The 2002 Sarbanes-Oxley regulations served as a wake-up call for CIOs to formalize document retention policies to meet compliance requirements. But regulatory demands-and the number of documents produced daily-continue to grow. So a solid document management process is a necessity. CIOs struggle with creating the policies, getting buy-in from the end users and managing the technology. Members of the CIO Executive Council, who meet regularly to discuss compliance approaches, share techniques that have made document retention policies work for them.
The 2002 Sarbanes-Oxley regulations served as a wake-up call for CIOs to formalize document retention policies to meet compliance requirements. But regulatory demands-and the number of documents produced daily-continue to grow. So a solid document management process is a necessity. CIOs struggle with creating the policies, getting buy-in from the end users and managing the technology. Members of the CIO Executive Council, who meet regularly to discuss compliance approaches, share techniques that have made document retention policies work for them.
Get the policy right
The first step is making sure that the right items are covered in your document management policies. For this, CIOs can rely on business peers, outside counsel and special regulatory tool kits.
"Initiating a high-level review of our document retention policies had to be a joint effort between myself and the general counsel. If we weren't both involved, I don't know how the effort could succeed," says George Washington University CIO Ron Bonig. For instance, GWU receives subpoenas and e-discovery requests around contracting and personnel questions. To ensure colleagues' participation and buy-in, Bonig stresses the fiscal importance of good policies and compliance. "The cost to the university in a federal lawsuit could be huge if we don't properly address retention," he says. "I put it in dollars, which really woke people up."
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