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Document Management Software & ComplianceA recent cross-industry survey conducted found that less that one half of the desired edits make it into the final document version. Document management becomes complex when it involves collaborating across multiple parties/individuals and goes through many iterations before getting to the final document. Not only a complex task, document management can leave many unanswered questions regarding compliance. Most electronic documents are sent as email attachments using Microsoft Word and Microsoft Outlook, and about 40% of these documents include confidential information. With more electronic documents come more exposures of company confidential information. Typical exposures include:
Typical document management software involves the check-in, check-out of content from a repository and managing associated processes such as versioning. Workshare software compliments traditional document management systems by cleansing document metadata, synchronizing and validating the version process across an unlimited number of contributors and creating/maintaining a document-bound - not server-bound - activity log file. There are a number of recent compliance laws that both include security provisions and/or are written specifically regarding the security, privacy and integrity of information. These include:
Workshare document management software is unique in that it maintains a thorough .DAF activity audit log. This log is document-bound and contains information regarding who made what changes and when. This information is the cornerstone of all audit and compliance processes; without it your document management system may become a liability. |
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