NextPage manages documents with a light touch
Unobtrusive document tracking fits smoothly into existing workflows to provide basic, no-frills management
Document Retention archives copies of documents to either a shared location (assigned by the project administrator) or another location on a local or networked drive. Although NextPage makes this convenient by including the archive tool in the dashboard, using Document Retention for saving archival copies of the document isn't required: the system also successfully tracked documents I archived outside the tool through Explorer or other means.
Sending a clean-up request is as easy as selecting the document to remove and pressing the "Send Cleanup Request" button. Document Retention automatically creates an e-mail with a clean-up request attachment that other copies of Document Retention will understand. The requestor can send the clean-up message to everyone who has versions of the document or to selected individuals. Opening that attachment on another machine automatically places the user in a three-step clean-up workflow inside Document Retention.
In the first step, the user can add or remove files from the clean-up list. In the second step, the user selects any files that should be archived. In the third step, the user actually deletes the files. Once the files are deleted, other copies of Document Retention reflect the change, allowing the owner to verify that the clean-up is complete.
Ease of use is top of mind
One of the nice touches in Document Retention is the help system. Each time a user is asked to take action, there is a convenient help link that explains what that action does or how to handle exceptions. For example, Document Retention might ask a user to "Look over the list to make sure no files are incorrectly assigned or missing," followed directly by a link that reads "What if there are?" that provides instructions to deal with the problem.
Document Retention is a good fit for any company that needs to meet regulatory requirements for document retention and management. Its distributed nature makes it particularly well-suited for deploying to groups within a company and then moving it out to other groups as needed. Remember, though, that this is not an enforcement engine; it will track a document's movements, but won't prevent it from being sent to unauthorized users, for example. (That task can be handled by data security products, such as data leak protectors).
Complying with document management practices mandated by external regulations or internal policies is nearly impossible to achieve without tool support. Good tools should fit the way people work without compromising functionality. By those criteria, Document Retention measures up well.