One information industry insider has stressed the benefits to be derived from implementing records management systems in a timely fashion.
The suggestion could drive some corporations to adopt central document viewer software as an alternative to allowing individuals to maintain their own copies of files.
Marie-Charlotte Patterson tells Computer Technology Review that legislation requiring information to be accessible relatively quickly has heightened the need for it to be managed in a suitable way.
She claims that putting a centralized records management system into place can be one means in which to achieve this, while having corresponding benefits should a legal issue arise.
Ms Patterson tells the publication that email is the primary concern when attempting to reduce a company”s exposure to information risk, as it is required to be disclosed in three-quarters of court actions.
"The key to managing risk is to ensure that the appropriate teams – IT and legal departments at a minimum – work together to establish records retention policies that reflect the business”s regulatory obligations," she asserts.
Companies looking to reduce the number of email attachments they must keep track of could find a centralized document viewer to be one way to prevent files from being forwarded from person to person.
Mid-sized enterprises could be particularly able to benefit from adding more structure to their data, in light of recent comments from analyst Storage Switzerland.
President George Crump explained that medium-scale organizations often have smaller budgetary allocations for IT than their larger counterparts, leaving them less able to provide the power and physical space for suitable storage devices.