Companies are responsible for their paper documents, often stored and managed separately by different processes. This is not without its problems in terms of security and compliance.
In today’s economy, no company shall not refuse other choice than to total efficiency, whether in terms of financial, environmental or operational.
One aspect frequently underestimated the effectiveness of compliance and ensuring compliance for all company documents. Because their messaging and electronic files are stored and managed efficiently to meet statutory and regulatory requirements of their industry, companies assume that they have mastered the subject. But this is simply not the case.
Companies are also responsible for their paper documents, often stored and managed separately by different processes. This is not without its problems, not only for storage but also secure the company’s ability to combine manual and electronic systems for operations or compliance.
The increasing weight of legal requirements requires not only the compliance of businesses, but also the establishment of traceability to demonstrate their compliance and their ability to provide this information in a timely manner.
The easiest way and most efficient way of obtaining this result is to integrate all paper documents into an electronic workflow like a electronic medical record software program. Result: the creation of a single stream of information and documents that can be followed, Research and report as necessary.
And that’s not all: companies can reduce costs, improve employee productivity and increase their overall effectiveness all with one simple medical office software.
Curiously, according to statistics, 30% of key business documents are still made of printed matter. These paper documents have been created by the company or come from the outside, this proportion is too dangerous because it weakens the company’s exposure to significant risks and unnecessary.
Have two separate streams of information (paper and electronic) is simply irresponsible. The cost of physical storage of paper documents, both in terms of money and space, is secondary. That is the question of security is a concern. A company that operates in two distinct business process is facing all the difficulties and associated vulnerabilities.
Despite this, some companies remain reluctant to take the necessary steps to integrate the two streams of documents. This process is not necessarily synonymous with cost and complexity, and a few simple steps can enable a company (any size) to make this integration quickly and easily.
The initial investment should not discourage companies because the process is possible from the MFP or scanner existing software with embedded needed. Another possibility is to connect a separate workstation with touch screen device. Both options are equally viable one than the other and widely available.
Paper documents must be integrated into the electronic workflow to the point of entry into the business. Delaying this process, companies are only exposed to weaknesses: loss or theft of documents or lengthy delay, or even permanently, by integrating them into the stream.
This integration involves the storage of material within the database or the solution to electronic document management (EDM), applying the security measures and allowing the recovery of material in the desired conditions and timely. The original document can then be destroyed or stored off-site storage equipment cheap to meet regulatory requirements and ensure business continuity in case of disaster.
At this entry point it is possible to implement access controls and security measures to limit users’ rights (permission / prohibition to view, edit, print, d record or forward a document). This step is essential at a time when information security and data has never been examined so closely. In fact, 90% of IT administrators would steal confidential information from their business if they were fired. Such statistics confirm how essential it is to employ all the safeguards available to us.
But then, what should you make a solution of GOL to ensure full compliance of your company with current regulations?
• It should be possible to integrate a document to the system without providing the user information relevant and although this activity is contained in a file to create a clear traceability.
· All documents should be afforded a level of confidentiality under the appropriate entry process so that their contents are visible only to authorized personnel. It depends on what type of scan, medical billing records, billing or financial information …
• It should be possible to scan a document and send it by fax or email without this shipment is recorded in an audit file. The scanning system of electronic mail should be fully integrated messaging system of the enterprise so that documents are sent as if they were sent from the user’s desktop. In this way, the transaction is captured and kept with all other emails from the company and its traceability is ensured for the future.
· All scan jobs should be recorded so that it is possible to keep a log of all outbound communications for audit. The recipient type information, object scanned, the scanning of copyright, date and time of digitizing and mode of transmission (email, fax, file transfer via network, etc..) Are essential.
• The system should support authentication of users at the scanning device so that the user can classify confidential or personal information in the appropriate folder secure. The software solution should provide direct integration with EDM system used to store documents immediately and to apply the standard security measures.
· The scanning solution should also include encryption capabilities. Thus, according to his classification level, the document could then be automatically encrypted before it is sent by email or transfer via network. Ideally, the solution should provide a 128-bit encryption.
• When a document is scanned, temporary files are stored on the system hard drive. Therefore, ideally, these files should be deleted and completely inaccessible to people using tools to recover data.
It is essential that the control software provides the necessary security measures and that creates an audit trail to monitor and control all user activities. Without this level of security and control, companies will find quickly the alarming increase in cost and time to demonstrate their compliance with standards and regulations.
This compliance with regulations has become one of the favorite subjects of the boards last ten years. Companies that do not meet the essential points of legal regulations and their industry are subject to severe fines, penalties or even prosecution for executive managers. It is now possible to declare themselves ignorant and implement processes to electronic document management effective only after being sanctioned.
While the compliance of digital data is increasingly recognized, partly due to some scandal, there is still a major risk for the information paper that is not under control. It is time for companies and their boards to take responsibility and act before it’s too late.