The document discusses the importance of securing fax and document workflows to ensure compliance with regulations like Sarbanes-Oxley, Gramm-Leach-Bliley, and HIPAA. It outlines the challenges organizations face, including information integrity, privacy, and document storage issues. OpenText offers integrated solutions designed to streamline document management and enhance security, enabling organizations to manage their information lifecycles effectively.

1. Copyright © Open Text Corporation 2008 - 2009. All rights reserved.Slide 1Securing Fax and Document WorkflowGeoffrey AndersonSr. Product ManagerOpen Text Fax and Document Distribution GroupApril 16, 2010Driving Compliance in the Organization

2. Did you know?

3. How Compliant Is Your Organization?Are you relying on paper-based document delivery processes?Do you have control over who, how, and where documents are being delivered?Are you confident that information is being received by the right people?Do you have an audit trail for your corporate communications?Is your confidential information kept private?

4. The Risks of Non-compliance Are RealStiff fines Jail time for executivesLoss of reputationLoss of brand imageLoss of market position

5. Industries Most Affected by ComplianceFinancial ServicesInsurance and Real Estate HealthcareLegalGovernment EntitiesCopyright © Open Text Corporation 2008 - 2009. All rights reserved.Slide 5

6. Security and Compliance ChallengesAutomating the document delivery processesCentralizing information delivery and receiptSafeguarding document confidentialityProtecting information against tampering and alterationTracking, limiting, and monitoring access to informationProviding secure storage, historical data, and managing document destruction

7. Common Regulations

8. Sarbanes-OxleySarbanes-Oxley is the US Government’s response to corporate financial scandalsCorporations must monitor, track and manage the creation and reporting of all financial info required for governmental reportingCorporations must establish and maintain an internal control structure and certify its effectivenessCorporations cannot delete records of transactions or related documents as it pertains towards financial performance of the company Executives that knowingly sign falsified reports and anyone that destroys audit records can receive up to 10 years in prison and finesDestruction, falsification and/or alteration of documents in federal investigations and bankruptcy proceedings can lead to sentences of up to 20 years in prison and finesIT managers must enforce document retention policies

9. Gramm-Leach-Bliley Disclosure of “non-public information” by Financial EntitiesFinancial institutionsmust: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 informationPublish and disclose their policies regarding use of client personal info on a regular basisFinancial organizations cannot:Disclose non-public information about their customersUse or share the info except to perform a service on behalf of the client, with their permission

10. HIPAAHIPAA requires health care entities, including hospitals, doctors, nurses, health plans, labs, pharmacies and billing and claims agents, to protect the privacy of a patient’s health information, particularly when communicating electronically. HIPAA security rule determines how personal health information must be stored and transmitted to:Ensure privacy, security and accuracyRestrict access to personal healthcare informationVerify transmissionReport, track and provide audit trail

11. Developing a Compliance StrategyCopyright © Open Text Corporation 2008 - 2009. All rights reserved.Slide 11

12. Top 5 Compliance Issues Facing OrganizationsProcess control – control who has access, and when and where documents are deliveredInformation integrity – uncontrolled business documents are potential security threatsPrivacy – without some form of access control, there is no privacy or securityTracking, reporting, and audit trail – regulations dictate that business protect information, provide a history of what has happened to the information, and which personnel have had access to itDocument storage – the problem with storing paper-based documents is the lack of privacy, control, and the difficulties in tracking down information for audit trailsCopyright © Open Text Corporation 2008 - 2009. All rights reserved.Slide 12

13. Solutions for Supporting ComplianceCentralized deliveryIntegrationTamper-resistantSecurity and managementAudit trailTrack historyElectronic fax repositoryCopyright © Open Text Corporation 2008 - 2009. All rights reserved.Slide 13

14. Document Delivery & Archiving:An Integrated SolutionCopyright © Open Text Corporation 2008 - 2009. All rights reserved.Slide 14

15. Open Text Fax and Document Distribution SolutionsLow-risk with a high-return on investment Proven, reliable solutionsOver 25 years of fax experienceSecure, ensuring confidentiality, and controlTightly integrated with front and back-office applications Timely, efficient and universally accessible Easy to install, use and manage Flexible and scalable systems to match your needsCopyright © Open Text Corporation 2008 - 2009. All rights reserved.Slide 15

16. Open Text Fax Server, RightFax EditionThe market leader in fax server softwareIntegrates and automates the flow of fax, paper, and electronic documentsMakes your documents more secure and traceableProvides a complete audit trail for desktop faxingFax over IP (FoIP) capabilities help organizations extend their VoIP networks to provide secure document deliveryCopyright © Open Text Corporation 2008 - 2009. All rights reserved.Slide 16

17. Open Text Fax Appliance, FaxPress EditionComplete network fax solution in an applianceIncludes all the necessary hardware and software Immediately usable upon installationAllows users to send and receive faxes from the desktop, email, and back-end applicationsIntegrates with most MFP’s as wellThe perfect solution for small to mid-size businesses or workgroups that need to maintain a high standard of security and efficiencyTurnkey solutions require minimal setup and managementCopyright © Open Text Corporation 2008 - 2009. All rights reserved.Slide 17

18. Open Text Document Server, Alchemy EditionA document management software solution used by thousands of small and mid-size businesses worldwideProvides document scanning, document imaging, document archiving, fax archiving and electronic records management capabilitiesCreates a digital file cabinet for your organization Securely store any document type and then find it within seconds, even years laterCopyright © Open Text Corporation 2008 - 2009. All rights reserved.Slide 18

19. Open Text Workflow Server, .NET EditionFlexible, integrated, and easy-to-implement workflow solutionsCreates a trusted environment where people, processes and documents can come together to improve efficiency, address compliance and increase profitabilityBrings new levels of productivity to any repeatable business activity from simple workgroup tasks up to enterprise wide processesCopyright © Open Text Corporation 2008 - 2009. All rights reserved.Slide 19

20. SummaryExpanding government regulations put companies at riskOpen Text Fax and Document Distribution – integrated solutions that address the whole information lifecycleSolutions to fit any organizational needTrusted solutions leveraged by more than 100,000 Fax Servers in the fieldCopyright © Open Text Corporation 2008 - 2009. All rights reserved.Slide 20

21. Copyright © Open Text Corporation 2008 - 2009. All rights reserved.Slide 21Thank You