Posts Tagged ‘Privacy’

Document Management Industry Roundup: April 18, 2014

April 18, 2014

The Heartbleed bug was a popular topic in the industry this week, and FileBound shared a preview to its upcoming conference.

This week’s important resources:

1. Rest assured, FileBound has not been affected by Heartbleed, but some of your personal accounts still may be at risk. Here’s a quick overview of everything you need to know about the bug. 

2. The recent buzz about the Heartbleed bug has prompted many to change their personal passwords, but be sure to protect yourself against these other potential privacy intrusions too.

3. If you’re heading to the FileBound conference this month and you missed yesterday’s preview, you can still check out the webinar on our website.

4. With frequent fliers continuing to push for better in-flight Internet access, airlines are investing in new technology that promises a much stronger and faster Wifi connection.

5. Hunt for your Easter eggs online this weekend, and see what treats Google has hidden within some of its searches.

In case you missed our latest blog:

High-end document management software solutions can be worth the high price for businesses looking for a highly customized product. Learn more about high-end solutions on our blog.

Maricopa County Sheriff’s Office

December 11, 2013
As the largest Sheriff's office in the country, having employee paperwork digitized helped the department stay efficient.

As the largest sheriff’s office in the country, digitized employee paperwork became a necessity for an effective hiring process.

The Maricopa County Sheriff’s Office is a fully integrated law enforcement agency committed to being the leader in establishing the standards for providing professional quality law enforcement, detention, and support services to the citizens of Maricopa County and to other criminal justice agencies. The Maricopa County Sheriff’s Office, headed by the famed Sheriff Joe Arpaio, is the most talked about and nationally recognized Sheriff’s Office in the country today.

The Problem

The Maricopa County Sheriff’s Office, the largest sheriff’s office in the country, desperately needed to streamline their employee hiring and screening process. Their current method was very complex and paper based, which made keeping track of important documents extremely difficult. Due to their lengthy hiring and screening process they were exhausting their labor budgets. They were constantly extending the timeframe needed to process applicant paperwork. The substantial amount of time that it was taking the human resources department to hire applicants for employment, resulted in excessive overtime expenses, costly mistakes, miss-filed paperwork, and duplicated efforts. With paper everywhere it was also difficult to remain compliant with existing privacy laws and regulations. It was painfully obvious; the Maricopa County Sheriff’s Office needed a document management solution, fast.

FileBound Results

FileBound has completely changed the way the Maricopa County Sheriff’s Office manages their paperwork. They no longer have piles of paperwork waiting to get processed, which allows them to get new employees up and running as a quick and easy process. FileBound is a versatile, highly scalable and feature rich document management solution. Due to its web-based structure it is highly customizable, which allows administrators to create a solution that meets all of their document management needs.

What is HIPAA? Why use a document management solution to help out?

September 16, 2010

HIPAA (Health Insurance Portability and Accountability Act) was established in 1996 to protect an individual’s personal health care related information. The health care industry is required to comply with all set security measures of HIPAA to keep patients personal information confidential and safe. On April 21, 2005, all HIPAA guidelines regarding the development, management, and storage of health information became enforceable by law.

The guidelines were developed to protect private health information of patients. Health care providers and associates that have access to this information are required to follow strict guidelines and to implement processes to ensure the privacy of this confidential information. Failure to comply with these regulations carries severe fines and penalties.


All patient health care information that is:

  • Written
  • Spoken
  • Electronic

Electronic Data includes information that is:

  • Faxed
  • Printed
  • Copied
  • Emailed


  • Lab Reports
  • Insurance Claims
  • Consent Forms
  • Patient Records


Compliance with the HIPAA regulations can be difficult with paper based records systems. The main challenges are security of the information, tracking and reporting on who has had access to it, and implementing policies related to PHI (personal health information). Document management systems inherently solve these challenges using encryption, access security, and tracking of document actions. Document management systems allow you to successfully implement and maintain a HIPAA compliance plan to mitigate your risks.