As regulatory requirements increase and more pressure is placed on compliance staff to increase productivity, technology can play a critical role in automation and managing a firm's risk profile. This session/presentation will summarize the features, benefits and implementation of technology solutions to manage advertising compliance.

1. Selecting and Implementing Technology for
Advertising Compliance
Insurance Advertising Compliance Association Annual Conference
April 12, 2013
Mark F. Catone
Vice President, National Regulatory Services

2. Selecting an advertising Compliance Solution is similar to
selecting any vendor-based solution for your company
Requirements Vendor Profile Request for Vendor Solution
Gathering Creation Proposal Selection Implementation
• I will not spend much time on the overall process as the evaluation and selection
process itself as it is fairly well established
• My goal for today is to highlight key tips that can assist you in selecting and
implementing a technology solution
• The same features and criteria can be applied to be applied to an internally
developed system, rather than an external vendor
When I mention a vendor solution, it assumes employing an externally hosted or “Software-as-a-
Service” platform because of the economics involved

3. Top features to look for in an advertising compliance technology
solution
• Increased efficiency and reduction in time and cost to
• Conversion of manual, paper and ad-hoc
compliance process to an electronic form
 review and process materials
• Elimination of paper, emails and review processes
• The compliance workflow can be configured to meet the
firms needs
• Ability to scale and adapt as needed  • Economical and straightforward to add and manage
users, volume and adapt to new needs
• Tracking by business unit, product or office for
• Measure and improve compliance
processes and areas of risk
 submissions, reviews and changes
• Reporting on volume, review turnaround, other metrics
• Enforce compliance policy and metrics
• Documents the lifecycle of each submission (who, what,
when and where)
• Data accuracy is enhanced which reduces risk by limiting
• Significantly improves of the firms risk
profile
 human error
• Archives and retains all copies and changes made
through to the final version and meets data storage
regulatory requirements
• Supports regulatory examinations or internal requests
• Data security is a top priority
• Must be secure, available and reliable  • Needs to be available on-demand
• Supports Disaster Recovery and BCP
• Modest timeline until the firm sees a return on
• Can be economically implemented and
managed
 investment (ROI)
• Total Cost of Ownership (TCO)
For the rest of the presentation, we will look at key aspects of these 6 areas

4. Converting to an electronic process connects
stakeholders though workflow, forms and attachments
• Electronically file
materials to external
regulators who have
an electronic system-
to-system gateway
• Track state filing status
and include filed
documents and other
meta data
• Connect the key stakeholder departments and users
electronically allowing submission and review of materials by the
appropriate parties at the appropriate time

5. Top features to look for in an advertising compliance technology
solution
• Increased efficiency and reduction in time and cost to
• Conversion of manual, paper and ad-hoc
compliance process to an electronic form
 review and process materials
• Elimination of paper, emails and review processes
• The compliance workflow can be configured to meet the
firms needs
• Ability to scale and adapt as needed  • Economical and straightforward to add and manage
users, volume and adapt to new needs
• Tracking by business unit, product or office for
• Measure and improve compliance
processes and areas of risk
 submissions, reviews and changes
• Reporting on volume, review turnaround, other metrics
• Enforce compliance policy and metrics
• Documents the lifecycle of each submission (who, what,
when and where)
• Data accuracy is enhanced which reduces risk by limiting
• Significantly improves of the firms risk
profile
 human error
• Archives and retains all copies and changes made
through to the final version and meets data storage
regulatory requirements
• Supports regulatory examinations or internal requests
• Data security is a top priority
• Must be secure, available and reliable  • Needs to be available on-demand
• Supports Disaster Recovery and BCP
• Modest timeline until the firm sees a return on
• Can be economically implemented and
managed
 investment (ROI)
• Total Cost of Ownership (TCO)
For the rest of the presentation, we will look at key aspects of these 6 areas

6. And allows you to scale a solution for addition of users, external
integration or automated user updates
Compliance & Supervision External Integration
• Electronically file where
feasible
Tracking and Reporting
• Compliance can
review, approve or
reroute materials in
process • Tracking shows the status of
individual projects in process
• Reporting shows areas of risk
and performance
• Export reports to Microsoft
Office
User &
Organization
Updates
• Workflow and routing permits
each stakeholder to play • Automate user and
their role, electronically supervisory updates
• Integration with
Legal, Marketing, Research internal systems

7. A typical workflow for an organization should be configurable to
the firms compliance process
Swim Lanes
In this example, there are two roles, a submitter an approver and an electronic submission
process to FINRA (shown on the bottom)

8. Top features to look for in an advertising compliance technology
solution
• Increased efficiency and reduction in time and cost to
• Conversion of manual, paper and ad-hoc
compliance process to an electronic form
 review and process materials
• Elimination of paper, emails and review processes
• The compliance workflow can be configured to meet the
firms needs
• Ability to scale and adapt as needed  • Economical and straightforward to add and manage
users, volume and adapt to new needs
• Tracking by business unit, product or office for
• Measure and improve compliance
processes and areas of risk
 submissions, reviews and changes
• Reporting on volume, review turnaround, other metrics
• Enforce compliance policy and metrics
• Documents the lifecycle of each submission (who, what,
when and where)
• Data accuracy is enhanced which reduces risk by limiting
• Significantly improves of the firms risk
profile
 human error
• Archives and retains all copies and changes made
through to the final version and meets data storage
regulatory requirements
• Supports regulatory examinations or internal requests
• Data security is a top priority
• Must be secure, available and reliable  • Needs to be available on-demand
• Supports Disaster Recovery and BCP
• Modest timeline until the firm sees a return on
• Can be economically implemented and
managed
 investment (ROI)
• Total Cost of Ownership (TCO)
For the rest of the presentation, we will look at key aspects of these 6 areas

