Many firms wish to comply with one or more standards or government regulations,
and their use of OpenEngagement DMS may be a key component of
their realizing this. Some standards are specific to financials;
others are more general, related to issues such as privacy and retention.
There are also concerns related to the ability to produce documents
if subpoenaed, which includes documents, correspondence with clients, etc.
Some key standards and regulations are:
- ISO 15489
- ISO 17799
- the U.S. DoD 5015.2-STD
- the UK Public Record Office (PRO) Specification
- the European MoReq specification
- the Gramm-Leach-Bliley Act
- SEC Rule 17a-4
- the Sarbanes-Oxley Act
- the Data Protection Act
- California State Bill - SB 1386
- Corporate Law Economic Reform Program (CLERP 9)
- IAS (International Accounting Standards)
- Australia's AS4390
- Germany's Document Management and Electronic Archiving (DOMEA) mandate
Some of these are more influential and widespread than others, and their relevance
varies from country to country.
OpenEngagement DMS address these through a variety of features:
- OpenEngagement DMS can store any content type. Firms need not vary in their degree of
compliance for different file formats.
- OpenEngagement DMS provides retention schedules. The schedules may be set by each firm and firms may use multiple schedules where desired.
- OpenEngagement DMS provides a history of site activity. This provides an audit trail
related to a firm's staff and documents.
- OpenEngagement DMS makes searching easy. As all documents are in one location, it is
made much easier to produce any documents a firm may be required to locate.
- The security system allows firms to assign only the appropriate staff
the ability to perform the various actions available. The system is fine-grained
enough to maintain proper control of security, and is simple to monitor, adjust,
and track the history of staff permissions.
- The hierarchical organization allows firms the ability to maintain a simple
or complex filing hierarchy.
- OpenEngagement DMS allows the application of metadata, which facilitates
efficient records management.
- OpenEngagement DMS allows documents to be set as un-modifiable.
Hosted Solutions additionally provide:
- The audit trail is un-modifiable by any firm staff
- Backups and restores
- High availability
- Virus protection
- A high degree of network security, including a firewall, intrusion detection system, the
use of network vulnerability testing tools, regular security audits,
regular operating system patches, hardware monitoring, physical protection of the servers, and more.
- SSL - this ensures that data sent between the host computers and
staff computers is encrypted
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