Government regulations are one of the biggest demands on companies today. Keeping up with the requirements for data retention and security is stressful. Failure to comply with regulations can mean great losses for your organization. Thankfully, no company has to tackle compliance on its own. A quality content services provider comes alongside your company and helps you meet regulations. Here are three key ways content services helps with compliance.
We all like to think our offices are secure, but open or unlocked filing cabinets or drawers are not uncommon. Furthermore, files that are required outside the office, for work at home or meetings, are rarely kept in secure conditions. In contrast, records stored via content services have strict access settings. No one without the correct permissions is able to access your organization’s data and documents. Additionally, MaxxVault includes minute controls on user privileges including the ability to edit, export and print, or delete documents.
In addition to controlling access to documents, content services also includes a complete audit trail for every file and every employee. In this way, there is no question as to who had access to a file, or what changes it underwent and when. When faced with an audit or compliance reporting, the system can generate a report for any and all data in your repository.
One of the biggest challenges for companies seeking compliance is staying on top of the document’s lifecycle. Almost every industry has regulations that dictate the length of time they must retain certain documents. Most often, offices find themselves clogged with old documents they no longer require. This happens when there is not a retention workflow in place. Alternatively, content services platforms offer workflow capabilities to manage the lifecycle of your documents. The system tracks the age of documents and moves them to the archive at the appropriate time. Following the required period for retention, the system will prompt the records manager to delete them. Additionally, you can place holds on files that require longer retention. In this way, the system stays up to date, meets legal requirements, and avoids retaining unnecessary files.
There is no magical solution to ensure compliance across an organization. However, by using content services, you ensure that your content is managed, stored, accessed, and disposed of appropriately. MaxxVault software is designed for compliance with regulations such as Sarbanes-Oxley, DoD 5015.2, ISO 15489, HIPAA, the Gramm Leach Bliley Act, and the SEC. To hear more about MaxxVault and it’s ability to help your organization with compliance, contact us today.