Enty checklist for keeping your documents regulation-ready

Compliance with legal and regulatory requirements is the cornerstone of a transparent and ethical business. It involves adhering to laws, standards, and regulations that govern various aspects of business operations. Failure to comply with these requirements can result in severe consequences, including fines, penalties, legal actions, and damage to the company's reputation - keep reading to learn more about these.

In order to ensure compliance, one needs to have a clear understanding of the applicable laws and regulations that pertain to in their industry. Some well-known regulations include the General Data Protection Regulation (GDPR), Health Insurance Portability and Accountability Act (HIPAA), Sarbanes-Oxley Act (SOX), as well as other industry-specific regulations.

Different industries have unique compliance requirements. Here are some industry-specific considerations to keep in mind:

Financial services organizations must comply with regulations such as Anti-Money Laundering (AML), Know Your Customer (KYC), and Financial Reporting Standards (FRS). Implement robust systems and controls to prevent money laundering, maintain customer due diligence, and ensure accurate financial reporting.

In most cases, healthcare providers must adhere to regulations like the Health Insurance Portability and Accountability Act (HIPAA) to protect patient privacy and secure health information. Implement stringent data protection measures, conduct regular risk assessments, and ensure proper handling and disposal of medical records.

Organizations dealing with technology and data-driven services must navigate complex regulations like GDPR. Implement strong data protection measures, obtain explicit consent for data collection and processing, and establish transparent data management practices.

Manufacturing and supply chain businesses must comply with product safety regulations, quality standards, and sustainability requirements. Develop comprehensive quality management systems, conduct regular inspections, and maintain accurate records of product safety and compliance.

Records management is a strategic practice that ensures the proper creation, organization, maintenance, and disposal of business records. It is instrumental in achieving compliance with legal and regulatory requirements. Effective records management provides a safety net for businesses, protecting them from legal and compliance issues, while also promoting operational efficiency and growth.

The key elements of a compliant records management program will usually include:

To effectively manage records, it is crucial to have a clear understanding of the data your organization generates and processes. Conduct a comprehensive data inventory, identifying the types of records your business creates, receives, and maintains. Classify these records based on their sensitivity and relevance to compliance requirements.

Develop retention schedules that outline how long different types of records should be retained. Consider legal, regulatory, and business requirements when determining the retention periods. Retention schedules may vary based on the nature of the records, industry-specific regulations, and jurisdictional requirements.

Maintain secure storage for your business records, ensuring that they are protected from unauthorized access, loss, or damage. Implement access controls to restrict access to sensitive records, granting permissions only to authorized individuals. Consider utilizing secure cloud storage or encrypted physical storage options.

Establish a system for tracking and documenting the access, alteration, and disposal of records. Maintain an auditable record trail that records who has accessed or modified each record and when. This helps in demonstrating compliance and provides a transparent record of activities related to the management of records.

Maintain a documented chain of custody for records throughout their lifecycle. This ensures that records are securely transferred, stored, and disposed of, with a clear record of every transfer. Implement secure procedures for the destruction of records at the end of their lifecycle, ensuring compliance with applicable laws and regulations.

In addition to the key elements of records management, there are several best practices that can enhance your document management processes and promote compliance assurance. Consider the following recommendations:

Advancements in technology have revolutionized compliance assurance practices. Various tools and software solutions can streamline document management and enhance compliance processes. Consider leveraging the following technologies:

AI-powered tools can assist in automating document classification, indexing, and retrieval processes. These technologies also help in identifying potential compliance risks and anomalies within large volumes of data. With Enty, you can even review your contracts using AI and the best part - the result will be ready in just two minutes!

Implementing a robust document management software solution can significantly enhance compliance assurance efforts. These software platforms offer features such as version control, access controls, document workflows, and audit trails to streamline document management processes. At Enty, we understand the challenges businesses face in maintaining compliance with document management. Our innovative solutions empower organizations to automate the routine tasks, speed up document workflows, and ensure regulatory adherence. Contact us today to learn more about how Enty can support your business and streamline back-office processes.

Utilize regulatory monitoring tools that provide real-time updates on changes to laws, regulations, and industry standards. These tools can help you stay informed about compliance requirements, ensuring that your document management practices are continually aligned with the latest regulations.

Non-compliance can have far-reaching implications for your organization. Let's explore some of the potential risks associated with inadequate compliance assurance:

Compliance assurance is a complex and essential aspect of running a business. While this article provides a general checklist for keeping your documents regulation-ready, it is important to recognize that each industry, jurisdiction, and business has its own specific requirements. Consulting with legal and compliance specialists is crucial to ensure full compliance with applicable laws and regulations.

By implementing effective records management practices, adhering to best practices, and leveraging technology, you can streamline your compliance assurance efforts and protect your business from legal and regulatory risks. Remember, compliance is an ongoing process that requires regular review, updates, and continuous improvement to ensure the long-term success and sustainability of your organization.