Document Management Regulations Ii Payment Processing
- 1. Document Management Part II: Payment Processing The Relevancy of Document Management Industry Standards and Payment Processing for SMI
- 2. Overview Recap of DM Terminologies and Regulations Forces Shaping DM for the Payment Processing Community OCSE’s EDM Guideline Overview Compliance / Regulatory Mandates Banking Industry Changes Qualifications for EDM Vendors Features of EDM Systems Future Outlook
- 3. Terminology Recap from the Perspective of the DM Industry Enterprise Content Management (ECM) System Document Management (DM) – Workflows and versioning Electronic Records Management (ERM) System – lifecycle policies applied to specific documents Imaging System – Scanning & Data Capture
- 4. Regulatory Recap from the Perspective of the DM Industry Regulation Applicability What Could be done for Compliance SOX Possibly applicable for ECM or in general, due to government contracts. Always applicable during litigation. In the general document management world, SOX and e-Discovery are prime influences. SAS 70 may already cover. CMMI with an accounting focus may be another course of action. e-Discovery rules YES for ECM and could be for any record. Many public companies use this as their motivating factor for a full ECM product. For a start: Develop automatic email retention policies SAS 70 YES. We actively use this to provide transparency and builds trust with its customers by having controls and operations independently verified by an unbiased third party…. Probably will cover for SOX? N/A ISO 15489 Possibly applicable for document management, due to requirements of state agencies. In the federal government doc mgmt world, 15498 and 5015.2 are prime influences. For a start: Develop standardized processes covering wide areas of document management such as document lifecycle stages of creation, use, and deposition. 5015.2 Possibly applicable for document management, due to requirements of state agencies For a start: Define what would be considered a record and develop standardized procedures around: Sustainable document formats Data archive Document Imaging Audit Trail Scheduling of data (temp/perm) Transfer media/medium Lifecycle
- 5. Forces Shaping DM with Payment Processing (Now called EDM) Office of Child Support Enforcement’s Guide for Electronic Document Management (EDM) Compliance Mandates (Govt Regulations) Banking Industry Changes EDM Industry Standards
- 6. OSCE Guide for Electronic Document Management General EDM guidelines to enhance automation in State Child Support Enforcement systems Re-enforced our Standard DocMan\SMART functions Scanning Indexing Data Capture/Forms Processing Formatting Standards of “Sustainable Document Formats” Kofax Virtual Rescan™ is specifically mentioned for Quality Control Security: VPN, HTTPS Additional Emphasis on: Records Management Lifecycle Policies Visible Project Management Standards Established Oversight Committee Cost-Benefit Analysis Performed Make-or-Buy Analysis Performed Digital Signatures
- 7. Compliance Mandates State Regulations The Child Support Performance and Incentive Act of 1998 Government Paperwork Elimination Act Paperwork Reduction Act of 1995 Government Performance and Results Act Presidential Decision Directive 63 Electronic Freedom of Information Act National Archives and Records Administration (NARA) ISO 15489 Records Management DoD 5015.2 In General, OCSE recommends increased utilization of technology in relation to ECM to decrease “waste and inefficiency.”
- 8. Banking Industry Changes Reduction of Paper Processing Convergence of Payment Processing and Document Management
- 9. DM Industry Standard Emerging Components as Identified by AIIM™
- 10. Top Qualifications for EDM within Payment Processing Certifications PMI certifications CDIA+ certifications Possible AIIM certifications Possible 5015.2 Enforcing Make-or-Buy Analysis Decisions Passing Cost-Benefit Analysis EDM + PP Convergence Experience Established Oversight Committee Communication Processes
- 11. Design Features for EDM within Payment Processing Standard DM Features Scanning Data Capture / Forms Processing Workflow Integrated Business Continuity Additional Features Standards-based /Open Architecture design Electronic Records Management (ERM) with Lifecycle policy enforcement PKI Infrastructure (Digital Signatures, Certificates) Redaction for the declassification of confidential data Possible Process\Workflow Improvement Capability (BPM)
- 12. Future Outlook The Convergence of Payment Processing & Electronic Document Management for Child Support Enforcement and the Payment Processing industry as a whole.
- 13. References AIIM: ECM at Work http://www.aiim.org/viewpdfa.asp?ID=29914 AIIM Executive Forum Program Agenda http://www.eventuring.org/eShip/appmanager/eVenturing/eVenturingDesktop?_nfpb=true&_pageLabel=eShip_articleDetail&_nfls=false&id=Entrepreneurship/Resource/Resource_521.htm NARA’s Strategic Directions for Federal Records Management. http:// www.archives.gov/records-mgmt/initiatives/strategic-directions.html OCSE: Automated Systems for Child Support Enforcement: A Guide for Electronic Document Management http://mteam/Presentations/OCSE%20Guide%20for%20EDM.pdf TAWPI : Payments automaton 2007; Beyond Capture and Clearing conference http://www.tawpi.org/PaymentsAutomation2007.html