Help your business meet compliance regulations

Improve your compliance program by archiving documents the right way  

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If you’re in a highly regulated industry, like legal, financial services, or government, you know that electronic content archiving is the right way to go. It standardizes your content under a format that’s easier to manage and indexes it for future search and retrieval. Yet how does your organization put a solution in place that contends with the massive data growth you’re experiencing?

The technical challenge:
 ever-growing content in every format

We’re creating data at a pace and level of complexity that’s difficult to comprehend—and challenging for organizations to manage:  

  • Documents won’t open if their format isn’t supported anymore
  • Active content causes content changes in archived documents  
  • Executable code in documents may contain viruses or malware  
  • Unstructured data, such as tweets and social media posts, increases the complexity of capturing and analyzing it  

This means it’s critically important to ensure you’ve got a solution for standardizing the format of data and documents being archived. 

The business risk of noncompliance is huge

Because of the vast number of guidelines for compliance, it can be all too easy for your organization to find itself in violation of an array of laws, including wage, hiring, labor laws, safety procedures, tax reporting, and many more.   

The proof of compliance lives in your corporate documents. They’re the first thing any judicial body is going to want to see. If you can’t easily access and provide the necessary documents, it can result in: 

  • Flagging for non-compliance 
  • Payment of heavy fines  
  • Damaged company reputation   

Steps for creating a smart, compliant archiving strategy

Increase Customer Satisfaction

Make the text in your archived documents searchable, not static. Scanned files are just pictures without readable text so they can’t be indexed. To fix that, use a reliable OCR engine to guarantee that all your archived documents have searchable text that can be found by normal queries.  

Increase Customer Satisfaction

Ensure your documents can be opened years down the road by archiving files as PDF/A  It’s an ISO-compliant standard that all PDF readers and editors must be able to open, now and well into the future.   

Increase Customer Satisfaction

Prevent viruses from entering your archive. PDF/A eliminates active hyperlinks that could be viruses, which helps protect your content and systems.

Regulatory compliance solutions at hand

Sarbanes-Oxley Act 

Applies to publicly traded companies, public accounting firms, auditors, brokers, securities analysts. According to SOX, companies must assess their document processes, structure them effectively and take steps to control risks. Learn how Foxit Enterprise Automation can help you comply with Sarbanes-Oxley Act.  

SEC 

Financial services such as brokers, dealers, exchange members need to comply with SEC regulations. 17 CFR Part 210 mentions “Retention of Records Relevant to Audits and Reviews”. The rule is requiring accounting firms to retain for seven years certain records relevant to their audits and reviews of issuers' financial statements. Records to be retained include an accounting firm's workpapers and certain other documents that contain conclusions, opinions, analyses, or financial data related to the audit or review. Learn how Foxit Enterprise Automation can help you comply with SEC regulations.  

FERMI 

NARA’s effort to provide a government-wide, modern, cost-effective, standardized, and interoperable set of records management solutions and services to Federal agencies by 2022. NARA identified the common, core requirements all Federal agencies need to support their records management programs. Find out how Foxit Enterprise Automation can help you comply with the FERMI.  

HIPAA 

Employers and all healthcare providers that transmit employee/ patient information electronically for claims, benefit eligibility, referral authorizations, etc. are responsible to verify that the health records they produce, receive, store, or send are all strongly available, with their integrity and privacy maintained. Find out how Foxit Enterprise Automation can help you comply with HIPPA 

Solve Your Agency's FERMI Paradox

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Handle Digital Documents and Compliance in 2020


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