Here, docEdge DMS does more than just managing files and media assets. It will also play an active role in the regulatory system that’s engrained into most office processes to simplifies compliance.
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 in as much as the law is written to accommodate the proliferation of the document management system.
In analyzing 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 organizations 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 the legal industry.
For such organizations, which required lengthy document retention schedules, compliance becomes mission-critical, yet it 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, who store documents are more likely to forget where they have been placed over time without using DMS.
The increasing amount of legislation in many industries, including the increase in the rate of data breaches in organizations not using DMS within the past many years.
Here, “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 organization) are becoming increasingly common and now account for more than half of all data breaches.
So, to ensure the maximal use of DMS’s security features on an internal basis. Here, it is important to remember to apply for appropriate user permissions within a DMS to ensure information security. Even, external auditors can penalize companies for merely letting certain employees within an organization view specific documents and content, 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.