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Document/Records Management
Digital document storage and retrieval systems are most commonly used to support
compliance and disaster recovery objectives, in addition to the obvious
productivity and efficiency gains that an effective records management
program can achieve.
Compliance
·
HIPAA
(Health Insurance Portability and Accountability Act): Right to carry
insurance between jobs; privacy of patient information.
·
SOX
(Sarbanes-0xley): Fiscal accountability for all public companies.
·
GLBA (Gramm-Leach-Bliley
Act): Privacy of financial information.
· SEC Rules
17a-3 and 17a04: All records related to securities transactions to be
maintained for 3 years.
·
U.S.
Patriot Act: Customer documentation requirements in order to ‘know your
customer’.
·
DOD
5015.2: Federal standards of records management.
While laws and auditing authorities vary by industry and region, many
regulations have ‘points-in-common’ regarding electronic recordkeeping. In
general, you must have the ability to:
·
Use
unalterable storage media (such as CD’s) for records archival.
·
Be able to
produce records on demand to auditing authorities.
·
Employ
reasonable controls to ensure system integrity, accuracy and reliability.
Disaster Recovery
·
Simplify
recovery planning and improve business continuity, by archiving
mission-critical records to reduce the impact of both natural and man-made
disruptions to your business.
Productivity and Efficiency
Statistics
have indicated that, on average:
·
7% of
paper documents get lost completely, while an additional 3% are misfiled.
·
19 paper
copies are typically made of each original document.
·
$20 in
labor is spent filing or retrieving a document.
·
$120 in
labor is spent finding a misfiled document
·
$250 in
labor is spent recreating a lost document.
·
A typical
professional worker spends thirty minutes to two hours a day searching for
documents.
Digital document storage and retrieval systems enable you to search, view, retrieve, email or fax your document
right from your computer screen, resulting in greater operating efficiency,
better use of personnel, optimized office space usage and increased document
portability.
VSS can provide your business with assistance in this area, by
developing a document management solution tailored to your needs.
Contact
VSS today via email at
b-continuity@vssiOnline.com or by telephone at 954-572-8538.
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Business Continuity |
Regulatory & Compliance |
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