We've talked about using this site as a place to pose questions and challenges and seek solutions from members. Pauli contacted me with a great question this morning and I'm posting it here and hoping for your responses.
Question: "I'm interested in how different organizations archive and document communications to meet legal record retention requirements. Our General Counsel is requesting that every marketing piece have an edition date and can be retrieved upon demand. Just wondering how folks do that... and what platform do they use? Thanks!"
Please leave your suggestions in the comments below (if you prefer not to register, you can select "anonymous" from the posting options and sign with your first name at the end of your comment if you'd like to share your identity.)
Thanks for your input...your knowledge and experience will help make PICA-Connect! even better!
3 comments:
My company created an online document retention catalogue that shows each marketing item (brochure, update, sample prospecting letter, etc.) with an identifying number and an edition date. This searchable system was built internally, so we didn't use a specific platform, but it's pretty slick: divided by line of business (commercial, personal, life, etc.), type of material and even by state. The best part is that it is available to agents on our agent's site, complete with PDFs of each item that they can customize with their agency info, contact info, or even a headshot, and then print it. Meanwhile, our Printing department keeps track of the ID numbers so none are used twice and also the edition dates. Lots of detail and attention are required, but even if you didn't do an online version, I think keeping an ongoing chart using Excel for each state might help keep it organized. Also, if your company wants to spend money on a system, vendors like Progressive Impressions International offer products like Conductor. You might research some vendors to see what they offer. Good luck! - Kirsten
P.S. Wanted to add...Our agents can also order already printed materials from our supply department, and they have a space for customization, but we do not do that for them here. They either affix a sticker or use a stamp to put personalization on those materials. - Kirsten
Our company worked with a third-party vendor, through our General Counsel's office, to set up a document retention program. It's probably not in the company's best interest to save everything for eternity. We're based in Ohio, and the state has specific laws about how long various files must be saved. Our publications are all online, so we can still access them. I believe we have to save them for seven years. Don't know if this helps at all.
-Patrick
Post a Comment