DocuXplorer for Financial Services
Recommended by industry experts
David Drucker and Joel Bruckenstein
authors of Virtual Office Tools and Virtual Office News; DocuXplorer has been adopted by the Financial Services
industry as the program of choice to comply with recent SEC
and NASD regulations.
DocuXplorer also provides integration with
Junxure-I, a
popular CRM program specific to Financial Advisors. The integration
allows users to add and find document in DocuXplorer directly from
Junxure-I.
Both small and large financial services firms
including; Mesirow Financial, Newsholme Financial, Jefferson Pilot, Arco
Financial Services, Allen & Allen, LLP, and many more have implemented DocuXplorer as their document management solution
to both satisfy government regulations and significantly increase their
own productivity.
The SEC Final Ruling states;
(2) General requirements. The investment company, or person that
maintains and preserves
records on its behalf, must:
(i) Arrange and index the records in a way that permits easy location,
access, and retrieval of any particular record;
(ii) Provide promptly any of the following that the Commission (by its
examiners or other representatives) or the directors of the company may
request:
(A) A legible, true, and complete copy of the
record in the medium and format in which it is stored;
(B) A legible, true, and complete printout of the record; and
(C) Means to access, view, and print the records; and
(iii) Separately store, for the time required for preservation of the
original record, a duplicate copy of the record on any medium allowed by
this section.
(3) Special requirements for electronic storage media. In the case of
records on electronic storage media, the investment company, or person
that maintains and preserves records on its behalf, must establish and
maintain procedures:
(i) To maintain and preserve the records, so as to reasonably safeguard
them from loss, alteration, or destruction;
(ii) To limit access to the records to properly authorized personnel,
the directors of the investment company, and the Commission (including
its examiners and other representatives); and
(iii) To reasonably ensure that any reproduction of a non-electronic
original record on electronic storage media is complete, true, and
legible when retrieved.
Features in DocuXplorer that provide compliance include:
-
The ability to store documents/records electronically in a secure
database
-
Index documents for quick location and access of stored documents and
records
-
Docuxplorer can store documents/records as a true and legible copy
safeguarded from
alteration in either TIFF or PDF format
-
Access to view and print documents
-
Security - Based on users and groups, security allows an
administrator to set permissions for every function of the program
at every object, Cabinet, Drawer, Folder, Document, and Field.
Permissions include; view, modify, print, e-mail and more
-
Document Event Log - log automatically keeps a record of actions (called
events)
taken with a document. Events stored with document are Add, Modified,
Viewed, Version
Created, Printed, or E-mailed. Stored events also contain the event data
and time
operator (user) who performed the event
Inactivity time out - workstation inactivity will cause DocuXplorer to
automatically
log off. Inactivity time out is user-definable
Libraries can be burned to CD or DVD as a duplicate Read Only copy of
all records
and documents stored
Add to these imperative requirements the advantage of instant
access to client documents, the ability to email and fax directly from
Docuxplorer and savings in paper storage, overnight mail, and office
supplies used to print and copy documents and you will find significant
return on your investment.
Click here is see a full
copy of the SEC Final Ruling
DISCLAIMER:
While DocuXplorer has made every effort to properly interpret SEC
regulations, a compliance officer should be appointed to determine that all regulations
are followed. SEC regulations cover more than the management of client
document/records and in no way should it be construed that DocuXplorer can provide total
compliance .
