Records Management

Intelligently automate and manage routine and specialized Records and Information Management business processes across your data estate.

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Records & Document Lifecycle Management

Effective records management is vital for compliance and operational continuity, but with scattered records across various systems, many organizations lack the ability to manage records from a central point. This fragmentation leads to inconsistent recordkeeping and non-compliance, not to mention extra costs and effort.

Valora’s AutoClassification platform enables streamlined records management by automatically identifying, categorizing, and applying retention policies to records across the enterprise. With Valora, Records Managers gain a centralized approach to managing ROT, records and disposition, ensuring that all data complies with legal and regulatory requirements while reducing risk.

Document Type & Record Class

Through sophisticated AutoClassification processing, Valora identifies and tags which files are records based on actual file contents (not just the file metadata), determining essential attribute tags, such as Document Type, Author, Title and Keywords, and automatically assigning the proper Record Class, according to your Records Retention Policy.

Managing Retention Periods

Valora performs a full-text analysis of every file’s contents to identify key dates, events, and triggers integral to minimizing, retaining, and disposing of content at the appropriate time.

Valora integrates directly with your organization’s Records Retention Schedule, as well as other business policies and guidance data, so that changes or updates are implemented automatically across the organization’s data estate at the time of change.  

Expiration Handling & Defensible Disposition

Valora automates the expiration handling and disposition of content – either in a fully automated, manual or hybrid approach. Automatically notify approving/authorizing content holders of upcoming disposition deadlines and tasks.

Valora’s BlackCat provides a full audit trail, or transaction log, indicating what change or action was taken when and by whom.

Benefits of using Valora for Records Management

Efficient & Scalable Records Retention & Disposal

Automate retention schedules based on record classes, ensuring compliance with regulatory requirements while enforcing timely disposal of unneeded records and ROT to prevent data bloat. Valora solutions scale seamlessly with increasing data volumes, enabling accurate identification and management of records as organizational data expands.

Enhance Data Governance & Lifecycle Management

Valora facilitates the entire data lifecycle, from creation and active use to tagging, monitoring and minimization (including least privilege), to archiving and eventual disposal, by applying rules based on data type, usage, minimization, and compliance needs. Consistent and automated classification of records ensures alignment with organizational policies, enabling better control and governance over information assets, while simultaneously ensuring AI readiness of curated, compliant data.

Cost Savings & Operational Efficiency

Valora’s AutoClassification Suite enables organizations to reduce storage and maintenance costs by retaining only essential files and records and securely disposing of redundant or obsolete ones. By minimizing manual records management tasks, personnel are free to focus on higher-value activities, lowering labor costs and streamlining operations.

Improve Compliance with Regulatory Requirements

Enable accurate and consistent classification of records based on content, which is vital for meeting regulatory and legal requirements in industries governed by standards like HIPAA, SOX, GxP, and GDPR. AutoClassification ensures consistent enforcement of records management policies, reducing the risk of non-compliance from manual errors or oversight.

Adapt to Changing Regulations & Business Needs

Valora’s AutoClassification tools provide flexibility to quickly update to new records management policies or regulatory changes, eliminating the need for extensive manual reclassification. This adaptability also supports business growth and transformation, including M&A onboarding and divestiture activities, enabling organizations to efficiently integrate new record types and meet evolving business requirements.

Improve Decision-Making & Organizational Efficiency

Enable your colleagues in Legal, Compliance, Privacy, IT, Procurement, and throughout the organization to quickly access high-value, accurate information for faster, more informed decision-making. Further enhance collaboration across departments by ensuring that relevant records are always easily accessible,  providing team members with the accurate information they need to work effectively together.

Records Management FAQ

We are early in the process of building our Retention Schedule, can we still use Valora?

Yes. While having a Records Retention Schedule in place is helpful in determining retention periods and handling, some organizations have used Valora to help inform their Record Class and Disposition requirements  by first identifying what kind of content is present in their data environments – so they can create policies based on what they actually have.

How do we implement changes and/or updates to our Retention Schedule?

Valora integrates directly with an organization’s Records Retention Schedule, other business policies, and guidance data, so that changes or updates are propagated automatically across the organization at the time of change.

Valora offers native connectivity to cloud-based Retention Schedule applications (such as Policy Center, FilersKeepers, etc.) for those clients who are utilizing such systems.

How does Valora help with regulatory compliance?

Valora supports regulatory compliance by automating the identification, categorization, repair, and management of enterprise data and records in alignment with legal and regulatory requirements. PowerHouse ensures accurate and consistent tagging of information, assigning appropriate retention and disposition policies, and facilitating quick retrieval of records for eDiscovery, audits or investigations.

For instance, in the financial sector, Valora helps identify and securely store financial transaction records for the required 5-10 years to comply with SOX or FINRA regulations, while ensuring older data is disposed of when permitted.

By leveraging AutoClassification, Valora clients comply with complex regulatory requirements more efficiently while also improving overall data management and reducing compliance-related risks.

How can I account for my physical records with Valora?

There are 2 ways Valora integrates with physical records. 

  1. Valora inherits digitized physical documents and metadata from your document storage provider. Each scanned file acts, appears, and is handled like its electronically-stored siblings, including full-text analysis, enriched metadata, and automated handling rules. 
  2. For boxes and documents still in physical format, we integrate with your storage vendor’s inventory tracking systems, representing each physical box (or file) as a “Mockument” – a record placeholder inside BlackCat used to report on or trigger actions at the Box or Document level.
Can Valora send out notifications to people when their files/records are expiring?

Yes. BlackCat sends users automated email notifications and/or in-app notifications when their files or records are expiring. Valora customizes these workflows based on client business processes, for instance, requesting approval by certain users to delete or migrate content. All approvals, decisions, and actions are tracked and auditable inside BlackCat.

Can Valora track when custodians have (or haven’t) given their approval for file deletion?

Yes. Valora automates these business workflows and alerts the necessary people when retention approvals have been made or decision deadlines have been missed. The cadence of these reminder notifications can be customized to user, Source Repository, Document Type, or Record Class.

Can Valora move records from the wrong locations (ex: fileshare) to the right locations (ex: SharePoint or long-term preservation)?

Yes. When Valora’s connector agents have been granted write permissions to the target repositories, PowerHouse will identify, tag, log, and physically move a file from the inappropriate location, and to the proper target repository location, including navigating file trees or taxonomies, as appropriate.