create a document,<\/li>\n<li>add to or edit a document,<\/li>\n<li>file it and eventually<\/li>\n<li>purge the file.<\/li>\n<\/ul>\n<blockquote><p><b>more on tech spending:<\/b> <a href=\"\/\/www.g005e.com\/2017\/06\/06\/document-management-requires-firm-standards\/\">document management requires firm standards<\/a> | <a href=\"\/\/www.g005e.com\/2017\/05\/09\/back-up-your-bandwidth\/\">back up your bandwidth<\/a> | <a href=\"\/\/www.g005e.com\/2017\/04\/11\/choose-microsoft-office-version-use\/\">how to choose which microsoft office version to use<\/a> | <a href=\"\/\/www.g005e.com\/2017\/03\/21\/time-replace-server-consider-cloud\/\">time to replace a server? consider the cloud<\/a> | <a href=\"\/\/www.g005e.com\/2017\/02\/21\/monitor-real-estate-better-2\/\">monitor real estate: more is better<\/a> | <a href=\"\/\/www.g005e.com\/2016\/12\/06\/need-independent-security-review\/\">why you need an independent security review<\/a><\/p>\n<p>&nbsp;<\/p>\n<p><strong><img loading=\"lazy\" decoding=\"async\" class=\"alignleft size-full wp-image-49700\" src=\"http:\/\/4f2bur4nuye2cgakm2rm61qk.wpengine.netdna-cdn.com\/wp-content\/uploads\/2016\/08\/yellow_key_clip_art-e1375897299811-36p-hi-1-e1470686574894.jpg\" alt=\"goprocpa.com\" width=\"39\" height=\"16\" \/><span style=\"color: #b79c00\">exclusively for pro members. <\/span><\/strong><span style=\"color: #b79c00\"><a style=\"color: #b79c00\" href=\"\/\/www.g005e.com\/wp-login.php?redirect_to=\/\/www.g005e.com\/2017\/06\/13\/strict-document-retention\/\">log in here<\/a> or <a class=\"external\" style=\"color: #b79c00\" href=\"http:\/\/goprocpa.com\/\" target=\"_blank\" rel=\"noopener noreferrer\">2022世界杯足球排名 today<\/a>.<\/span><\/p>\n<p>&nbsp;<\/p><\/blockquote>\n<p><!--more--><\/p>\n<p>unfortunately, as digital files are on the network and out of sight, many firms are not really aware of what files are stored, the most current versions and whether or not they should be deleted.<\/p>\n<p>as firms transition to the \u201cless-paper\u201d environment, it is recommended that they implement a digital document retention policy and make users accountable for adhering to this policy. microsoft windows explorer is one of the weakest and least reliable document retention solutions, as virtually anyone on the network can create, edit, overwrite or even delete any document without recourse. firms won\u2019t know a file has been damaged or destroyed until the point at which they can\u2019t find it or try to load it, which can be days, weeks or even years after the change, and obviously too late. on the flip side, not having good naming conventions and directory structures can result in multiple versions of the same document leading to confusion and errors as to which document should be used, further wasting professional time.<\/p>\n<blockquote><p>according to the cpafma 2017 survey, 53 percent of firms had an electronic document destruction procedure.<\/p><\/blockquote>\n<p>on the flip side, not having good naming conventions and directory structures can result in multiple versions of the same document, leading to confusion and errors as to which document should be used, further wasting professional time.the solution to this is developing a digital document retention policy and training personnel on adhering to firm standards. ideally, firms will use a dedicated document management system that has an integrated or forced retention policy. this means that based on the document\u2019s profile, it would be flagged for deletion at its expiration date. the firm would have the option to keep or delete the file,<\/p>\n<p>the solution to this is developing a digital document retention policy and training personnel on adhering to firm standards. ideally, firms will use a dedicated document management system that has an integrated or forced retention policy. this means that based on the document\u2019s profile, it would be flagged for deletion at its expiration date. the firm would have the option to keep or delete the file, which is much better than the current situation where someone would have to access and evaluate every file to determine what should be done with it.<\/p>\n<p><strong>recommended actions: <\/strong><\/p>\n<ol>\n<li>update firm document retention policy to include electronic documents and remind all personnel of firm retention policies.<\/li>\n<li>evaluate firm\u2019s document retention cycle and promote accountability for cleaning out obsolete files.<\/li>\n<\/ol>\n","protected":false},"excerpt":{"rendered":"<p><strong>be sure to set expiration dates.<\/strong><br \/>\n<em>roman h. kepczyk<\/em><\/p>\n","protected":false},"author":1342,"featured_media":42234,"comment_status":"open","ping_status":"closed","sticky":false,"template":"","format":"standard","meta":{"_acf_changed":false,"_relevanssi_hide_post":"","_relevanssi_hide_content":"","_relevanssi_pin_for_all":"","_relevanssi_pin_keywords":"","_relevanssi_unpin_keywords":"","_relevanssi_related_keywords":"","_relevanssi_related_include_ids":"","_relevanssi_related_exclude_ids":"","_relevanssi_related_no_append":"","_relevanssi_related_not_related":"","_relevanssi_related_posts":"","_relevanssi_noindex_reason":"","footnotes":""},"categories":[3120,2306],"tags":[120,629],"class_list":["post-52096","post","type-post","status-publish","format-standard","has-post-thumbnail","hentry","category-pro-member-exclusive","category-tech-and-fintech","tag-tech","tag-technology"],"acf":[],"yoast_head":"<!-- this site is optimized with the yoast seo plugin v24.0 - https:\/\/yoast.com\/wordpress\/plugins\/seo\/ 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