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FACSys and ‘Compliancy’ . Microsoft Windows Server 2003 with Share Point and FACSys can assist your compliancy efforts!. Who knows what these terms mean?. HIPAA SOX SEC Rule 17a-4 DoD 5015.2-STD NASD The Food and Drug Administration’s Title 21, Part 11

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Facsys and compliancy

FACSys and ‘Compliancy’

Microsoft Windows Server 2003 with Share Point and FACSys can assist your compliancy efforts!


Who knows what these terms mean

Who knows what these terms mean?

HIPAA

SOX

SEC Rule 17a-4

DoD 5015.2-STD

NASD

The Food and Drug Administration’s Title 21, Part 11

U.S. National Archives & Records Administration General Records Schedule 20 (GRS20)

The European Directive on Data Protection



Facsys and compliancy 1330382

In December 2002, The Securities and Exchange Commission, the New York Stock Exchange and NASD fined five firms a total of $8.25 million for failure to preserve e-mail communications.

Each of the firms consented (without admitting or denying the allegations) to findings that each failed to preserve for a period of three years, and/or preserve in an accessible place for two years, electronic communications relating to the business of the firm, including interoffice memoranda and communications.


Facsys and compliancy 1330382

  • And that includes FAX messages! the New York Stock Exchange and NASD fined five firms a total of $8.25 million for failure to preserve e-mail communications.


Just so you know next time someone asks you
Just so you know next time the New York Stock Exchange and NASD fined five firms a total of $8.25 million for failure to preserve e-mail communications. someone asks you:


Facsys and compliancy 1330382


Facsys and compliancy 1330382


Facsys and compliancy 1330382


Facsys and compliancy 1330382


Facsys and compliancy 1330382


Facsys and compliancy 1330382

  • another Point of Interest: and 3110 govern archive regulations for brokerages buying and selling stock on the NASDAQ.

  • Microsoft® is listed on NASDAQ and they have four FACSys servers and 50,000 client licenses in Redmond. (since 1995)


Facsys and compliancy 1330382


Facsys and compliancy 1330382

  • U.S. National Archives & Records Administration General Records Schedule 20 (GRS20)

  • manages rules for capturing and storing official government records. Some records need “disposition approval” and can only be authorized for erasure or deletion when an agency authority determines that they are no longer needed for administrative, legal, audit or other operational purposes.


Facsys and compliancy 1330382

  • The European Directive on Data Protection provides regional requirements and country-specific implementations by member states.

  • This law means that individuals have entitlements to access their personal data kept on file, within a defined time-scale (either electronically or in hard copy). It also covers use of data including to whom the data can be passed or how it is used.


What has this got to do with your faxes
What has this got to do requirements and country-specific implementations by member states.with your faxes?


Facsys and compliancy 1330382


Facsys and compliancy 1330382



Facsys and compliancy 1330382


Facsys and compliancy 1330382

  • Fax enabling applications to store, retrieve and index.

    • “print to fax” from the application

    • “e-mail to fax” from the application

    • customized faxing with AFM-SDK


Facsys and compliancy 1330382

  • Fax enabling e-mail to store, retrieve and index.

    • inbound and outbound

    • with MS Exchange or Lotus Notes

      (as of FACSys 4.91)

    • with any SMTP mail system including Outlook Express, Gmail, Netscape Mail, Eudora, Hotmail

    • any ISP POP mail account.


Facsys and compliancy 1330382

Fax enabling document management systems to store, retrieve and index.

  • FACSys does not have a built-in document management system because

    • there are already about 100 of them.

    • Share Point does the job.

  • Many are very industry specific

  • and FACSys can fax-enable them ALL anyway!

  • How?


Facsys and compliancy 1330382


Facsys and compliancy 1330382


Facsys and compliancy 1330382

start=10/05/2004 11:30:24 document managements systems can readsource=fax originalpagecount=1 RemoteId=Peter Mittler RoutingInfo=Peter

Meta data

DAT example


Facsys and compliancy 1330382

<?xm version='1.0' encoding='utf-8'?> <!--Inbound Fax Metadata  -->

- <FACSysFaxMetadata>

  <DateTime>04/20/2005 18:52:50</DateTime>

  <Source>fax</Source>

  <MessageId>22219</MessageId>

  <TotalPageCount>1</TotalPageCount>

  <Status>Completed successfully</Status>

  <OffHookTime>17</OffHookTime>

  <RemoteId>FACSys Server</RemoteId>

  <RoutingInfo>6773</RoutingInfo>

  <Server>ANNEX</Server>

  <TransactionId>ANNEX_20050420185250_22219</TransactionId>

  <Attachment Path="C:\ArchiveTest\ANNEX_20050420185250_22219.pdf" Type="PDF" />

  </FACSysFaxMetadata>


Facsys and compliancy 1330382

Which means to you… document managements systems can read

  • Any document management system can extract this information, index it and store it.

  • It will work with system you already have or one you may acquire in the future.

  • No Doc Management system yet?

    • Store the faxes for future incorporation to a system.


Facsys and compliancy 1330382

That facilitates ‘compliancy’ document managements systems can read

and the real benefit to you is piece of mind that all those fax messages are retrievable from wherever you are without pulling paper files from archival filing cabinets and then photocopying for days!


Facsys and compliancy 1330382

  • By itself, no faxserver will document managements systems can readmake your company ‘compliant’.

  • It requires a ‘mind-set’ to ensure that all the pieces of your messaging system deliver compliancy requirements in your particular business area.


Facsys and compliancy 1330382


Reference information
Reference Information and how a faxserver contributes to that goal.

  • White Papers

    • How faxservers & fax technologies fit SB IT

      • (http://download.emfast.com/doc/How_faxservers_&_fax_technologies_fit_SB_IT.pdf)

    • FACSys and HIPAA

      • (http://download.emfast.com/doc/FACSys_and_HIPAA.pdf)

  • emFAST Websitewww.emfast.com

  • FACSys Websitewww.facsys.com

  • FACSys Support Sitewww.faxserversupport.com

  • FACSys Traininghttp://www.faxserversupport.com/fast_training.htm


Facsys and compliancy 1330382

Thanks for your time today! and how a faxserver contributes to that goal.