1.
Secure Information Exchange to Mitigate
Compliance Risk

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Security and Compliance Challenges
Control
• Automating the
document delivery
process
• Centralizing document
delivery and receipt
Protect
• Safeguarding document
confidentiality
• Protecting information
against tampering and
alteration
Track
• Limiting and monitoring
access to information
• Audit trails of what was
sent, received, and
viewed
Defend
• Providing secure
storage, historical data,
and managing
document destruction

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Expensive
Fines
Loss of:
• Stock Price
• Brand Image
• Market Share
• Reputation
• Customer
Confidence
Legal
Battles
The Risks of
Non-Compliance
are Real

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 Data Protection & Privacy Rules
 Regulated Records Retention
 eDiscovery Requirements
 Information Integrity & Authenticity
 Reporting Obligations
Governance is a Growing Focus
More than 100,000 rules and regulations and growing
HIPAA
Evidence Act
DoD 5015.2
ISO/IEC 27001
Sarbanes-Oxley Act
Federal Rules of
Civil Procedures
FDA 21 CFR
Part 11
FOIA
Dodd Frank
FATCA
Conflict
Minerals
Disclosure
Presidential
Memorandum: Managing
Government Records
Directive
FINRA
Rule 2210
FDASIA
FSMA
Patriot Act
KYC/KYV
FERC 18 CFR
Parts 35 & 284
SEC 17a-4
SÄHKE2
Basel III
Accord
GoBD
BSI PD5000
MiFID II and
MiFIR
MoReq
2010
EU Data
Protection
Directive
EU Pharmacovigilance
Solvency II
E-Verwaltung
Personal Data
Protection Code
APPI
VERS
Promotion of
Access to
Information Act
POPI
AML/Anti-Corruption
Law 12846/2013
Income
Tax Act
Information
Technology
Act
National Security
Legislation
Amendment Bill
Telecommunications
(Data Retention) Act

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Industries Most Affected by Regulations

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How Compliant is your Organization?
Do you have control
over who, how, and
where documents are
being delivered?
Are you relying on paper-
based document delivery
processes?
Are you confident that
information is being received by
the right people?
Do you have a
defensible audit trail of
your communications?
Is your organization’s and
your customers'
confidential information
kept private?

7.
Common Regulations

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Sarbanes-Oxley
 Sarbanes-Oxley is the US government’s response to corporate financial scandals
 Corporations must monitor, track, and manage the creation and reporting of all financial
information required for governmental reporting
 Corporations must establish and maintain an internal control structure and certify its effectiveness
 Corporations cannot delete records of transactions or related documents pertaining to the financial
performance of the company
 Executives that knowingly sign falsified reports and anyone who destroys
audit records can receive up to 10 years in prison and fines
 Destruction, falsification, and/or alteration of documents in federal
investigations and bankruptcy proceedings can lead to sentences of up to 20
years in prison and fines
 IT managers must enforce document retention policies

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Gramm-Leach-Bliley
 Regulates the disclosure of “non-public information” by financial entities
 Financial institutions must:
 Respect the privacy of customers and protect the security and confidentiality of
customers’ non-public personal information
 Protect against any anticipated threats to the security or integrity of customer records,
and protect against the unauthorized access to, or use of, such records or information
 Publish and disclose their policies regarding use of client personal information on a
regular basis
 Financial organizations cannot:
 Disclose non-public information about their customers
 Use or share the information except to perform a service on behalf of the client, with their
permission

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HIPAA
 HIPAA requires healthcare entities, including hospitals,
doctors, nurses, health plans, labs, pharmacies and billing and
claims agents to protect the privacy of a patient’s protected health
information (PHI), particularly when communicating electronically
 HIPAA security rule determines how PHI must be stored and
transmitted to:
 Ensure privacy, security, and accuracy
 Restrict access to PHI
 Verify transmission
 Report, track, and provide audit trail

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Top 5 Information Governance Issues
Process Control
Control who has access to
information, and when and
where the documents
were delivered
Integrity
Uncontrolled business
documents are potential
security threats
Tracking
Protect information,
provide history of what
has transacted, and
which personnel have
access to it
Privacy
Without some form of
access control, there is
no privacy or security
Storage
Paper-based documents
lack privacy, control, and
audit trails

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Goals for Supporting Compliance
Security
Audit
TrailIntegration
History
Centralized
Delivery
Tamper-
Resistant
Management Storage
Restrict
Access
Policy

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Electronic Fax Solutions Support Compliance
Goals
 Fax is a highly secure, point-to-point communication
between sender and receiver
 Not susceptible to interception or tampering
 Not vulnerable to malware, viruses, or hacking
 Paperless faxing decreases risk
Security
Tamper-
Resistant

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Electronic Fax Solutions Support Compliance
Goals
Centralized
Delivery
 Electronic fax solutions provide centralized
delivery for all fax traffic – one way in, one
way out
 Consolidation ensures visibility across the
entire organization
 Centralized management provides visibility
of access controls and governance
adherence
Management

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Electronic Fax Solutions Support Compliance
Goals
Audit
Trail
History
 Defensible audit trail of fax activities
 Sent, received, viewed, altered, forwarded,
approved
 Centralized, electronic audit trail for quick
access when needed
 Proof of delivery and receipt of content can
be legally established and proven

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Electronic Fax Solutions Support Compliance
Goals
Integration
Storage
 Integrate electronic fax solutions with back-
end systems and applications for secure
faxing
 Securely import received faxes into
integrated systems
 Create a digital file cabinet for storage and
retention requirements

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Electronic Fax Solutions Support Compliance
Goals
Policy
Restrict
Access
 Create a faxing environment that adheres to
regulatory and compliance policies
 Encrypted data storage and cloud-based
encryption for data-at-rest and data-in-
motion
 Permissions and restrictions limit access to
content

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Electronic Fax Solutions from OpenText
RightFax and Fax2Mail provide
enterprise-grade, electronic faxing to
integrate fax with back-end applications to
decrease the risk of exchanging information
to increase security and compliance.
On-Premises
Fax Server
Cloud-Based
Fax Service

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OpenText Fax Solutions Compliance and
Certifications
 Help maintain compliance with:
 HIPAA, Sarbanes-Oxley,
Gramm-Leach-Bliley
 Fax2Mail is security certified with:
 SOC 1, SOC 2, SOC 2 Type II, SOC 3
 PCI-DSS Level 1 certified data center
 RightFax is JITC Certified
 US Department of Defense certification
SOC 1 SOC 2
SOC 2,
Type II
SOC 3

20.
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