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Companies that have immediate requirements in areas such as regulatory compliance or risk reduction may be tempted to simply make a minimal investment in imaging technology. But that approach is shortsighted and could hurt in the long run. Managers should take a step back and consider imaging as part of a broader strategy for companywide content management. Such a strategy should include approaches for addressing business needs in areas such as document management, Web content management, digital-asset management, records management, enterprise report management, and content aggregation and distribution, among other things. And while it may not be realistic for an organization to standardize on a single platform or technology set for all its content-management needs, it makes sense to at least have a strategy for how such needs will be addressed. Current regulatory compliance or risk reduction issues include: 21 CFR part 11 : Adopted in 1997 for the healthcare and pharmaceutical industries, this law defines the recommendations for managing audit trails, access control and electronic records retrieval. On February 20, 2003, the FDA released a new draft--Draft Guidance for Industry; Part 11, Electronic Records; Electronic Signatures - Scope and Application—which changes the requirements for electronic records. For more information:
Gramm-Leach-Bliley Act :
Passed in
1999, this act requires financial services companies to implement
safeguards for customers’ current and legacy information. In essence,
the act makes it illegal for a financial FERPA: Family Educational Rights and Privacy Act is a federal law that applies to educational agencies and institutions that receive federal funds under any program administered by the Secretary of Education. 20 U.S.C. § 1232g; 34 C.F.R. Part 99. HIPAA: This 1996 regulation provides national standards for the healthcare industry, in order to ensure consistency that makes it easier to process electronic claims. The law also enforces the security and privacy of personal health information. For more information: Sarbanes-Oxley Act: Adopted in 2002 for all public companies following the accounting debacles sparked by Enron, this act requires that all public companies keep audit papers for five years. It also makes altering, destroying or concealing relevant documents punishable by up to 20 years in prison and a fine. For more information: Another key decision that businesses
need to make is whether to invest in imaging as part of an overall content-management
strategy or offload imaging operations to an outsourcer. More forward-thinking
organizations are rolling their imaging approaches into their enterprise
content-management strategies. Others, however, don't have the time or resources
to devote to content management but still have needs in areas such as regulatory
compliance and risk reduction. In many cases, they're turning to outsourcers
and service bureaus instead of making departmental
technology investments and adding to the support loads. Call ARCHIVE-CD
for help in planning your Document Management and /or Paperless
Archiving Solution. |
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