Rincon India Solutions Pvt. Ltd.

Tag: Secure

  • Reblog: How should you choose the most suitable online fax service for your company?

    Online fax services offer the possibility to send and receive faxes via an email account, recording them in a digital format. Because of the undeniable advantages of such a telecommunication service compared to traditional fax, more and more companies are turning to this modern solution. But how can you choose the best service and the right supplier?

    Here are some tips for choosing the most suitable online fax service for your company:

    1. Assessing your fax sending and receiving needs

    To select an online fax service, it is essential to assess your needs for sending and receiving faxes. For example, an organization that only sends a small number of faxes per day should consider a pay-as-you-go credit system. In contrast, a company that receives and sends large amounts of documents via every day should instead opt for a fixed-price service, including a high or unlimited number of transmissions. Security issues must also be considered; it will be necessary to know whether need to be protected by effective identification and encryption mechanisms.

    2. Seek advice from other companies in your business sector

    Another good strategy for choosing an online fax service is to search for information from organizations in the same industry sector. Through conversation with organizations that have similar needs, you can discover what functions of Internet fax are practical, essential or superfluous. Sometimes, a business partner will even be able to provide an idea of the cost he is paying for his package, which makes it easier to compare the prices of different suppliers in addition to their service offerings.

    3. Contact a few online fax service providers

    With information and recommendations collected from other companies in the same industry, it is much easier to prepare a list of a few vendors that offer an online fax service with the desired functionality (security, compatibility with mobile devices, etc.). Contacting these companies offers the opportunity to obtain more details about the options and features included in their packages. It is also a good way to test the service quality of sellers, who should take the time to ask you questions to better understand your needs and make you an offer tailored to them.

    4. Evaluate customer service of potential suppliers

    It is always best to ensure the quality of a supplier’s customer service before problems arise. Are agents able to offer 24/24 professional support? An online fax provider whose customer service is reputable should be given extra weight when making your decision.

    The original article can be found here.

    For more information e-mail us on sales@rincon.co.in and we will be glad to assist you.

  • Reblog: 4 Things You Might Not Know About HIPAA Compliance

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    HIPAA is an incredibly influential part of the US healthcare regulatory landscape. Because its focus is the security of electronic personal information, it’s no surprise that the law and its requirements continue to evolve as the tech landscape changes.

    While this is ultimately a good thing, ensuring that the law makes sense in regards to the resources available and challenges faced in healthcare IT, it can also make HIPAA compliance a bit of a moving target. What doesn’t change, however, is the extreme consequences of a security breach.

    1. It’s Not the Fines That Get You

    A HIPAA breach can deliver a serious blow to your organization’s financials, but the costs may not be coming from where you think. The requirement to publicize that the breach occurred can cause more damage than a government fine.

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    “If you do the math and you look at an organization that has 10,000 records, that’s between $2 million and $4 million worth of risk. 25,000 records? Up to $10 million in risk. And 100,000 records mean $40 million in risk. Now, I’m saying risk because it’s not the cost of the breach itself. A study shows that about one-third of these numbers is the actual cost of the breach.

    The cost of the breach includes notifying patients and hiring lawyers. If it’s a big breach, you have to set up an 800-number and have people answering it. You may have to do credit monitoring. That’s about a third of these costs. What’s the other two-thirds? It’s the loss of business.”

    –Mike Semel

    President & Chief Compliance Officer, Semel Consulting

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    2. Inattention is No Excuse, Even If Nothing Bad Happens

    The law requires organizations to secure information from prying eyes, whether those eyes are there or not. Organizations are required to make sure all their systems are properly maintained, even if that means installing a completely new operating system (which may itself require new hardware).

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    “HIPAA says that you have to have devices that are currently supported with patches and updates in order to be compliant.”

    –Mike Semel

    President & Chief Compliance Officer, Semel Consulting

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    3. HIPAA Breaches Can Even Come from Within

    It’s important to remember that HIPAA violations aren’t always caused by malicious outsiders, your own employees can be a source of trouble, either intentionally or unintentionally. It’s essential to remember that HIPAA requires only relevant staff have access to any given record. If a nurse looks at the diagnosis for a celebrity staying in another ward, that’s a violation. If your radiology department email’s a patient’s x-ray results to the wrong doctor, that’s a violation.

    Regular training and oversight are key to protecting your organization against threats from within, in addition to keeping bad actors out.

    4. A Key to Better Health Data Security Can Be Simplicity

    Because many data security solutions are cumbersome, it is common for staff to circumvent them by relying on insecure (but more user-friendly) consumer file-exchange solutions instead. The best way to keep this from happening? Make your security rules easier rather than weaker.

