Unstructured content creates risk and costs to organizations. RecordLion encourages compliant, defensible, and automated records retention while leaving end-user processes unchanged. Organizations like Aptar benefit from simple, pragmatic, and affordable solutions to automate compliance.
Executive Summary
Aptar wanted to ensure their critical information in SharePoint was properly governed and managed. Records retention policies are only effective when there is organizational compliance. Like many organizations, Aptar hoped to classify, retain, hold, and dispose of large volumes of records while maintaining compliance.
However, they needed a lightweight and flexible solution to apply their policies and give structure to their information. The global manufacturer selected RecordLion to seamlessly manage their records throughout their lifecycle.
Challenge
The manufacturing industry is heavily regulated and highly competitive. Aptar was challenged with properly applying governance while also improving cost and risk stature for the organization.
Applying policies to information was a critical step to ensure the organization retained the proper records. Further, significant cost and risk mitigation was attainable by disposing of information when it outlived its regulatory and business use.
Aptar was primarily focused on a SharePoint environment, but faced challenges with the native SharePoint records management capabilities. Aptar was undergoing a migration from SharePoint 2010 to 2013 and SharePoint Online during this process as well. They also needed a solution that could address their records management challenges outside of SharePoint.
How RecordLion Helped
RecordLion consulted with Aptar and implemented Information Governance software. The RecordLion software is able to direct a centralized file plan to ensure governance rules are applied to information according to policy. Information is retained for the proper lifecycle, held for litigation or audit when appropriate, and disposed of when the lifecycle expires.
The organization began implementation with their legal department. Aptar used those best practices learned, specifically around the file plan, to roll out in other business units. The implementation went smoothly and was fully in place quickly.
As Aptar grows or makes changes to their environment, RecordLion is capable of scaling and providing records management. RecordLion complements Aptar’s SharePoint environment and provides the option to manage records in both current and future systems.
Result
Aptar is still working to educate the workforce to understand lifecycle management. When the training and awareness is complete, Aptar will be in a good position to begin realizing the positive benefits including the confidence to actually dispose of information.
Finally, it is simple for Aptar to either automate many of their records management tasks or handle the approvals manually when needed. This in turn will help align with regulatory and compliance as part of a SharePoint users daily work. Further, Recordlion aids in streamlining the formal process for ensuring compliance, defensible disposition and automation.
Aptar now has the ability to successfully classify, retain, hold, and dispose their records from a centralized interface.
