Chinese tradition names 2009 the Year of the Ox, reminded me a great piece of American folklore, and perhaps the finest beef the world has ever seen the Blue Ox Babe, brave fellow giant lumberjack Paul Bunyan. Sporting a distance of 42 ax handles and a cake of tobacco between the horns, urged all obstacles in their way. The mention of the name of Babe or his fearless leader, evokes vivid images of bold exaggeration, every listener knows immediately the storiesare not true, even without close scrutiny. James MacGillivray characters make it easy to remember the 'who', 'what', 'when', 'where', 'why' and 'how' of his stories, statues, comic book inspired, and even an opera. Would not it be nice if to demonstrate compliance would be as simple as the repetition of bronze yarn Bunyan and Babe?
Compliance Officer to recognize that someone has committed any activity on a specific date from a specific location and for aReason. If the measure is purely verbal, each in paper or electronic, audio or images. Digital information can be found, but can be a challenge for different distances. With the plethora of strict regulations and the threat of new dates for 2009 for external auditors to ensure compliance with the Sarbanes Oxley Act (SOX), confirming in particular respect for rapid and inexpensive is a priority, particularly for medium-sized enterprises .
The ox represents allconditions for law enforcement system: diligence, reliability, strength, honesty and sound judgment. Companies need tools that demonstrate all these qualities for regulatory compliance, at a price they can afford. Since the next round of Sarbanes Oxley approaching deadlines – to demonstrate the commitment of the company have adequate internal controls over its report – should be taken into account in 2009, renaming the year of the Ox Year of SOX.
Even the best agreementTools can not replace a plan of audio files and expectations clearly communicated to employees. But high-performance enterprise content management (ECM) software is far more automation of the measures of compliance, and facilitate and ensure the transparency of information. An integrated system can be centrally managed and secure routes for documents and data, providing fast, simple and indisputable evidence of business activities. When an actor flaming attacks the integrity of yourCompany, or an intruder tries to interact with data files inadequate software as DocFinity (R) helps you to react, cutting undeniable truth of fiction and colorful cover-ups.
ECM software and regulatory compliance: how it works
ECM high-performance software provides organizational information to ensure transparency of critical data is not plowed under the surface and hidden. This is critical for executives who are responsible for checkingTransactions and proof of compliance with corporate policies and legal requirements. In light of recent scandals involving high-profile corporate mismanagement and frauds, executives and external auditors and internal press require that adequate internal controls over financial accounting of a company. A suite of ECM, which interact with each track of a file, and detailed route notes, as each travels through the business process, providesto ensure full with details of the rules. More importantly, if the software is in place, audit and compliance costs are minimal compared files and costly process of search time through the electronic card or disconnected.
ECM easier to centralize audit documents, images, photos, email, voice files, faxes and other documents in a fully searchable archive, or a reference to its position in otherApplications for fast, easy retrieval. automated queries and Web access to documents and database tables to move quickly to confirm compliance with the regulation of auditors as soon as your company can get back to business as usual. tools of process automation, monitoring tasks on the front right-wing shares for the measures needed to reduce the exhaustive search.
Security: data protection as an ox
Make sure the files are not secure enough. If – orPlan to add – ECM software, make sure to support full compliance with the requirements you place. The software should:
Address-IT components of financial transactions, such as risk and response, control activities, information and communication, and monitoring.
Implement, and demonstrate that control of standards of Generally Accepted Accounting Principles (GAAP) and the best practices of other play set.
Allow management access to individualThe files and to specific pages (and parts of pages) within these files. Access control and separation of functions are important, Section 404 of SOX.
Do-you determine which individuals can perform actions in relation to any file (including content, making / viewing comments may sign on a task in a queue, documents, permits, etc.).
The introduction of detailed test reports to show who accessed what files, what actions were taken, what time, etc.
Contain SafetyFunctions which automatically flag changed the database file so that internal and external auditors can be confident that they are viewing accurate and complete information.
EDM: an eye on the big picture (and small details)
Paul Bunyan and Babe always seemed to know where they were, and their stories made it clear where it is already. Trails of the company's activities may not be as bright, but should be recognizable. Features you should look, wellinclude the above information:
E-mail archiving, indexing and robust search capabilities.
-The ability to capture index, and analyze all electronic data, including data reporting by streams and newspaper articles within workflows.
customizable reports and queries that all data are stored in the ECM system or other software applications and devices with which you can access included.
web-based access to documents, data, reports and database tables, maximizingthe auditor's ability to properly monitor and minimize the interruption of the examiners and testing within their organization.
Clear audit trail of files that were moved to other server systems, such as a Storage Area Network (SAN) and Network Attached Storage (NAS).
The controls to prevent inappropriate or premature removal of the file.
Workflow Tracking: After the grooves
– Tools for Business Process Automation ensure work is processed consistently and asquickly as possible.
facilitated a card system, a constant interaction with files on the move 'can challenge tracking and reporting, automated tracking and reporting. Make sure your system is as follows:
On-track, Where a document is at Any time during a particular process. This allows authorized users to get answers They need active files quickly, without waiting until operations are completed.
Can see the actions that otherSoftware with which the ECM system is integrated. Examples include electronic signatures are used to make purchases, fax machines, which were adopted, sent via e-mail and inappropriately taken against company rules or lists of documents from Another software system be approved.
Storage Management: Preparing for the future needs and data recovery
Hierarchical Storage Management is a tool that move organizations critical, save, delete, and again to support records and electronic documents. TypicalExamples are the files:
-Copied from a central data warehouse and sent to a secondary repository for reference or use in a business process.
-Are no longer part of an active cycle, and are ready to migrate to tape or other long-term media.
-You need to log in through a backup system restored, causing a catastrophic event, the disruption of the system or destruction of data.
-Ready for the final destructionIn accordance with the regulations.
All sinks, and migration should, by eliminating the criteria administratordefined That reflects the policy the company said to be governed, the rules in full compliance with the government or industry.
As in other parts of an ECM system, storage management tools should be a complete and indisputable record of all the possible interactions with the files. criteria defined by the administrator to drastically reduce the cases of file manipulation and rough handling, asIndividuals can only with files to determine the degree of the system will interact with. If the administrator does not need to create internal controls, evidence of the files that have been altered or falsified in growth, must be destroyed, covered or inappropriate instantly recognizable by sophisticated monitoring and alarm "to the software.
Audit Trail: Monitoring, where they were
ECM leaves nothing to chance, the memories reveals buggy events, or offensive Defensive lies, and colorful (but imprecise) stories. There is nothing wrong with the string of James MacGillivray and false stories bombastic, but your company does not need to own. With a high performance system, the ECM contains tools That help to reach, you have to be facilitated by the knowledge that memory and are frantically looking for WHERE people are not only tool in your staff or people with whom you do business, create or untrue colorful stories about yourBusiness>. Armed with such tools as compared DocFinity, stronger than an ox, you may encounter difficulties with SOX leaving office at the end of each day feeling as confident as unforgettable and legendary heroes of America.
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