    If sending a document via Fax-Over-IP or a secure file exchange solution is as easy as sending an unsecured email, your employees are much more likely to do it. By making proper compliance the path of least resistance, you streamline workflows, reduce staff frustration, and better protect your organization.

    Ready to streamline regulatory compliance with XMedius secure document exchange solutions?

    The original article can be found here.

    For more information e-mail us on sales@rincon.co.in and we will be glad to assist you.

  • FileDirector Enterprise Solution

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    Bringing documents into today’s world

    • Lower costs
    • Processes paper documents in the same way as digital documents
    • Unlimited users
    • Perfect integration in Microsoft Office
    • Automatic email recording directly from the email server

    FileDirector brings the future of company management and data distribution into today’s world. Our Electronic Content Management solution shortens the time required to organise and handle documents within an enterprise enormously. This noticeably more productive and more efficient way of working reduces costs significantly.

    In achieving this, FileDirector covers all the working stages that a document goes through in modern enterprises: from recording paper documents, or handling documents already in digital format, across search and retrieval to secure archiving of data – all functions are covered. Moreover, FileDirector is not limited to a single location: multiple servers can work together in a network, enabling enterprises to gain the benefits of FileDirector even when operating on a global footing.

    Security is massively important in all Electronic Content Management solutions – which is why FileDirector manages all access authorisations to documents, changes, access periods, automatic storage of documents and emails.

    Capturing information is a very quick process using FileDirector. Scanning was never easier, as the program works with most digital input devices and uses pre-definable scan profiles. Thanks to the integration of FileDirector in Microsoft Office, you and your staff can archive documents, tables and emails with a simple mouse-click.

    Indexing and sorting documents is handled manually or via OCR (Optical Character Recognition) zones in the document, via full text or barcodes. Index data can be imported via ODBC from other databases or files, or transferred automatically when importing or recording.

    Searching for documents could not be easier: using full text search, you can find words or even whole sentences in the document content or index fields. A single double-click is all that is needed to display the document – even if the application used to create the document is not installed on your computer, as FileDirector supports a wide range of file formats. It is easy to scroll through pages, to display miniature images of the pages as a preview, and to call up any previous version of something has been changed. It is also possible to open and view several documents simultaneously.

    Business Process Management sends documents to users, using predefined processes, with each user being required to trigger actions, such as accept/reject. This makes it an ideal tool for tasks such as processing invoices.

    Storage is no problem for FileDirector. Due to the usage of Microsoft SQL or Oracle databases FileDirector can handle millions of datasets and documents with ease.

    For more information e-mail us on sales@rincon.co.in and we will be glad to assist you.

  • Why Fax is Still Important?

    Fax is legally binding

    • UETA of 1999, fax contracts are legally binding
    • Regulatory compliance – Personal Data (Privacy) Ordiance (Cap. 486), HIPAA, Sarbanes-Oxley, Graham-Leach-Bliley Act, Basel II
    • For highly regulated industry, e.g. Banking, Finance & Insurance, Legal Firm, Health Care, Hospital
    • EMail is not legal binding

    Email is not secure

    • Email is transmitted through the Internet, captured and scanned by various third parties e.g. Hilary email scandal
    • Avoid hackers which lead to information leakage
    • Avoid Locky Ransowmare Virus

    Email cannot protect privacy (PIA)

    • Sending privacy documents through email means information exposed to the public

    Fax is a tamper-proof transmission

    • Fax is a secure “point-to-point” communication but email is not
    • Proof of delivery with exact time stamp
    • During transmission, cannot copy, tape and hack
    • Avoid email blocking, delay or attachments missing

    A universally accessible and accepted format

    Why use Fax Server to Replace Fax Machine or MFP Fax?

    Consolidation & Audit Trail

    • Consolidate all fax transmission
    • Centralize all fax records and provide audit trail
    • Avoid users sending unauthorized documents

    Save Cost and Achieve Green Office (Environmental Protection)

    • Consolidate all fax machines and MFP fax
    • e.g. 20 fax machines or MFP fax line can consolidate to 4 to 8 lines fax server
    • Compliance with ISO14000
    • Reduce fax line, manual work, fax consumption
    • Save electricity, water, trees, papers, etc

    Efficient and easy to use

    • Send fax throug desktop, email, web, ERP
    • Auto-faxing: Can integrate with backend systems to send fax automatically

    E-mail us on sales@rincon.co.in for more information and we will be glad to assist you.

  • XMedius software for law firms and the legal industry

    Legal professionals throughout the world – whether in law firms, corporate legal departments, or otherwise – use fax daily to send and receive confidential documents with the courts, with clients, and with other attorneys. The majority of law offices rely on traditional fax, but with the increasing stringency of federal regulations, a paper-based infrastructure lacks the security required for modern legal communications. Law firms and in-house counsel are also becoming aware of the other inefficiencies that come along with using traditional fax: it’s costly and can decrease the efficiency and productivity of staff.

