Odds are you are in the process of migrating to a more modern operating system, so now is an ideal time to implement electronic document management systems (EDMS).  DigitalDrawer from AscendoSoft is the EDMS that stores, organizes, and manages documents and provides fast, security controlled access to these documents throughout your company.

 Ease of File Management

All businesses, large or small, obviously deal with paper and electronic documents on a day-to-day basis.  How much time is wasted making copies and trying to lay your hands on “that one document” you have been searching for all day?  Sure, Windows could be used to manage files, but with an EDMS, documents can be easily located through either a keyword or a full-document text search placing any document you wish to retrieve at your fingertips anytime.

Reduction of Physical File Space
How much space in your business is dedicated to a hard copy filing system?  How many times has a document been misfiled?  How many times has a document been filed and never reviewed again?  This is space you could reclaim to use in any number of ways, for instance, new equipment could be added without the need for obtaining larger premises.  There are, of course, documents that need to be retained in paper form for legal reasons, but an EDMS can drastically reduce the amount of file storage in any office.

Security
Every organization has security requirements and it seems that on a daily basis there are reports of security breaches.  Physical files in an office may be under lock and key, but are they really secure?  Many EDMS have built in security.  DigitalDrawer from AscendoSoft maximizes security by using 128-bit AES encryption ensuring documents are not readable except through DigitalDrawer.  Other security aspects include: Role-based security, permission-based access and audit trail of user access, encrypted file names, and the ability to redact or hide personal information if necessary.

When an EDMS is implemented, it is important that it is rapidly deployed, user-friendly and cost-effective.  Once fully integrated and accessible across departments the workflow is streamlined and your ROI is significantly increased.

Employers, are you listening?  Because this includes you.  Stiff civil and criminal penalties will result in the event of non-compliance.

DigitalDrawer is the Electronic Document Management (EDM) solution from AscendoSoft which allows you to store, organize, and manage your business documents (including your employees’ PHI).  HIPAA compliance will be significantly enhanced with the following features:

Maximized Security with Uninterrupted Workflow
Role-based security is critical in any EDM system and is essential to HIPAA compliance.  DigitalDrawer allows your organization to group similar users to ensure access to specific documents is controlled.  For instance, an administrative group may be able to add digital or scanned documents and another user with permissions may perform additional work with those documents such as indexing, annotation, and redaction all without interruption of the workflow stream.  DigitalDrawer administrators are also able to track all user activity which allows for unauthorized access detection.

File Encryption
HIPAA security standards require that measures be taken to prevent unauthorized access to sensitive information that is transmitted over a network whether it be internal or public.  Each document filed in DigitalDrawer has a unique name which ensures they are not traceable to personal information.  Additionally, all documents stored in DigitalDrawer use the AES 128-bit encryption (the Advanced Encryption Standard which has been adopted by the U.S. Government and is now used worldwide).  This ensures data is taken from its readable form and encrypted to make it unreadable except to DigitalDrawer users with access.

Sensitive information can be easily blacked-out or redacted to secure PHI before emailing, printing or exporting.

The newly effective changes in HIPAA give individuals the right to have their provider restrict disclosure of certain PHI documents.  DigitalDrawer organizes and manages documents for easy selection and retrieval.

Backup and restore capabilities within DigitalDrawer allow your organization to further safeguard PHI in the event of a systems failure.  Automated backups not only provide peace of mind, but also ensure continued security and access of information.

DigitalDrawer from AscendoSoft is user-friendly, cost-effective and can be rapidly deployed which will get your organization up and running with improved HIPAA compliance in no time.