Financial Services

Problem

Financial services companies face increasing market complexity, higher volumes, tougher competition and margin pressure. Growing regulatory challenges are putting increased pressures on records management, while increased competition requires lower production costs and elimination of labor-wasting processes.

Regulations like the EU-Safe Harbor program, PIPEDA and the Gramm-Leach-Bliley Act among others are mandating stringent privacy requirements and protection of personal information. Complicated retention requirements require automation to handle the growing volumes of corporate records.

Solution

FileTrail provides a complete records management solution that streamlines records-handling processes and automates the application of retention policies. Our browser-based software automates records-related tasks from creation through disposition, while fully leveraging current technologies to maximize staff efficiency.

Benefits

FileTrail has market-proven solutions that offer the robust functionality and the flexibility to meet the challenges of regulation and competition. Your FileTrail solution allows you to:

• Meet legal requirements such as Sarbanes-Oxley Act, Basel II accord and SEC 17a
• Accurately describe and manage any number of different times of records, i.e. contracts, loan files, claims, deeds, etc.
• Streamline retrieval and transmittal of archived records
• Integrate with upstream systems to eliminate data entry and standardize data
• Connect with content management solution to ensure compliance across media boundaries
• Store and access electronic documents and images for review
• Control and document access to confidential material
• Document the authenticity, integrity, and chain-of-custody of records
• Locate and retrieve records in under an hour for review by agencies such as FDA, SEC, and others
• Log of all changes to a record throughout its lifecycle
• Ensure individual accountability for actions initiated by any user

Key features of the FileTrail solution for Financial Services include:

• Save time with search tools at every workstation
• Eliminate manual searches for files
• Stop broadcast emails looking for lost files
• Automate creation and labeling of files
• Prevent creation of duplicate files
• Automate archiving and retrieval from off-site
• Automate file room check-in and check-out

Features

FileTrail provides sophisticated automation for firms with more staff and higher volumes of data to manage:

• Easy-to-use browser-based user interface
• Unlimited user-definable fields, searches, labels, and reports
• Highly-configurable interface results in high-user adoption and time-savings for all staff
• Audit trails to prove authenticity and meet legal and regulatory requirements
• Litigation support tools to provide destruction freeze/holds across media boundaries
• Automated records retention & disposition capability
• Electronic integration with off-site storage vendors
• Configure and manage multiple file rooms and storage sites in multiple office locations across multiple jurisdictions
• Consistent application of retention policy regardless of media
• Streamlines the search, request, retrieval, and delivery process
• Integrated one-click email communication about circulating files
• Provides complete security sub-system controlling access to functions and records information
• Integrated security leverages Windows authentication
• Pure Web n-tier, scalable browser-based thin client architecture
• Fully integrated bar coding, color coding and RFID technologies
• Google-style location mapping for retrieval and delivery of hardcopy records