Here, docEdge DMS do more than just manage files and media assets. It will also play an active role in the regulatory system that’s engrained into most office processes.
Unifies Compliance Objectives and Authorities
Since the beginning , compliance and regulatory requirements have become a difficult territory to navigate, especially in relation to increasing specificity of compliance standards by industry.
As document management system features, when considered in tandem with the laws relevant to industries that can benefit the most from use of this technology, one where docEdge DMS upholds, simplifies, and ensures compliance inasmuch as the law is written to accommodate the proliferation of the document management system.
In analysing this relationship, it becomes clear that various authorities overseeing an array of industries are advocates of document management system use because it generally simplifies, ensures the accuracy of, and expedites compliance processes. However, merely scanning and uploading content to a document management system will not always ensure compliance; sometimes it requires adaptation from the DMS vendor.
Content Retention & Deletion Schedules
For various documents needing retention schedules a decade in length or longer to ensure compliance, DMS becomes particularly imperative—especially for organisations worried that storing documents physically (in filing cabinets and folders) will result in damage and spotting to the documents over time, which is usually the case for in legal industry.
For such organisations, which requiring lengthy document retention schedules, compliance becomes mission-critical yet is stymied without a document management system, because the risk of losing these mission-critical documents increases significantly, as does the time invested in retrieving them.
The employee or person, who store them are more likely to forget where they have been placed over time without using a DMS, no matter how logical or coherent the traditional data and information storage system may be, especially since most file structures let their users name files in an arbitrary manner.
Given the increasing amount of legislation in many industries, including the increase in the rate of data breaches in organisations not using DMS within the past many years, “DMS becomes the means by which increasing legislative demands can be met with poise, ease, and confidence.”
Prevents Data Breaches Worldwide
Internal data breaches (ones conducted by employees who work for the organisation) are becoming increasingly common, and now account for more than half of all data breaches.
So, to ensure maximal use of DMS’s security features on an internal basis, it is important to remember to apply appropriate user permissions within an DMS to ensure information security, as external auditors can penalise companies for merely letting certain employees within an organisation view specific documents and content—especially if these documents and content contain sensitive client or customer information.
Metadata Simplifies and Expedites Compliance
Mostly metadata pertains to content retrieving and search-ability within a document management system, it has another application of legal relevance: classifying data for legal purposes in audits and making the data retrievable by those who are responsible for conducting audits—whether on an internal or external basis.
In order to classify and meta-tag files compliantly, the meta-tags must be traceable and must contain accurate depicters of the content. Otherwise, an auditor may view incommensurate meta-tagging as an attempt to circumvent e-discovery associated with the auditing process.