Enabling AI with Records and Information Management

Estimates indicate that a staggering 120 zettabytes of data were generated in 2023 alone. In other words, former Google CEO Eric Schmidt noted that "Every two days, we create as much information as we did from the dawn of civilization up until 2003." Clearly, the exponential growth of data necessitates meticulous management through proper records and information management (RIM) practices. This becomes even more crucial with the anticipated rise of new AI platforms set to further expand the global datasphere.

The RIM Challenge

The landscape in modern business operations has drastically evolved from merely managing business records to encompassing the management of vast arrays of company data. Many large enterprises find themselves overwhelmed with millions of documents daily, prompting a shift towards digital recordkeeping. However, this transition brings forth a host of challenges as companies navigate the complexities of managing their data effectively, especially in anticipation of future AI integration. These challenges include:

• Dealing with unstructured data: Large volumes of data arrive in various formats such as documents, emails, chats, reports, images, and videos, making its processing a daunting task for traditional data management tools.
• Handling scattered data: Data is often scattered across numerous silos, complicating the evaluation and analysis process.
• Ensuring compliance: Businesses must adhere to stringent compliance standards mandated by international data protection laws like the GDPR and CCPA, necessitating meticulous recordkeeping from creation to deletion to avoid potential fines.
• Ensuring security and accessibility: Records must be safeguarded and readily accessible to authorized personnel to optimize operational efficiency while maintaining data security.

What is Needed?

Understanding which documents to retain and for how long is imperative for maintaining legal and regulatory compliance. Therefore, to effectively manage data, organizations must establish a comprehensive records management strategy. Equally crucial is knowing the precise location of records. Hence, every document must undergo accurate indexing and classification to facilitate retrieval at any stage of the information lifecycle.

Additionally, safeguarding documents from unauthorized access, theft, and tampering is paramount. Implementing advanced access restrictions, two-factor authentication, and robust protection against malicious attacks are essential components of records management. Just as crucial is knowing when to securely and defensibly dispose of documents, aligning with the company's retention policies.

The Solution

The ZL Platform empowers users with flexible record categorization capabilities, enabling them to seamlessly classify and automate record classifications. By avoiding the retention of documents beyond their necessary lifespan, organizations alleviate strain on storage infrastructure while mitigating privacy, security, and compliance risks. Through adjustable lifecycle policies aligned with industry and regulatory standards, the ZL Platform facilitates comprehensive document lifecycle management, encompassing preservation and destruction. Furthermore, it facilitates defensible remediation through detailed audit logs, providing transparency and justifiability in records management and document deletion processes. The ZL Platform also facilitates enterprise-wide search, enabling users to pinpoint the most relevant records across the organization.

Final Words

As a company grows, its data volume inevitably increases, necessitating proactive management strategies for sustainable growth. Similarly, the evolution of GenAI underscores its potential significance, with many advocating its adoption as an inevitable progression. However, before integrating GenAI into operations, businesses must confront and address the challenges they face, both today and tomorrow. Contact us today for a comprehensive understanding of how to effectively manage your organization's data assets.

AI archiving Artificial Intelligence corporate email archiving data archiving Data governance data management email and communications archiving File Analysis File Analysis and Management file management information governance Knowledge Management records records management

Bivek Minj graduated from the Indian Institute of Mass Communication with a degree in English Journalism. He serves as a Content Writer at ZL Tech India's Marketing department. He comes to the industry with a desire to learn and grow.