KORTO means compliance

A record is any type of information that is created or received while doing business. Records take all sorts of forms: a written or scanned document, an e-mail or voicemail, a handwritten note, a chat or a video call transcript, a record in a database.

We shouldn’t leave records lying around. They contain important and often confidential information, and we don’t want that information to fall into the wrong hands. Besides all the business reasons for managing company records in a proper and regulated way, there are also legal requirements in the EU, Switzerland, the UK, USA, and many other countries, on how records should be managed, how long they should be retained, and when they should be destroyed. Failure to comply with those regulations can have heavy consequences for your organisation.

Many books have been written on Records Management and records’ lifecycles, but it all comes down to their creation, retention, and destruction.

Records can be created in many different ways. They can be received by e-mail or they can be scanned. A handwritten note can be a record. A transcript of a video call where certain decisions were made is certainly a record, as are chat protocols if they contain record-worthy information.

Once created, records must be managed and retained to meet legal, administrative, operational, or other requirements. Different records can have different legal and business requirements and retention periods, and we must ensure that records are never changed during the retention time.

The last phase of the records lifecycle is destruction. This must be done securely, and according to the retention schedules. A record of the destruction must be retained.

 

KORTO is your friendly anchor and aid during the entire records lifecycle. With its advanced and seamless integration capabilities, KORTO can automatically detect and archive records from your current document management and line of business systems, such as Microsoft 365, Google Workspace, or any other system willing to talk to KORTO by using its APIs.

Using simple but extremely powerful classification and tagging features, KORTO will help you to easily create retention schedules for your records, in this way fulfilling business and legal requirements, and helping you to easily find and act on your records whenever you wish.

Using its powerful Cronos workflow engine, KORTO will execute actions associated with your retention schedules, such as record destruction. But you can also create retention extension procedures and destruction delays.

Security requirements

In a context of security and traceability within Records Management, it is essential that all security requirements are met, and adjusted with the major legislations. The European Union has created a legal framework and clear set of requirements when it comes to this: the eIDAS Regulation. In the USA, this has been regulated with the ESIGN and UETA regulations.

 KORTO is fully compliant both with EU (eIDAS) and US (ESIGN, UETA) regulations, and it supports signing records with the electronic signatures and electronic time stamps.

 Record managers and compliance officers can set up the way and the rules how this signing should work, and on which records should these procedures be applied.

Electronic Signatures

Electronic Stamps

ESIGN

eIDAS

UETA Regulations