Get the Most Value—and Least Risk—from Your Important Documents

The ZyLAB system manages the intake, workflow, execution, archiving, tracking, retention, termination, renewal and disposition of data-rich and legally-risky documents such as human resources records, legal agreements, and investor documentation. Whether you are managing board meeting minutes, employee performance reviews, member information, project management files, customer orders, or service level agreements, the ZyLAB system ensures vital information is preserved as part of organizational memory and made accessible to the right people at the right time. Likewise, the system helps organizations avoid storing irrelevant or potentially risky information longer than necessary.

Features & Functions for Records & Contracts Management

  • Unite all types of information that is spread across myriad storage devices; Store any kind of document: books, handwritten notes, Web pages, e-mail and attachments, video and electronic documents (PDF, Word, Excel, Lotus Notes, and so on).
  • Work with information stakeholders to define the workflow, access rights, and filing plans required by various departments and functions within your enterprise
  • Role-based user security model
  • User friendly intake module
  • Set retention and disposition schedules for archived and new records
  • Automatic indexing and de-duplication
  • Automatic categorization and routing to proper archive
  • Automatic, batch redaction
  • Impose and enforce policy-driven guidelines
  • Automatic alerts for expiration, renewal, etc.
  • On-the-fly archiving (optional)
  • Complex searches of text, metadata and key fields in more than 400 languages
  • Data monitoring
  • Audit all actions taken on documents and by whom
  • Graphical visualization and data mapping
  • Output document bundles in PDF, TIFF or other document exchange formats
  • Document disposition
  • Generate trend reports or procedure appraisals
  • A scalable system in terms of size and complexity:
  • A system with basic, semi-manual processing
  • Moderate automation and integration with other systems like Microsoft Outlook and Microsoft SharePoint
  • A fully-automated deployment that complies with Sarbanes-Oxley, privacy and data protection guidelines, the Freedom of Information Act, Department of Defense 5015.2, the National Archives standard for electronic records management systems (ERMS), Federal Rules of Civil Procedure for electronically stored information, Sedona Conference principles, and the Electronic Discovery Reference Model (EDRM).

Benefits

  • Cost-effective, long term archiving
  • Improved control over information
  • Regulatory and legislative compliance
  • Reduced risk of storing risky data unnecessarily
  • Protect against malicious litigation
  • Better knowledge sharing
  • Easier response to inquiries or litigation
  • Increased process efficiency
  • Faster retrieval of information
  • Better daily due diligence and data monitoring.

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