Records Management for Box
As the usage of Box as a file-sharing replacement for network shares increased, so did the amount of content that was being managed in the system. Box allows an enterprise to create, collaborate and work on documents from any device, anywhere in the world. Box manages documents, spreadsheets, presentations, etc. and that content needs record management policies applied to manage the Redundant, Obsolete, and Trivial (ROT) content now being stored in Box.
About Simflofy Records Management for BoxEnterprises can use Simflofy’s govern-in-place technology to create file plans, declare records, apply retention management policies, apply legal holds, collaborate with internal and external parties, and destroy or transfer eligible records for content stored within the Box system.
Enterprises can choose to leave the content where it is, i.e.: govern in place or move the content into the Simflofy repository. When the Box content has reached the end of its lifecycle, it can automatically be destroyed or transferred accordingly. Legal holds can be applied to the Box content in place while being managed by the Simflofy hold process. When a document is declared a record through Simflofy or a legal hold applied, a lock is placed on the document ensuring that it cannot be accidentally deleted from the Box system.
Frequently asked questions about Records Management for Box.
1- Why do I need Records Management in Box?
As filing sharing systems like Box were being used for internal and external collaboration, they started to replace the network shares. Box has become an ad hoc content management system with Human resources, intellectual property, merger and acquisition, personally identifiable information and much more are being stored in Box and need to be defensibly disposed of for legal or regulatory purposes. Legal holds may also be applied for audit, FOIA, eDiscovery purposes. In today’s world with multiple privacy laws such as GDPR, CCPA, and many others, additional security marks to ensure that content with PII, IP, security information, CCI are protected in the system from unauthorized access.
2- Can my data remain in Box and still have records management applied to it?
Yes, it can. Simflofy’s Federation technology allows you to perform the full set of functions for ECM, Document Management, eDiscovery, and Records Management on data and documents that reside in Box without needing to move them anywhere.
3- If I declare something as a record, will it lock that data or document in Box?
Yes, Simflofy will lock the document in Box so it can’t be modified or accidentally deleted.
4- Can documents have multiple retention schedules and be placed under multiple legal holds?
es, documents in Box can have multiple retention schedules applied against them and can be placed under multiple legal holds.
5- Can I auto classify records?
Yes, Simflofy integrates with many different systems that identify records and provide structured metadata that can be used to automatically classify content as records.