For Your Peace of Mind
MicroRecords retrieval solutions built in password security and audit trails, help organizations stay in compliance with regulations and laws such as HIPAA (Health Insurance Portabilty and Accountability Act) and Sarbanes-Oxley (financial & accounting disclosures).
The built in audit trails create a searchable database that lists all of the users that have accessed the system and details every page viewed, printed, or emailed. You can search this database by user, date, or document. For example, you could search an account number and see which user viewed that account’s file and the time and date the file was viewed.
Best of all, the digital document repository is secure from unauthorized use, and quickly accessible to personnel with a legitimate need for information.
Document Scanning Compliance
Check Clearing for the 21st Century Act (Check 21) was enacted by the Federal Reserve System to foster the transition from paper-based to image-based check processing to improve the efficiency of the nation’s payment system. The capabilities of having secure digital documents help banks comply with Check 21.
Family Educational Rights and Privacy Act (FERPA) – This Federal law protects the privacy of student educational records by providing parents and adult students certain rights and control over the disclosure of the information. The capabilities of secure digital documents facilitate FERPA compliance while enabling schools to reduce records management costs.
Federal Rules of Civil Procedure (FRCP) – govern all civil actions and proceedings in the U.S district. Effective as of December 2006, FRCP amendments make every company involved in lawsuits and federal litigation legally responsible for preserving and recovering electronic documents and email messages as part of legal discovery. Companies of every size and across any industry can use document management solutions to reduce the time, cost, and burden of locating and reproducing electronically stored information, while at the same time improve operational efficiency and employee productivity.
The Financial Modernization Act of 1999, also know as Gramm-Leach-Bliley Act (GLBA) – opened competition among financial institutions, including banks, securities companies and insurance providers. It allows commercial and investment banks to consolidate and includes provisions that govern the collection, disclosure and protection of consumers’ nonpublic or personally identifiable information. Secure digital documents capabilities enable financial institutions the fulfill GLBA requirements and protect customer information.
Healthcare Information Portability and Accountability Act (HIPAA) – The Health Insurance Portability and Accountability Act (HIPAA), issued in 1996 by the United States federal government, sets standards for the electronic exchange of healthcare data, regulates the security and privacy of personally identifiable information and requires providers to use national identification systems for patients, providers, payers and employers. Healthcare providers use secure digital records to improve the security and efficiency of their healthcare system while saving time and money.
Home Mortgage Disclosure Act (HMDA) – Enacted in 1975, it requires lending institutions to collect and disclose information about housing-related loans and applications. Document management solutions empower lenders to effectively manage information for compliance.
Payment Card Industry Data Security Standard (PCI DSS) – This cohesive policy helps merchants protect credit card account information and prevent credit card fraud. Today, businesses leverage the capabilities of document scanning to assist in building and maintaining compliant practices.
Sarbanes-Oxley Act (SOX) – is a U.S. federal law designed to combat accounting fraud, improve financial disclosures and increase corporate responsibility. Companies leverage the extensive security settings, disclosure tracking and system auditing capabilities of scanning technology to build confidence in their SOX compliance strategy.
The U.S. Securities and Exchange Commission (SEC) Rules 17a-3, 17a-4 and 17ad-7 were implemented under the Securities Exchange Act of 1934 and outline records archiving rules for the securities industry. In years past, these SEC rules covered only paper records, but today, they include electronic documents as well. Businesses use the extensive features of document scanning to enhance their SEC 17 compliance strategy and gain competitive advantage.