Document Management Regulations Ii Payment Processing

Document Management Part II: Payment Processing The Relevancy of Document Management Industry Standards and Payment Processing for SMI

Overview

Recap of DM Terminologies and Regulations

Forces Shaping DM for the Payment Processing Community

OCSE’s EDM Guideline Overview

Compliance / Regulatory Mandates

Banking Industry Changes

Qualifications for EDM Vendors

Features of EDM Systems

Future Outlook

Terminology Recap from the Perspective of the DM Industry

Enterprise Content Management (ECM) System

Document Management (DM) – Workflows and versioning

Electronic Records Management (ERM) System – lifecycle policies applied to specific documents

Imaging System – Scanning & Data Capture

Regulatory Recap from the Perspective of the DM Industry Regulation Applicability What Could be done for Compliance SOX Possibly applicable for ECM or in general, due to government contracts. Always applicable during litigation. In the general document management world, SOX and e-Discovery are prime influences. SAS 70 may already cover. CMMI with an accounting focus may be another course of action. e-Discovery rules YES for ECM and could be for any record. Many public companies use this as their motivating factor for a full ECM product. For a start: Develop automatic email retention policies SAS 70 YES. We actively use this to provide transparency and builds trust with its customers by having controls and operations independently verified by an unbiased third party…. Probably will cover for SOX? N/A ISO 15489 Possibly applicable for document management, due to requirements of state agencies. In the federal government doc mgmt world, 15498 and 5015.2 are prime influences. For a start: Develop standardized processes covering wide areas of document management such as document lifecycle stages of creation, use, and deposition. 5015.2 Possibly applicable for document management, due to requirements of state agencies

For a start: Define what would be considered a record and develop standardized procedures around:

Sustainable document formats

Data archive

Document Imaging

Audit Trail

Scheduling of data (temp/perm)

Transfer media/medium

Lifecycle

Forces Shaping DM with Payment Processing (Now called EDM)

Office of Child Support Enforcement’s Guide for Electronic Document Management (EDM)

Compliance Mandates (Govt Regulations)

EDM Industry Standards

OSCE Guide for Electronic Document Management

General EDM guidelines to enhance automation in State Child Support Enforcement systems

Re-enforced our Standard DocManSMART functions

Scanning

Indexing

Data Capture/Forms Processing

Formatting Standards of “Sustainable Document Formats”

Kofax Virtual Rescan™ is specifically mentioned for Quality Control

Security: VPN, HTTPS

Additional Emphasis on:

Records Management Lifecycle Policies

Visible Project Management Standards

Established Oversight Committee

Cost-Benefit Analysis Performed

Make-or-Buy Analysis Performed

Digital Signatures

Compliance Mandates

State Regulations

The Child Support Performance and Incentive Act of 1998

Government Paperwork Elimination Act

Paperwork Reduction Act of 1995

Government Performance and Results Act

Presidential Decision Directive 63

Electronic Freedom of Information Act

National Archives and Records Administration (NARA)

ISO 15489 Records Management

DoD 5015.2

In General, OCSE recommends increased utilization of technology in relation to ECM to decrease “waste and inefficiency.”

Reduction of Paper Processing

Convergence of Payment Processing and Document Management

DM Industry Standard Emerging Components as Identified by AIIM™

Top Qualifications for EDM within Payment Processing

Certifications

PMI certifications

CDIA+ certifications

Possible AIIM certifications

Possible 5015.2

Enforcing Make-or-Buy Analysis Decisions

Passing Cost-Benefit Analysis

EDM + PP Convergence Experience

Established Oversight Committee Communication Processes

Design Features for EDM within Payment Processing

Standard DM Features

Scanning

Data Capture / Forms Processing

Workflow

Integrated Business Continuity

Additional Features

Standards-based /Open Architecture design

Electronic Records Management (ERM) with Lifecycle policy enforcement

PKI Infrastructure (Digital Signatures, Certificates)

Redaction for the declassification of confidential data

Possible ProcessWorkflow Improvement Capability (BPM)

Future Outlook

The Convergence of Payment Processing & Electronic Document Management for Child Support Enforcement and the Payment Processing industry as a whole.

References

AIIM: ECM at Work http://www.aiim.org/viewpdfa.asp?ID=29914

AIIM Executive Forum Program Agenda http://www.eventuring.org/eShip/appmanager/eVenturing/eVenturingDesktop?_nfpb=true&_pageLabel=eShip_articleDetail&_nfls=false&id=Entrepreneurship/Resource/Resource_521.htm

NARA’s Strategic Directions for Federal Records Management. http:// www.archives.gov/records-mgmt/initiatives/strategic-directions.html

OCSE: Automated Systems for Child Support Enforcement: A Guide for Electronic Document Management http://mteam/Presentations/OCSE%20Guide%20for%20EDM.pdf