Early in life we realize that it is important to be prepared. As students, we listen to lectures to be ready if a teacher calls us. As we build careers, we keep resumes up to date in case an opportunity arises. As professionals, we listen to customers' needs and recommend solutions, in the hope of solving problems and possibly making a sale. We know that the best protection against punitive action for non-compliance is to be prepared. So why do we generally panic when we learn that our companies are about to be audited or that a court has subpoenaed our records?
In the paper-based world of yesteryear, producing documents quickly on demand was complicated, with files being damaged, destroyed, or unreadable due to fire, water leaks, moisture, illegible handwriting, or deteriorated microfiche. The search was cumbersome, for companies, but also for auditors. In the digital age, where law enforcement is common and penalties are severe, there are fewer valid excuses for non-compliance. Most of today's business information is stored electronically, making it visible. However, many companies keep pressing the panic button when an audit comes up. Why? They are missing two things:
Centralized and searchable access to all your business information; Electronic application of the governance policies that they have implemented. Simply put, without Enterprise Content Management (ECM), you are not optimizing the technology you already have. They are not prepared.
If you were audited or cited tomorrow, could you respond without disrupting core operations or services? Would you find yourself frantically extracting reports and comparing information from different applications and paper files? If you don't have ECM, now is the time to prepare by leveraging the technologies you own and bringing dispersed business information under one umbrella where it is accessible, searchable and easy to manage. Don't let compliance demands bring your business down like a house of cards. Learn to face the challenge with confidence.
Guarantee the privacy and security of customer information.
Keeping documents safe, but accessible when they are needed, is difficult. Even digital files are challenging if you have to search through multiple software applications, voice messages, and emails to find information. ECM gives you control over who views, annotates, or acts on files, ensuring instant and proper access. By capturing all of your documents, images, and messages electronically and integrating those systems with browser-based ECM, authorized individuals can access everything they need, wherever they are and when they need it, with just a few clicks of the mouse.
ECM provides a single access point and search repository for everything you digitally capture. Rules-based access allows you to apply privacy, security, and accountability measures to every document that contains identifiable information about a person. Access is granted based on username, job title, or other personal identifiers. Confidential information hidden in email, scanned documents, faxes, voicemail, or business and legacy applications is secure. Digital traces of file interactions provide unquestionable proof of compliance with the rules you set.
Manage records effectively and produce records on demand
Records Information Management (RIM) professionals have heavy burdens on their shoulders. Mergers, acquisitions and downsizing add to the record management challenge. Meticulous planning and close monitoring mitigate risk, but it's tough in a mixed media world. For more information visit here https://www.regcompfinancial.com/
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