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NextPage(R) Research Indicates Document Retention Policies Failing at the Desktop

October 2, 2006
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DRAPER, Utah --(Business Wire)-- NextPage today announced the immediate availability of a study detailing research into the deployment and enforcement of document retention and deletion policies. According to the study, jointly created with CXO Media, enterprises in diverse industries are experiencing a large gap between theory and practice when it comes to document retention and disposal.



The research study, based on the responses of 108 IT professionals, indicates that only 62 percent of the companies surveyed have a document retention policy in place. Of that 62 percent, only 31 percent actively enforce the policy and 61 percent responded that fewer than half of their employees are adhering to their published retention policies. Given that 80 percent of corporate documents typically exist on individual hard drives, according to another CXO Research Services Group study, document retention and deletion polices are failing to account for most of an organization's documents.

"The overwhelming majority of document retention polices are not working where they are needed most, at the desktop," said Darren Lee, President and Chief Executive Officer, NextPage. "We see this failure primarily as a result of two factors: first, end-users are simply unaware of the number of copies and different versions of company documents residing on their hard drives, in their email archives or on removable storage devices; and second, adherence to many document retention and deletion policies requires help from technology and end-users haven't had any tools to make compliance to the policy possible."

Highlights of the study include:

-- Only 30 percent of respondents had actually implemented technology to facilitate the retention and disposal of documents across their enterprises

-- One-third of the companies surveyed did NOT have a document retention policy in effect

-- The two areas of document retention that organizations felt they were weakest were:

-- Implementing a standard document retention policy for the organization

-- Policy-based document disposal (destroying documents according to a standard policy)

"Most document retention solutions in the market today address policy enforcement in a centralized setting," said Mr. Lee. "However, these solutions do not address the decentralized reality of enterprise documents that are created, shared, edited and stored at the edge of the network. Enterprises would benefit significantly from implementing edge technologies that integrate with centralized storage systems."

Enterprises interested in a copy of the study can visit www.nextpage.com/cio.

To lower retention-related risks, NextPage recommends that businesses assess their level of risk, develop practical and unified document retention policies, and implement effective tools, including new and emerging technologies, and procedures to enforce them. NextPage recently introduced an easy-to-use online risk assessment tool that will help organizations determine the level of risk associated with their document retention needs and policies. The assessment tool, available at www.nextpage.com/assessment, can be completed in less than five minutes and generates a preliminary risk score based on how the organization answers selected questions. Organizations with higher risk scores can request a more in-depth analysis from NextPage.

NextPage offers strategies for companies to implement efficient document management that functions within the way end-users normally create, save, send and delete documents. This approach dramatically increases end-user compliance, helping companies more efficiently manage their documents and effectively lower their document retention risk levels.

About NextPage

NextPage delivers powerful document tracking services that enable enterprises to manage and control the risk of Microsoft Office documents on the desktop. With the patent pending document tracking technology enterprises can securely track the more than 7.5 Billion Office documents that are sent as e-mail attachments, stored on users' desktops and removable media or saved to centralized servers. The NextPage 2 Document Retention service increases document retention compliance, as the only product that lets organizations apply retention policies to versions on the desktop by purging working copies and posting final versions to a central server for archival and lifecycle management. The NextPage products reduce the cost of document eDiscovery, prevent wasted time tracking down document versions and reduce the risk of documents. For more information, visit www.nextpage.com or email us at [email protected].

NextPage is a registered trademark of NextPage. All other names are used for identification purposes only and may be trademarks of their respective owners.


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