Strengthen compliance

compliance has the effect of earning the trust of society and raising the company's profile.

Violating compliance can cause significant damage to a company and, in the worst case, even risk bankruptcy.

In the process of digitizing various types of information, the most common violation is the leakage of personal information and confidential documents. As compliance-related laws and regulations and auditing requirements become more stringent over the years, identifying and managing relevant documents has never been more important.

Challenge(1):Worried about loss, leakage, or unauthorized access (Prevent leakage by prohibiting printing and downloading)

Challenge(1):Worried about loss, leakage, or unauthorized access (Prevent leakage by prohibiting printing and downloading)

Challenge

As collaboration between companies increases, there are more opportunities to share information not only internally but also externally. Recently, file transfer services and online storage that can be used by individuals for free have become popular. Are you using these services for business?

These services have the advantage of being able to easily exchange files with business partners, but they are not suitable for business use due to problems such as not being able to set detailed reference permissions and not being able to leave logs accessed.

It isclear from recent data breaches that to ensure safety, users should not rely on their own morals and IT skills, but should build a platform that is firmly secured.

Solution

Unlike shared servers, ECM can provide fine-grained access restrictions, which can help ensure internal security. For example, you can set individual restrictions for a specific document or folder, such as “can't read, ”“ can't edit, ” “can't download, ” or“ can't print. ”. Therefore, it is possible to operate the system so that "materials related to management strategies can be viewed by general managers and above.".

It can also output audit reports on who, when, what documents, and what actions were taken. For example, by being able to identify information such as frequent access to specific files by employees in departments that are not directly related to the company, we can not only prevent information leaks, but also use our ability to conduct follow-up investigations in the event of an emergency.

Challenge(2):necessary to establish a system for protecting privacy data in compliance with laws and regulations.

Challenge(2):necessary to establish a system for protecting privacy data in compliance with laws and regulations.

Challenge

The movement to protect personal information, including the GDPR (General Data Protection Regulation in the EU), is accelerating, and companies are required to manage not only customer information but also personal information of employees. Because employee information can be highly sensitive, such as family structure, health status, medical history, educational background, and disciplinary history, you should limit access to people and promptly remove retirees. However, if this information is scattered across the company's servers or is not managed by an employee, it can lead to missing documents, or documents that remain undeleted.

Solution

Securing important documents with fine-grained access restrictions is one of the features that ECM excels at.

Because the ECM can control access to specific files and folders, it can be used to "make information such as medical examination results and medical history available only to industrial physicians and certain parties.". We are also good at associating multiple documents with employees. Human resources documents include documents that require an employee's signature, such as an employment contract, and are often managed on paper, which can lead to missing documents. Even if you do a scan, it is just an image file by itself, so it will be difficult to manage it individually. Because ECM allows you to tag information as if you were sticking a sticky note on a file, you can add an employee No to manage documents that are tied to individual employees. You can also incorporate it into your termination workflow to automatically delete your personal information as you complete the procedure.

Challenge (3): necessary to prepare for information disclosure in the event of an accident (in response to the disclosure obligation under laws and regulations).

Challenge (3): necessary to prepare for information disclosure in the event of an accident (in response to the disclosure obligation under laws and regulations).

Challenge

If you are sued by another company in a civil lawsuit, can your company promptly prepare the information requested by the other party? I don't want to think too much about it, but there is a good chance that a trouble with a partner company or a complaint from a client will lead to a lawsuit.

In such cases, companies must comply with their statutory disclosure obligations. In the United States in particular, there is an eDiscovery system, which requires electronic data to be submitted as evidence when requested. Also, if the submission is delayed, there is a fear that the trial will be disadvantageous. However, if you don't organize the data on a regular basis, it will be difficult to respond immediately at the time of the trial.

Solution

In responding to a lawsuit, it is necessary to present the information requested by the other party in accordance with laws and regulations, and it will be difficult for a company to obtain a satisfactory solution unless the company's situation and litigation policy are accurately communicated to lawyers.

In order to do this, it is necessary to provide unstructured data such as meeting minutes and recorded data as well as contracts and past order and order history. ECM integrates with core systems such as SAP and CRM to enable centralized management of electronic data. Advanced versioning not only allows you to quickly find the latest contracts, but also allows you to trace the history of contracts and how they happened. In addition, by automatically deleting documents that have passed their retention period in accordance with laws and regulations, necessary data can be maintained in an organized state at all times, enabling quick response in case of emergency.

Case Studies

Case Study - Logistics

Case Study - Logistics

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