Compliance remains a top concern for organizations nationwide. It’s an issue that is always top of mind because, even if organizations maintain perfect compliance, doing so requires significant investments of time and money.
When it comes to faxing, compliance doesn’t have to cost a lot of money or time. It should be an easy, headache-free process. Whether you are focused on maintaining compliance with HIPAA, Sarbanes-Oxley, or any other major piece of legislation, follow these tips to keep your organization from breaking the regulatory terms.
Maintain Audit Trails
Audit trails for corporate communications are an integral part of many industry regulations. They allow regulatory bodies to see where protected information has been as well as who has accessed it. Keeping a proper audit trail is essential to avoid running into many issues. Thankfully, fax server software like RightFax automatically tracks your fax history and provides verification of delivery, allowing users to keep a ”paper trail” of where a fax has been and when.
Delegate Proper Access
It’s still a regulatory violation (and a bad one, at that) when sensitive information falls into the wrong hands or is viewed by unauthorized parties. While fax servers eliminate the possibility of misplaced paper-based files, they do not eliminate all forms of user error. That’s why fax admins and users need to take precautions to ensure the privacy of documents.
Cover sheets are a one solution since they let recipients know who the fax is intended for, but even those are old news (we still recommend their use). Modern fax software allows users to automatically route faxes to specific email inboxes, ensuring that faxes are always sent to the right place. Admins can also assign access passwords and manage user accounts to further decrease the chance of information being seen by unauthorized parties.
Integrate Fax Servers with Document Storage Systems
Fax server software like RightFax seamlessly integrates with document management systems across multiple industries (e.g. EPIC, Meditech, Cerner, MS Outlook, Exchange and many, others). You can read more about integrations here. To minimize compliance issues, organizations should ask their fax provider about integrating RightFax with as many of their IT systems and software as possible. This will allow you to store, transfer and send/receive documents with ease.
Maintain Compliance with RightFax
RightFax makes compliance easier than ever before. If regulations are a major concern for your organization, don’t hesitate to get in touch with The Fax Guys today.