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Yes. All records are preserved in an
exclusive non-rewritable, non-erasable or “WORM” (Write Once Read
Many) format. All documents are imaged properly and the optical
copy is legible. The quality and accuracy of the optical storage
recording process is verified and the duplicate copy contains all
information as it was originally preserved. The original and
duplicate are serialized and the information is placed on disks
and permanently time-stamped.
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Records are arranged, indexed and
filed in such a manner as to permit the immediate location of
any particular record requested. The capacity to download
indexes and records preserved on optical disk to paper,
microfilm or microfiche.
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Facilities are available at all
times for immediate, easily readable projection of optical disks
and indexes.
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All information needed to download
records and indexes stored on optical disks is available to the
SEC, NASD, individual states and the broker/dealer personnel to
review at their request.
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An automatic audit program is in
place to provide accountability regarding access to records
maintained and any changes made to every original and duplicate
optical disk.
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A duplicate copy of each optical
disk and index used to store required records for the required
time period are stored in an off-site location. The off-site
location is able to retrieve all information in the same manner.
Indexing
The indexing system creates an organized document filing
system and makes future retrieval simple and efficient. A good
indexing system will make existing procedures and systems more
effective.
Retrieval
The retrieval system uses information about the
documents, including index and text, to find images stored in the
system. A good retrieval system will make finding the right
documents fast and easy.
Access
Document viewing should be readily available to those
who need it, with the flexibility to control access to the system.
A good access system will make documents viewable to authorized
personnel, whether in the office, at different locations, or over
the Internet |
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KEY COMPONENTS
Currently, there are eight components to consider when
going paperless. Though most paperless environments usually
only contain three, eight is essential for a truly efficient
and compliant paperless environment.
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Hardware
(scanner, server, etc.)
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Document
Imaging Software
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Document
Management Software
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Rights &
Access Software
Workflow Management Software and
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Procedures
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Optical
Recognition Software
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Access
and Recovery of Data (web-based preferred)
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Disaster
Recovery Procedures
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