    XMedius’ electronic and cloud-based fax software for law firms step up to the plate where paper-based fax falls short with a range of built-in features designed to extend fax capabilities for legal professionals.

    Secure File Exchange On-the-Go

    With our mobile fax apps, your team can fax from anywhere, whether in the office, on the road, or in court using any internet connected mobile device. You’ll have the ability to turn any fax machine into your own personal printer by sending documents via your mobile phone or tablet and have the paperwork you need, whenever you need it.

    Fax Software For Law Firms that Integrates with MFPs

    XMedius solutions require no additional hardware investments. On top of staff being able to send and receive faxes directly from their email inboxes, XMedius law office technology can also integrate directly into your existing multifunction printers (MFPs). This means that rather than having to print documents first and run them through a fax machine, attorneys and staff can fax documents online right from the printer. This eliminates the cost of leasing and maintaining fax machines and updates the capabilities of the MFPs your organization has already invested in.

    Simplify Document Management with an Audit Trail

    XMedius solutions keep track of all sent and received fax transmissions with a built-in audit trail function. This makes document management hassle-free and helps law firms associate costs of faxes to specific clients, streamlining billing and cost recovery.

    Adhere to Compliance Regulations

    Secure file exchange solutions used in the legal industry need to protect your data while meeting Federal compliance regulations at all times. XMedius software for law firms allow you to send and receive sensitive legal documents in compliance with HIPAA, SOX, and more. Learn more about our certifications and compliance.

    To learn more contact us sales@rincon.co.in

  • Repost: GST may add to India Inc’s documentation burden

    India gears up for GST to be rolled out from July 1. However, have we thought of the documentation needed for compliance? Here is an interesting article.

    Industry is worried it might face increased compliance burden due to rules under the proposed goods and services tax (GST) regime.

    Companies would have to upload three returns every month – by the 10th, 15th and 20th of the month after a sale happens, said M S Mani, senior director, indirect tax, Deloitte.

    According to rules on returns, companies would have to submit details of its supplies or invoices by the 10th of the subsequent month. They have to upload details of purchases of inputs by the 15th of the subsequent month.

    GST returns, carrying details of taxes paid and input credit taken, have to be filed by the 20th of the next month, said Mani. Besides, by the next year-end, companies would have to upload annual returns as well.

    This would burden industry with too much compliance. Service companies such as Infosys, Tata Consultancy Services (TCS) and Airtel, among others, would be particularly hit.

    Service providers would have to file 37 returns each a year, said Mani, from two returns – one every six months – now.

    Besides, service tax is a central duty. So service providers do not have to file returns in each of the state where they have offices. This will, however, change under the GST regime and they would have to file 37 returns for each state they have an office in, besides the central government.

    Currently, goods companies, on their part, have to file returns every month for value-added tax (VAT) and excise duties.

    The GST Council is to discuss pending rules and changes to the already approved norms this month-end. The Council will work out rules on composition, valuation, input tax credit and transitions on March 31.

    It has already approved rules on refunds, invoices, returns, payments and registration. The government had made public rules on five categories before taking these to the Council. But it would not do so in case of pending rules, said officials.

    Industry is worried that online marketplace players such as Flipkart and Amazon will have to pay up to one per cent tax collected at source (TCS) – rules for which have not yet come — on behalf of vendors and this would add too much procedural work.

    S S Gupta of Taxmann said these marketplaces have thousands of vendors and to exactly match TCS of each would be extremely difficult. If anything goes wrong while matching, the input credit would go to another and the vendor would be asked to pay more, he said.

    If a customer returns a product purchased via an online marketplace, it will take time to reach the supplier. By then, TCS might have been paid by the online company. If that vendor does not supply to the online company again, the marketplace would have to bear the burden, explained Gupta.

    Though a cap on TCS has been reduced from two per cent in draft GST Bills to one per cent in the revised drafts approved by the Council, the tax is not aimed at revenue generation but to keep a track of vendors by the tax authorities.

    The government’s logic has been that as it can’t go after every vendor, it would ask the marketplace to deduct TCS. Keeping track of the vendors and not revenues was the concern here, said the expert with Taxmann.

    Mani said the government was basically burdening industry with compliance, even in areas where the authorities should take the responsibility.

    The other issue relates to input tax credit, rules on which are yet to come. However, rules would not contradict the Bills. A buyer would not get input tax credit unless the supplier concerned paid tax. In state-level VAT, input tax credit would be given as soon as the invoice was uploaded, he added.

