File Butler -- Remove Obsolete Files Automatically
The Document Retention Problem
Filenames For Document Retention
Let The File Butler Do The Hard Work
Lets face it, retaining documents isn't the
problem. We automatically retain documents. It is simple to
retain documents. The real problem is document destruction. Document
retention is easy. Document destruction is hard. The File Butler
makes document destruction a snap.
Determining how long to keep documents is the
focus of most document retention discussions. Actually, determining the
deletion date is the easy part. There are lots of excellent guidelines on
when obsolete documents or obsolete files should be deleted. Finding the
time to delete the documents is the real problem.
Finding the time to delete old documents is a
major problem. Why? "The job is done." "People are working on more important
issues." "No one has time." "It was going to be done when work got slow, but
the level of work never got slow."
What happens when there is no time to delete
- Legal exposure as in the Arthur Andersen
& Co. - Enron scandal. (Clearly, failure to destroy obsolete documents
before the subpoena was issued was only one of many problems in the
- The computer gets loaded up with
- You will need a new computer or hard
disk upgrade sooner.
- Slower computer access times.
- Longer backup times.
- Requirements for more expensive tape
- Greater difficulty finding documents
that you need.
- By the time a computer file should be
deleted, it may be hard to tell when that file can be safely deleted.
- The person that has to do the grunt work
of a search - and - destroy mission to locate obsolete files will not
enjoy the work.
The DTS File Butler solves this problem.
Simply add the deletion date to the filename when the file is created. After
all, the person that creates the file probably knows best when, if ever, it should be
deleted. Run the File Butler over a coffee break, lunch or at night. The
File Butler will quickly either delete or move obsolete files.
Filenames For Document
Include the deletion date in the filename.
Furthermore, add a prefix to the deletion date to avoid any confusion. We
recommend a deletion date prefix of "del-".
Example. Lets say your Document Retention
policy for monthly broker statements dictates that they should be deleted
after one year. (This might make sense if the broker issues a year - end
annual summary that includes all transactions for the year.) You might want
to use a filename of "stmt 03-31-2003 del-03-31-2004.pdf". In this
example, one can tell that this file can be deleted after March 31, 2004.
Even better, with the DTS File Butler, your computer can automatically
remove this file after March 31, 2004.
Let The File Butler Do The
Adding the document retention date to your
paperless office files is fairly simple. You still have one of the most time
consuming problems unsolved at that point. Even though you are including a
deletion date with the filename, you will still need to use Windows Explorer
to hunt down and delete the files. That makes your paperless office a little
more costly. The File Butler will automatically hunt down and delete those
files for you. It is really just that simple.
The File Butler can work as simply as:
- Start the program.
- Hit the Run button. The program will
search through your C: drive for obsolete files to either delete or
You can run this over a coffee or lunch
break. You can run it after you have left the office.
You can also run File Butler from the Windows
Scheduler. Our instructions shows you how to easily set this up. You
can schedule File Butler to run every night, once a week or once a month. It
is your choice.
The program lets you decide whether File
Butler should automatically delete the old files or move them to a
"quarantine" folder. Deleting the old paperless office files is the fastest
and easiest choice, but it is not the safest choice. When you choose to have
the File Butler move the obsolete files to a "quarantine" folder you have
one more chance to double check whether the files should be deleted.
An example of files moved to the quarantine
The program also looks for obvious problems.
Read-only files won't be deleted. Files with file creation dates AFTER your
deletion date won't be deleted. If there is any question whether or not a
file should be deleted, the file won't be deleted or moved, but a warning
report will alert you to the issue. Integrity of your system is the number
Release Date: March 14, 2003
Microsoft Windows 95/98/ME, NT4, 2000 & XP.