Adoption agencies have strict protocols for the ways they handle information. In most states, a finalized adoption requires the sealing and protection of all records long-term. For the agency, this means maintaining an enormous number of files that may or may not be accessed in the future. Document management for adoption records provides both the security and access that adoption agencies require. Here are four advantages that document management platforms bring to all parties involved in an adoption.
Adoption records frequently contain highly sensitive information. For this reason, state regulations are very specific about their storage and dissemination. Document management for adoption records maintains strict reporting for every file in the system. Both active and closed files receive ongoing monitoring and access reporting to ensure compliance with all regulations. The system also improves compliance as it reports areas of concern, encouraging improvement.
Adoption information comes from a variety of sources. Every document must arrive in the correct file, which takes time and considerable effort. Document management for adoption records integrates native applications, such as email, file sharing, and other commonly used sources for documents. In this way, the document platform indexes and stores relevant documents. This ensures that the received data is available and correctly filed immediately.
Closing an adoption file clearly does not mean disposing of it. Instead, regulations require secure storage. In the case that someone requires a closed file, it must be available and easily accessible. By using document management for adoption records, agencies implement automated standards for document lifecycles. The system retains, stores, reactivates, or destroys records based upon the agency’s particular parameters. This dynamic process is relatively hands-off and keeps records secure while also regularly clearing the active system of unnecessary clutter.
While adoption files are closed when adoptions are complete, it is not unusual for the files to be required at a later time. Agencies must prepare to retrieve and deliver records upon receiving proper information requests. With paper files, this process is cumbersome and difficult since files can span years and locations. However, when agencies employ document management for adoption records, the required files can be reactivated and accessible in a moment’s time. At the same time, when the system stores files, it protects them with secure encryption and they are only accessible through designated credentials. In short, it is the best of both security and access.
Adoption is an arduous and lengthy process. Document management for adoption records relieves some of that burden by simplifying and securing adoption documents. Interested in learning more? Contact MaxxVault today for more information.