Compliance
Document management and regulatory compliance
While laws and auditing authorities vary by industry and region, many of the policies regulating electronic record keeping have much in common. In general, you must:
- Set the records in time - the date and time of creation must be recorded and unalterable.
- Use unalterable storage media such as CDs for records archival.
- Be able to produce records on demand to auditing authorities.
- Employ reasonable controls to ensure system integrity, accuracy and reliability.
How WebDocs helps
WebDocs can be used to securely capture and store business records, but it can also be used to address the document compliance and retention issues listed above. For example:
- WebDocs gives businesses a single document repository and full control over database content types. This includes everything from Microsoft Word documents, JPGs, emails and more.
- Access to documents is strictly regulated. User rights are assigned to individuals or groups.
- Every user and document action is archived in a master log. You can even track who emailed a document and from where an email originated. This provides a secure audit trail.
- WebDocs’ version control does not allow the original document to be deleted or modified, meaning the original copy’s integrity is never compromised.
- The database structure of WebDocs allows you to tailor what you want users to access and view. Critical documents are never seen by the wrong eyes.
- WebDocs complies with IRS Audit and Federal law.
Integrated Solutions
WebDocs can be used in conjunction with email or backup appliances to create a seamless solution for storing email and critical business documents, all while allowing users to access those documents easily and quickly from a Web browser.
With regulations such as HIPAA, Sarbanes-Oxley (SOX) and SEC 17a-4 (storing to non-eraseable, non-rewritable media), using WebDocs with email and backup appliances is a great way to store and archive critical business documents.
With the back-end power and security of products like IBM's DR550 or Intradyn's ComplianceVault and RocketVault, you can be assured that your documents will be securely stored so that they're not inadvertently erased or lost.
