There is a product that addresses this issues and works with centralized 
records management systems.

Proofpoint recently acquired NextPage.  NextPage® leverages a unique 
breakthrough model for proactive information governance by tracking and 
acting on any unstructured information—regardless of where information is 
stored and without impacting user work habits.
•	NextPage’s patented “Digital Thread™” technology acts like both a 
GPS for documents (it knows where and what they are) and a remote control 
(it controls their lifecycles by applying policies.) 
•	Unlike centralized repositories, NextPage tracks relationships 
between copies and versions of these documents as they proliferate 
(shared/network drives, email, SharePoint, thumb drives, etc.). 
•	NextPage applies highly targeted, rule-based retention, disposition, 
and classification actions to files “in-place”. 


***   Full disclosure I work for Proofpoint(previously NextPage) ***

Feel free to contact me offline if interested.

Scott McLaren
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