What is compliance and how does DocSuite successfully achieve it?
Compliance is the structure that is designed to ensure that your company, healthcare organization, or the various legal institutions that govern your industry and the way your organization operates are compliant.
A compliance management system is a process created to keep your compliance structure working. It is the process through which you create your policy manual, manage training and professional development, and compile your proof of compliance for accrediting agencies and government regulators.
An enterprise compliance management system uses methods and tools such as internal audits, third-party audits, technology applications, reports and documentation, and security controls, in addition to relying on a team of people who understand the hows and wherefores of compliance and work to keep their organization running smoothly.
In this article, we will discuss what compliance management is, and how DocSuite successfully achieves compliance management.
What is compliance management?
Compliance management is defined as the handling of monitoring an organization's systems, policies, and procedures; To ensure that all employees comply with general laws, local laws, government regulations, certification rules and codes of conduct, workplace compliance generally includes two areas:
Corporate Compliance: The way an organization ensures employees comply with internal policies, procedures and rules, as well as standards of performance and conduct.
Regulatory Compliance: It refers to the way an organization adheres to external laws, regulations and rules.
In other words, corporate compliance involves rules created within the organization, and regulatory compliance follows rules created outside the organization.
Why is compliance management important?
Simply put, managing regulations keeps you out of trouble. There are regulations, laws, and rules to prevent people from violating privacy, sharing someone else's information, stealing, or committing fraud, because people do that sometimes.
There are regulations, laws and rules to force people to act in the best interest of their patients, clients and customers, because sometimes people don't.
Compliance management mitigates risks and builds a culture of employee compliance. It ensures that people know, understand, and follow those regulations, laws, and rules. If they don't, your organization could be exposed to government penalties and fines, lawsuits and settlements, legal costs, security costs, damage to your reputation, and even prosecution. Criminal, a single penalty or lawsuit can wipe out your company's finances, damage to your reputation can damage your company's image and cause people to look for alternatives or refuse to cooperate with your organization.
When you think about what non-compliance can do to your organization, you'll realize that you can't survive without compliance management.
Three ways to manage compliance
There are three basic approaches to managing employee compliance:
Strict, from top to bottom.
No interference.
Shared or distributed.
Here's what it all means.
Strict top-down approach
A strong authority figure enforces rules throughout the organization. There is no room for compromise or flexibility. For example, a manufacturer will have a strict safety policy when it comes to being inattentive while driving. You cannot negotiate to relax safety rules: you cannot drive a crane. When you are in a state of illness, similarly, the hospital will also have strict safety policies when it comes to patient care. You have to give your patient the right medication at the right time. You cannot ask for some flexibility in giving it “most of the time.”
Laissez-faire approach
This is a flexible approach to compliance management, and the authority figure has set some high-level guidelines, but the procedures are up to the employees to figure out. Of course, you cannot break the law to achieve your goals, but when it comes to other standards, there is still some flexibility, for example, The company may have a flexible work schedule, everyone must work 40 hours a week, but they can work from home during any time of the day that suits them.
Shared or distributed model
This means that everyone works together and shares responsibility to make employee compliance their priority. Instead of receiving high-level directives from an authority figure, the group shares responsibility for achieving and proving compliance. For example, a fintech startup has certain regulations that they must follow, but Instead of having rules dictated to them by an authority figure, they all know what they're supposed to do and what they're allowed to do, they understand the laws and regulations, and they hold each other accountable while tracking their own processes to prove their compliance with them.
7 Ways to Achieve Compliance via DocSuite
DocSuite offers many services to facilitate the compliance process in organizations, including:
Simplify auditing processes
Doc Suite Compliance Management System manufactures precision components for highly regulated industries such as the medical, aerospace and photonics industries. The company builds and supplies parts to several hundred customers and develops prototypes based on specific requests. The components the company manufactures cannot fail, once any devices are put in hospital or installed in aircraft or other places. Government regulations require that a company maintain documentation regarding the parts it supplies for the life of the products and tools. The company must also provide all supporting documentation in a timely manner when requested for audits.
The speed and ease of DocSuite is especially important during audits. Before using DocSuite, preparing an audit would take several hours, but now documents can be found by entering job numbers and retrieving records. “The largest “A time-saver is being able to pull up the document right away,” she adds. “It also significantly reduces employee stress levels during audit preparation time,” she adds. “We know the job numbers, we can just look them up and produce documents on demand right in front of the auditor.”
Electronic signatures
Electronic signatures reduce paper use and simplify secure document workflows. The federal Electronic Signatures in Global and National Commerce (ESIGN) Act grants legal recognition to qualified electronic signatures, such as those provided by DocSuite, which use verification technology to ensure that signatures are authentic and secure. In the European Union, the European Regulation on Electronic Identification and Trust Services for Electronic Transactions (eIDAS) confirms that the legal validity of verified electronic signatures is consistent with that of a handwritten signature.
Assign roles and responsibilities
The system can assign roles, such as viewing, editing, printing, and downloading, to specific employees or job roles, and employees are allowed to access certain documents via a unique username or password. This authentication creates an audit trail that records who accessed the document, when they accessed it, and what action they took. This restricts unauthorized activity, and the redaction allows for greater protection of personal data.
Prevent fraud
DocSuite ensures that your documents remain safe with features including version control and a robust audit trail that enables you to detect and prevent fraud, and notification of security protocol violations through activity reports provides an additional level of protection.
Audit preparation
With DocSuite, your company is better prepared for an audit, allowing you to quickly respond to auditor requests and maintain greater control over your business information. Transaction processing workflows collect, modify, analyze, and store compliance data and generate reports that prove the data is accurate.
Legal issues
The Federal Rules of Civil Procedure require that electronically stored information not be changed to a paper format. Software that supports eDiscovery can help ensure that documents are archived in a legally compliant manner. It plays a central role in enabling companies to find the right information in a large database, which may be This information is required during internal investigations or by employee compliance and legal teams if they are preparing for litigation.
Disaster recovery
Natural disasters or other crises can happen anywhere and at any time, which is why having off-site copies of data is essential. Ensure your business continuity with redundant data backups, thanks to which all your documents and information can be available again at any time. Some time.
Protection against hacker cyber threats
In addition to built-in security, DocSuite provides high-level protection against criminal extortion programs such as malware. With Microsoft Azure as its foundation, 99 percent of all viruses are already known, which is why a contaminated document is immediately recognized as such and cannot Even archived, even a completely new virus, will not spread to other documents, because malware cannot access the corresponding data store.
DocSuite makes it easy to achieve compliance with all document-based processes, if you want to know more contact our team immediately and request a demo.