As an insurer, recognize that you probably value digital storage and workflow automation for businesses. Not only does it speed up the processing speed and improve service; it makes the burden of regulatory compliance significantly easier. In order to meet regulatory standards, efficient data across the enterprise is critical. You need to be able to use that data when and where it is necessary.
Since HIPAA and Sarbanes Oxley market conduct examinations, regulations such as Solvency II and more, increasing regulations continue to dictate the way we store information and conduct daily business. Clear policies that respond quickly to regulatory changes and implement them effectively helps protect leaders and business. Still, you have immediate, thorough and accurate audit trail to demonstrate commitment to a policy that you create.
time-consuming steps that you need to put in place to respond to increasing regulations can be annoying, but they are not avoidable. Regulations are not going to disappear; following numerous recent financial scandals and the ensuing economic crisis, they are expected to increase. The sooner you get a handle on your information, the better prepared you will live public and private scrutiny from government, Compliance Officer, and auditors.
Here are some tips to help you stay afloat in the turbulent sea change regulations
Create a central repository for all information. While digital capture and storage improves data quality and makes data access easier, faster and safer, “go digital ‘alone is not enough. Electronic documents should be stored in a single, central electronic document management (EDM) storage, or storage should point to the location of the files stored in multiple systems. This allows centralized inquiries and searches, rather than search through multiple digital data silos when you need information quickly. It gives you and auditors Instant, accurate insight into your business information.
Set the document management system to restrict access to information in accordance with regulations and internal rules. Make sure that your system has the flexibility to let you define and restrict access entity, department, role of the individual or the state, and individual . Make sure that it can also prohibit access to specific pages within the routine documents that contain sensitive information.
take account of the enterprise-wide needs for data within the documents that you were not originally planning to trade like you to create a file classification plan. The data can be important to win another department or individual. Understanding how people with different functions work looking for information so you can make it quick and easy for them to find it when it is needed. Make sure the data they need to find the files included in the classification plan. Make changes to the classification system later to correct the current Perspective is very expensive.
Ensure that enterprise search application fully integrates the electronic storage repository phone. This will help ensure a perfect back requested files and data. Otherwise, you may encounter errors and omissions due to poor interoperability between document storage systems and the search tools that you use.
Select business search area program that allows you to access data in a structured form and file as well as unstructured data stored in the storage life, such as data stored in the hand-written communication or email. Comprehensive search will save you and your staff considerable time, and you will rest easier knowing that queries are not overlooking anything.
, the system provides clear, structured data in auditable format that will meet the needs of auditors and compliance officer. Electronic inquiries shall provide information on all file access and transactions involving digital media. This makes it easier to prove compliance with information governance policies you establish communication.
Do not forget to include your email archival and indexing of document management systems. Some sources suggest that the company store as much as 90% of their critical data in email communication. The ability to search e-mail attachments that have been archived and indexed ensures thorough and quick access to important information, saving you time and money. When you need to search emails to demonstrate compliance or to support other data, you will be happy not to have to resort to the slow manual searches
Compliance Scenario :. Before and After EDM
Let’s imagine someone in your company-for whatever reason-able and shares the information about a person by the company recently insured, have health problems. Insured learn through conversation related to your job possibly her employer is aware of the health of her, but she knows that she has never mentioned them. She suspects that some of the employees of the insurer the information about health insurance programs and leaked by a potential employer, and she brings a case against the company. The Court gives a subpoena for the application and any files which approach it, when and why
The paper-based system, go routine might look like this :.
Board discussions with the relevant parties on the records to be pulled. The archivist discovers that the health insurance program is missing. Only pre-specified employees legally authorized to access files – those who rely on information to do their jobs and customer service -. Is authorized access
Management approach each person in the office was authorized to access the files of the insured, but no one claims to have reduced the document since the day it was approved and sent to the archivist for appropriate storage. Management estimates the staff is innocent, but asks the appropriate employees to seek their offices for an application that is not found.
The archivist is said that looking through the files of other applications that were registered as being pulled from the files on the same day. Fortunately, the file is found, stuck in our other applicant who was marked out the same day. There was no record of the authority to reduce the applicant’s file from storage, and yet it was missing, the company can not prove its staff is innocent of foul play. The lawsuit moves forward, requiring more records of a worker who is accused suspected. The excessive amount of time wasted on searching for and reduce documents. In addition, the company will pay considerable fines because it can not demonstrate compliance undoubtedly
In the hybrid system with partial digital files and partly paper, the same routine could look like this :.
The archivist searching paper files for the application in question. The human resources manager searches through sensitive digital data under his kingdom and supporting paper documents. Files are prepared and submitted for analysis. There is some data inconsistency on the employee, probably due to errors in manual data entry of information.
Both Records Manager and HR Director lose valuable time carrying out an exhaustive search. Because not all files are digital, nor are they at one point, considerable time is wasted, and the audit trail is not completed. Imagine the same scenario, with all stored in a single, centralized EDM system
Court policies form the applicant and HR records that are specific to an employee who is suspected of foul play. Inquiries are built to download the program as well as lists of suspected employee. Compliance and Audit is granted access to query electronic files. They explore our communication remotely from their laptops, giving them direct access to the information they need and allow the company’s staff to be focused on other mission-critical functions. Clear audit trails show that the suspected person (applicant’s agent) access files and inappropriate content sent her to a friend who works at the company where the insured would have applied.
Company policy and corporate communications in the company regularly and clearly communicated on the proper and improper use of files in many ways to its staff, including the agent, and that abuse can lead to immediate termination. Digital records show that the drug approach the communication was not oblivious of the rules. The company was also able to find and produce photo signed by the employee who confirmed that he was aware of company policy. Conclusion :. The company is able to demonstrate corporate compliance strategy the company put in place
electronic document management database and reporting tools give management, Compliance Officer, and auditors unquestionable proof of access, movement, communication and use of files and data. 24/7 remote desktop access provided by the web-based document management systems do review breeze, giving them the review files easily access while removing the burden of search from your shoulders. Effective Search enterprise not only allows you to share information and improve customer service, it provides information to those who need it while making sure that you are not distracted from the focus on the business at hand.
Meeting standards compliance is only going to become more complex and regulations increase. By Digital information stored in one place, and establishing effective search across your organization, you get control of the information and how it is used. How you use the extra time you get through increased efficiency is up to you.