What should a compliance management solution offer?
Compliance management with Doxis4
- Complete capture of all document formats across all inbound channels
- Structured, audit-proof archiving of all documents in line with principles for records management
- Comprehensive management of retention and deletion periods
- Assignment of access rights to control who can view, edit, delete living documents, etc. — down to individual document level
- Documentation of changes and accesses to documents
How ECM systems help companies to stay compliant
Modern ECM systems are all about compliance. They enable employees from all sites across the entire company to capture, manage, process and control information, no matter what source or format it uses. An ECM system stores and logs information in line with audit requirements and makes it instantly available at all times. The ECM solution from SER performs seamless, audit-proof documentation as part of an internal control system. This ensures full transparency — for example, on who has viewed, processed and edited which information. ECM by SER can also manage document steering. The Doxis4 iECM suite by SER reliably covers relevant compliance requirements — in particular when it comes to handling unstructured information — to help companies with their compliance management.
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Key requirements of compliance management
Compliance management systems must meet a range of requirements contained in sector-specific regulations and guidelines. Most importantly, compliance management must be able to:
For example, companies in the pharmaceutical and life sciences sector are highly regulated. They must, for example, store and manage regulated documents (such as records of the manufacturing processes used in each case) in a defined and controlled documentation system. Another sector-specific example relates to the disclosure requirements placed on listed companies. The general rule: According to the Audit Committee Institute’s impartial information forum, the key elements given above can be used in the design and deployment of a suitable compliance management system.
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Compliant working with Doxis4
Companies handle many documents that are subject to legal retention periods. Take documents relevant under commercial or tax law, for example: These must be both correctly stored and also remain available on demand. By contrast, public administration bodies, the food and pharmaceutical industries, and hospitals must comply with sector- and application-specific retention periods. With Doxis4, documents are assigned minimum and maximum retention periods and archived in line with audit requirements.
Doxis4 makes it easy to systematically document all IT processes. The result: Companies seamlessly document all business processes to ensure the traceability, for example, in case of changes made to documents. Any compliance violations by employees are thus documented in detail and can be prevented in the future to ensure effective compliance management. The Doxis4 authorization concept prevents unauthorized individuals from accessing business-critical and secret information. Companies have the option to integrate Doxis4 into their existing compliance management as an end-to-end ECM system. Not only does this enable them to provide information and stay accountable at all times, but it also minimizes compliance breaches in the future — thanks to software that offers peace of mind.
The weaknesses in internal control systems
Internal control systems are often plagued by weaknesses in practical use. Their controls can become ineffective if companies forget to update them following process changes or if they are deliberately circumvented by employees. Another ICS weak spot: the procedural documentation for data processing systems. Documentation is often carried out manually — under extreme time and cost pressure — as unstructured collections of texts. Outdated versions, a lack of clarity, and incompleteness are just some of the repercussions of manual documentation, resulting in procedural documentation that fails to meet records management standards. This is a compliance violation despite the presence of an ICS. The internal control system fails to fulfill its purpose and, instead, leads to higher costs, more red tape, and redundant processes and information.
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The origins of compliance management
Compliance management originated in the US finance sector back in the 1980s. A spate of corporate scandals (insider trading, etc.) prompted financial institutions to begin putting control systems in place. The idea was to document legal infringements by employees, give them access to the key regulations, and ensure that employees were not only aware of the law, but complied with it, too. The publication of the Federal Sentencing Guidelines Manual was the main driver behind the deployment of these systems. Part of anti-corruption law, the manual reduced the penalties imposed on companies provided legal breaches by employees were documented and the employees informed about the legal requirements in place. The foundation for modern compliance management was laid.
Compliance management systems cover all measures and processes used by companies to safeguard compliance with laws, regulations and policies.
Interested in learning more about compliance management or Doxis4?
We are happy to provide a one-on-one consultation on compliance management or Doxis4. After filling out our contact form, you will receive further information without any further obligations. You can also schedule a live presentation of Doxis4.