How do you spell Sarbanes-Oxley? What’s a HIPAA?
One of the biggest challenges companies today face is ensuring they are meeting government regulations for the security and retention of corporate data. Failing to comply can lead to significant financial loss as well as damage to your business’ reputation. MaxxVault Enterprise has been designed to help businesses act in accordance with industry regulations such as: Sarbanes-Oxley (SOX), Health Insurance Portability and Accountability Act (HIPAA) or the Gramm-Leach-Bliley Act (GLBA). While there is no magic tool that can ensure an entire organization is in compliance with all relevant rules and procedures across all departments, MaxxVault can ensure that – as far as documents and electronic records are concerned – there are no missteps.
Unlike file cabinets which can be left unlocked – or file folders, which can be misplaced – records stored in MaxxVault are always secure. Access is restricted to only those who have been given rights. Further, each user’s access privileges can be minutely controlled. MaxxVault administrators have many features and functions they can configure to customize and restrict a user’s access. Some of these possible restrictions include: access to folders and documents, the ability to mark up a document, document editing, exporting, printing or deleting. Additionally, MaxxVault Enterprise keeps a complete audit trail for each document and each user. There is never any question about who has accessed a document or what activities have taken place to help keep you in line with regulatory mandates such as:
Gramm Leach Bliley Act
Document life cycle management
MaxxVault can also manage the life cycle of your documents. Many laws and regulations stipulate how long a document of a certain type must be kept on file. MaxxVault can track the age of all documents, move them to the archive at the appropriate time and prompt the records manager to delete them when they have reached the legal obligation for their retention. Users can also put documents on legal hold, a status which supersedes any previous retention policy. A document on legal hold cannot be deleted from the system until the hold is removed by the appropriate manager.