There are several components to the solution you may be looking for: workflow with forms/approval, classification, and migration.  There isn’t necessarily a single product that delivers this complete solution, but you could do this with a combination of tools:
1) A custom workflow configured to allow selection of network folders, and management of the approval process through the various approval levels you identified. Depending on the platform you are migrating to, the tool may be available as part of it, or integrate well with it. One example of a robust electronic forms/workflow solution that can be configured by tech-savvy business users to accomplish the above is Nintex (www.nintex.com). 
2) The most difficult part of a cleanup (with, or without destruction) is giving the business enough information about the documents to make decisions about them: destroy or migrate and if so, to where?.  It can be overwhelming when dealing with thousands of documents to make those types of decisions with no more metadata than the file properties, and without opening every document.  There are no magic auto-classification tools to do this.  Vendors such as IBM, OpenText, Haystac, and Adlib provide tools to aid in classification by allowing rules to batch similar documents together, but these can be successful only if carefully managed through a somewhat manual process.
3) Finally, the migration tool. This also depends greatly on the platform you are migrating to, as platforms support better integration with some suites over others, for example: a SharePoint platform might suggest a Metalogix, AvePoint, or ShareGate solution.  
Hope this helps!

Todd Brown
713.554.7541 (direct)   |   713.664.4357 (main)   |   713.664.4825 (fax)
Access Sciences Corporation   |   1900 West Loop South   |   Suite 250   |   Houston, Texas   |   77027


-----Original Message-----
From: Records Management Program [mailto:[log in to unmask]] On Behalf Of Westlund, Cheryl
Sent: Friday, March 03, 2017 2:28 PM
To: [log in to unmask]
Subject: Tool for Approving Destruction of File Shares

Hi.  I am looking for a tool/method to automate the certification/approval for destruction of records stored on our network file shares.  We are beginning a clean-up and migration project to move off of file shares and onto other strategic platforms where we can better manage retention, deletion, and legal holds.  I need to ensure that we have proper review and approvals before we destroy these records.

In a nutshell, here is what I need:


   1. Ability to send out electronic notification of folders marked for
   deletion including a detailed description of the contents of the folder.
   2. Business unit must certify that the records are not subject to a
   legal hold, to the best of their knowledge.  We will have sequestered the
   legal hold records in the initial phase of this project.
   3. Business unit must certify if records are regulated or not.
      - If regulated, records have met their required retention as defined
      in retention schedule.
      - If not regulated (i.e. used for business purposes only), business
      has no continuing need for the records.  We allow business purpose records
      to be retained up to 10 years but they can be deleted if they have no
      continuing value.
   4. Workflow to route the approval for destruction to the appropriate
   people who need to further approve the destruction outside of the business
   (i.e. legal counsel, tax, HR, etc.).  Workflow would allow for eSignatures.
   5. Workflow routes to IT or Records Management for final destruction of
   records and creates a certificate of destruction.

Any suggestions?

Thanks!

Cheryl Westlund, CRM

Corporate Records Management Program (COREMAP) Site Manager

usdiacoremap.roche.com / Records and Information Management Office <http://na.boost.roche.com/sites/RecordsManagement/Pages/Home.aspx> /

Phone: 317-521-4734 Cell: 317-991-0896
Roche Diagnostics Corporation / 9115 Hague Road, P.O. Box 50416 / Indianapolis, IN 46250-0416 *"Where is the knowledge we have lost in information?" T.S. Eliot, 1934*

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