9. Because forms are electronic, they can enforce policy,
significantly improve data integrity and improve collaboration
Elements, Controls and Fields
• Checkbox’s, drop down lists, radio
buttons, masked fields and date
pickers reduce data errors.
Document Annotation
Tools
• Reviewers can annotate
changes
• All changes are tracked on
each version
All elements should be configurable, so changes can be
quickly to adapt to new needs

10. Status Dashboards and reporting for monitoring and managing
the compliance process
Elements, Controls and Fields
Easy to use dashboard
• Checkbox’s, drop down lists, radio
• See the status of any review, who buttons, masked fields and date
has it and other information “at-a-pickers reduce data errors.
glance”
• Export all status and transaction
information to Microsoft Office
Status History Report
• Shows the entire history of the
review process for any given
material
Turn-Around-Time Report
• Helps manage review response times
to submission requests
• Also used to measure the
performance of reviewers or staff

11. Top features to look for in an advertising compliance technology
solution
• Increased efficiency and reduction in time and cost to
• Conversion of manual, paper and ad-hoc
compliance process to an electronic form
 review and process materials
• Elimination of paper, emails and review processes
• The compliance workflow can be configured to meet the
firms needs
• Ability to scale and adapt as needed  • Economical and straightforward to add and manage
users, volume and adapt to new needs
• Tracking by business unit, product or office for
• Measure and improve compliance
processes and areas of risk
 submissions, reviews and changes
• Reporting on volume, review turnaround, other metrics
• Enforce compliance policy and metrics
• Documents the lifecycle of each submission (who, what,
when and where)
• Data accuracy is enhanced which reduces risk by limiting
• Significantly improves of the firms risk
profile
 human error
• Archives and retains all copies and changes made
through to the final version and meets data storage
regulatory requirements
• Supports regulatory examinations or internal requests
• Data security is a top priority
• Must be secure, available and reliable  • Needs to be available on-demand
• Supports Disaster Recovery and BCP
• Modest timeline until the firm sees a return on
• Can be economically implemented and
managed
 investment (ROI)
• Total Cost of Ownership (TCO)
For the rest of the presentation, we will look at key aspects of these 6 areas

12. A compliance platform must be scaleable,
secure and reliable UK / EU Hosting
Infrastructure and Security Firewall
Secondary Data Center and DR
• Secure, SaaS Web-based
USA #2
application (Software-as-a-Service)
• SSL Encryption Firewall
Primary Data Center
USA #1
• SSAE 16 SOC 1 Type II (formerly SAS 70
Type II)
Firewall
• Record retention (7 years)
• 17a-4 Books and Records Compliant End users
Internet
• Full DR Backup
• Secure data transfer
Your location #1
• Optional Single-Sign-On from
company portal Firewall
Your location #2
• EU Safe Harbor certified
Your location #N
Many factors contribute to the scalability, security and reliability of a compliance
platform whether hosting few users or thousands

13. Top features to look for in an advertising compliance technology
solution
• Increased efficiency and reduction in time and cost to
• Conversion of manual, paper and ad-hoc
compliance process to an electronic form
 review and process materials
• Elimination of paper, emails and review processes
• The compliance workflow can be configured to meet the
firms needs
• Ability to scale and adapt as needed  • Economical and straightforward to add and manage
users, volume and adapt to new needs
• Tracking by business unit, product or office for
• Measure and improve compliance
processes and areas of risk
 submissions, reviews and changes
• Reporting on volume, review turnaround, other metrics
• Enforce compliance policy and metrics
• Documents the lifecycle of each submission (who, what,
when and where)
• Data accuracy is enhanced which reduces risk by limiting
• Significantly improves of the firms risk
profile
 human error
• Archives and retains all copies and changes made
through to the final version and meets data storage
regulatory requirements
• Supports regulatory examinations or internal requests
• Data security is a top priority
• Must be secure, available and reliable  • Needs to be available on-demand
• Supports Disaster Recovery and BCP
• Modest timeline until the firm sees a return on
• Can be economically implemented and
managed
 investment (ROI)
• Total Cost of Ownership (TCO)
For the rest of the presentation, we will look at key aspects of these 6 areas

14. The growth of hosted solutions are due to a faster time-to-
market and lower overall costs
Manage or build internally License externally
and configure
Training / Roll-out
Software-as-a-Service
business value
Configuration • Faster time to value
• Lower TCO
• Assured business value
Implementation Design • Predictable cost
Training / Roll-out Low-user impact
Configuration Users, forms, workflow, external
Compliance system integration
framework and Implementation
workflow Design Tailored for the way you do business
requirements
Compliance
framework and
workflow
Goals, modules, workflow, options
requirements
Months or Years Weeks or Months
Because hosted solutions are share resources across many customers,
they are more economical

15. Thank You