3 ppt 6 – 7 slied

Business and it dis. Replies

1- Mariam
Electronic Records Management and Retention Recommendations by Leading
Vendors
In today’s digital age, electronic records management (ERM) has become a
fundamental aspect of organizational efficiency and legal compliance. Companies face
the challenge of managing vast amounts of data while ensuring they comply with
regulatory requirements. Retention recommendations and the solutions offered by
electronic records management vendors play a critical role in addressing these
challenges. This discussion examines two prominent vendors in the field, Iron Mountain
and Box, focusing on their retention recommendations, services, and the importance of
these solutions for business managers. By analyzing these vendors, we can understand
how they help organizations manage data and make informed decisions while
maintaining compliance with industry regulations (Turban et al., 2018).
Retention Recommendations
Vendor 1: Iron Mountain
Iron Mountain provides a comprehensive set of retention recommendations based on
industry standards, legal requirements, and operational needs. They suggest that
organizations create a retention schedule tailored to their specific needs, taking into
account factors like the type of records, regulatory requirements, and internal policies.
For example, financial documents may need to be retained for seven years due to tax
laws, while employee records might be kept for a longer period due to employment
laws (Fundamentals of Records Retention Schedule, n.d.).
Why These Recommendations Are Made: Iron Mountain’s recommendations are
rooted in compliance with legal requirements and minimizing risks associated with data
storage. By advising businesses on retention schedules, they ensure that organizations
do not store records longer than necessary, which could lead to inefficiency and
unnecessary costs. On the other hand, they also ensure that businesses do not destroy
important records prematurely, which could result in legal and operational
risks (Fundamentals of Records Retention Schedule, n.d.).
Vendor 2: Box
Box recommends cloud-based retention policies that automatically enforce retention
periods for various types of documents. For instance, they suggest using automated
workflows to delete certain records after a specified retention period. They also
emphasize integrating retention policies with compliance frameworks like GDPR or
HIPAA for industries that handle sensitive information (Khaleel et al., 2023).
Why These Recommendations Are Made: Box’s approach helps businesses maintain
compliance with evolving regulatory standards and avoid costly fines or legal
implications. The use of automated retention ensures that businesses can focus on
their core operations without manually managing vast amounts of data. Automation
also prevents human error in record retention, ensuring that businesses stay compliant
with industry standards without over-accumulating digital records (Ali & Zhang, 2024).
Services or Solutions Offered

Iron Mountain Services: Iron Mountain offers a range of solutions including physical
records storage, data protection, secure shredding, and digital document management.
Their cloud-based services provide secure online access to stored records, making it
easier for businesses to retrieve documents on-demand, while also ensuring that
records are securely archived and protected from breaches or disasters (Alabdulatif et
al., 2023).
Importance to a Business Manager: For a business manager, these services are crucial
as they help in safeguarding sensitive company data, ensuring compliance with
regulatory requirements, and enabling efficient access to documents when needed. The
ability to securely store physical records and transition to digital solutions provides
flexibility, cost savings, and improved operational efficiency. For example, a manager in
a healthcare organization can rely on Iron Mountain’s services to securely store patient
records and meet HIPAA compliance standards, ensuring that the organization is
prepared for audits or legal scrutiny (Morić et al., 2024).
Box Services: Box specializes in cloud-based document storage and collaboration,
offering features like file versioning, sharing, and permissions management. It integrates
with various enterprise software tools and ensures that all records are stored and
managed according to customized retention policies. Box’s security features, including
data encryption and multi-factor authentication, help ensure that sensitive data is
protected while being easily accessible (Al Lail et al., 2024).
Importance to a Business Manager: Box’s cloud-based solutions are essential for
businesses looking to streamline workflows, reduce physical storage costs, and ensure
secure, easy access to digital records. A business manager can use Box’s collaboration
tools to enhance team productivity, improve document workflows, and reduce time
spent searching for critical information. For example, a manager at a technology firm
can use Box to manage product development documents, ensuring that team members
have real-time access to the latest versions while complying with internal retention
policies (Abioye et al., 2021).
Conclusion
Both Iron Mountain and Box provide valuable solutions for managing electronic
records, ensuring compliance with retention schedules, and safeguarding sensitive
data. Iron Mountain’s focus on tailored retention schedules and physical document
management supports businesses in meeting regulatory requirements and reducing
risk, while Box’s cloud-based solutions help streamline workflows and enhance
collaboration. For business managers, these solutions are crucial for optimizing data
management, improving operational efficiency, and ensuring compliance with everevolving legal standards. By adopting these services, organizations can enhance
decision-making, minimize risks, and improve overall organizational
effectiveness (Turban et al., 2018).
References
Abioye, T. E., Arogundade, O. T., Misra, S., Adesemowo, K., & Damaševičius, R. (2021).
Cloud-Based Business Process Security Risk Management: A Systematic Review,
Taxonomy, and Future Directions. Computers, 10(12), Article 12.

Al Lail, M., Moncivais, M., Benton, R., & Perez, A. J. (2024). Cloud-Based Access Control
Including Time and Location. Electronics, 13(14), Article 14.

Alabdulatif, A., Thilakarathne, N. N., & Kalinaki, K. (2023). A Novel Cloud Enabled Access
Control Model for Preserving the Security and Privacy of Medical Big
Data. Electronics, 12(12), Article 12.
Ali, M. L., & Zhang, Z. (2024). The YOLO Framework: A Comprehensive Review of
Evolution, Applications, and Benchmarks in Object Detection. Computers, 13(12),
Article 12.
Fundamentals of records retention schedule. (n.d.). Retrieved January 31, 2025, from

Khaleel, M. I., Safran, M., Alfarhood, S., & Zhu, M. (2023). Workflow Scheduling Scheme
for Optimized Reliability and End-to-End Delay Control in Cloud Computing Using AIBased Modeling. Mathematics, 11(20), Article 20.

Morić, Z., Dakic, V., Djekic, D., & Regvart, D. (2024). Protection of Personal Data in the
Context of E-Commerce. Journal of Cybersecurity and Privacy, 4(3), Article 3.

Turban, E., Pollard, C., & Wood, G. (2018). Information Technology for Management: OnDemand Strategies for Performance, Growth and Sustainability (11th edition). Wiley.

————————————2- Ghadeer
Effective electronic records management (ERM) is important for organizations to
maintain compliance, ensure data security, and streamline operations. Two notable
vendors in this space are Access Information Management and Hexagon US Federal.
Retention Recommendations
Access Information Management emphasizes the importance of adhering to legal
retention periods, ensuring that electronic records are organized, secure, and
accessible throughout their lifecycle. They advocate for the secure disposal of records
once their retention period expires, aligning with best practices in records management.
Hexagon US Federal provides electronic records management solutions tailored to
federal agencies, focusing on compliance with federal regulations. Their services
include identifying, collecting, analyzing, sorting, scanning, retaining, retrieving,
declassifying, and processing large amounts of digital data. This comprehensive
approach ensures that records are managed in accordance with federal retention
requirements.These recommendations are made to ensure compliance with legal and
regulatory requirements, mitigate risks associated with data breaches or loss, and
maintain operational efficiency.
Services and Solutions
Access Information Management offers a range of services, including secure storage,
document digitization, and a technology-enabled suite of digital transformation
services. Their end-to-end solutions assist organizations in managing the complete
records lifecycle, from creation to secure destruction.Hexagon US Federal specializes in
electronic records management solutions for federal agencies. Their services
encompass the entire records management process, ensuring that agencies can

effectively manage large volumes of digital data in compliance with federal
regulations.For business managers, these services are vital as they ensure that records
are managed efficiently and securely, reducing the risk of non-compliance with legal
requirements and enhancing the organization’s ability to access and utilize information
effectively.
Concepts, Principles, and Theories
The principles of records management emphasize the importance of systematically
controlling the creation, distribution, maintenance, and disposition of records. This
ensures that valuable information is accessible for operational needs and legal
compliance. The lifecycle concept in records management highlights the stages through
which records pass, from creation to final disposition, underscoring the need for proper
management at each phase.
Implementing these principles through ERM systems helps organizations maintain data
integrity, ensure compliance with regulatory requirements, and support decisionmaking processes by providing timely access to accurate information.

Conclusion
Electronic records management (ERM) is essential for organizations to maintain
compliance, ensure data security, and enhance operational efficiency. Vendors
like Access Information Management and Hexagon US Federal provide robust
solutions tailored to different industries, helping businesses and government agencies
manage records effectively. Access focuses on comprehensive document management
and secure disposal, while Hexagon specializes in federal compliance and large-scale
digital data handling.
By implementing ERM solutions, organizations can streamline their records lifecycle,
reduce legal risks, and improve accessibility to critical information. As businesses and
governments continue to navigate an increasingly digital world, choosing the right ERM
vendor is crucial for maintaining compliance, protecting sensitive data, and supporting
strategic decision-making.

•
•

•
•

•

References:
Access Information Management. (n.d.). Records and information management
solutions. Retrieved from
Hexagon US Federal. (n.d.). Electronic records management solutions. Retrieved
from
New York State Archives. (n.d.). Electronic records management guidelines. Retrieved
from
Pollard, C., Turban, E., & Wood, G. (2018). Information technology for management:
Ondemand strategies for performance, growth, and sustainability (11th ed.). John Wiley
& Sons, Inc.
Ramady, M. A. (2006). The Saudi Arabian economy: Policies, achievements, and
challenges. Springer.

Purchase answer to see full
attachment