    Archit Gupta, founder & chief executive officer of ClearTax.com, said there might be issues around pre-existing VAT credit in the earlier regime when these goods are exempted in GST. “So we hope this is covered under the inputs credit and transition rules.”

    For a truly unified structure, he said, the government must focus on greater fungibility of credit.

    “Exempted excise manufacturers and exempted VAT manufactures may have to face GST rates and taxes, and most of these are state-specific exemptions. So it needs to be seen how these concerns can be uniformly addressed,” added Gupta.

    The Council has cleared all GST Bills and most of these will go to the Cabinet and be tabled in Parliament. Similarly, state GST Bills will be moved to the respective state Cabinets and Assemblies. Only rules and item-wise rates have to be decided.

    While we would have electronic filing, we still have to maintain the pdf files for records. Do give a thought to managing so many files which may be pdfs or maybe hard copy. A Document Management System can help overcome these challenges. Contact sales@rincon.co.in on how we can help achieve your goals and overcome your obstacles.

    The original article appears on rediff.com and is available here. 

  • Reblog: Top 5 Reasons why faxing is important to business

    How the shift to cloud-based faxing is ensuring fax will stay around – for years to come

    Have you sent a fax lately? A lot of us may answer no, or perhaps recommend just sending whatever document you have by email or from a multi-function printer as an email attachment. The blogosphere and pundits alike have declared the ‘death of fax’ for many years now. But, much to the contrary, faxing is not dead, and indeed, according to Davidson Consulting, faxing is much alive – and in fact growing. For example, Davidson reports that there are 100 billion faxes send worldwide every year and that the market for fax services is forecast to grow at a notable 15.2% compound annual growth rate through 2017. Not too shabby.

    But sending a fax – really? With so many alternatives available like cloud-based shared folders, FTP, and even Internet of Things (IoT) ‘wearable’ technologies, why are we still using fax, and why is it still alive? Well, if you’ve had to refinance your house, provide a ‘wet ink’ signature on a legal document on behalf of an enterprise or small business – you know the ‘why’. However, there are some other very pertinent reasons why fax isn’t going away anytime soon that your business or enterprise should be aware of.

    Here’s five reasons why faxing is still very much alive and will continue to be a mission critical mode of document conveyance for consumers and businesses worldwide.

    1. Technology. The wave of cloud services and other public cloud offerings has driven a big shift from the way businesses and consumers consume and share information. The evolution to cloud-based services has enabled an ‘anywhere, anytime’ usage model where music, documents and data sharing can be done via any internet connected device. Cloud faxing is no exception. With email-based faxing over cloud networks, for example, electronic faxing is as easy as sending an email – from any connected internet device or multi-function device/printer.

    2. Global Reach. While new cloud technologies continue to evolve, faxing is still recognized as a central means of business communications worldwide since no single technology has superseded faxing. In fact, many businesses are adapting a cloud-based fax model that simplifies their existing workflows with email-based faxing with the added benefit of eliminating the need to maintaining fax servers, telco lines, maintenance agreements, etc.

    3. Audit and Delivery Confirmation. If your business is in a highly regulated sector likehealthcare, finance or legal, you may very well be aware of the implications of compliance issues such as HIPAA, HITECH, SSAE 16, Sarbanes-Oxley or Graham-Leach-Bliley to name a few. Unlike email or mobile text messaging, with electronic faxing, the receiving fax must acknowledge that the document was received successfully. This notification is proof that your document was delivered successfully. This transactional audit trail data is a critical component to an overall compliance strategy.

    4. Secure. Modern cloud-based fax providers can provide the most secure faxtransmissions by enabling TLS encryption (Transport Layer Security) protocol, delivering enhanced security for peace of mind that your documents are protected by NIST-standard level encryption. As an added measure of security, the documents themselves can be stored with Advanced Encryption Standard 256-bit encryption while at rest on cloud networks. A nice advantage over basic email.

    5. Ubiquity. Because electronic faxing has established a foothold worldwide with a universally accepted protocol, fax technology (cloud or physical fax machines) is ubiquitous and is deeply integrated into business processes, such as transferring medical records or financial information. Cloud faxing has adapted with the technology to integrate into core businesses systems such as Electronic Medical Records (EMRs) and Customer Relationship Management (CRM) systems using flexibleApplication Programming Interfaces (APIs). Businesses also receive the added benefit of eliminating the maintenance and overhead of on-premise fax servers and systems.

    As Mark Twain once said after his death was erroneously reported in the New York Times “…the report of my death has been grossly exaggerated.” The same is true with fax. Fax isn’t dead – it’s just evolving with the times.

    The original article can be found here.

    To learn more contact us sales@rincon.co.in

  • Reblog: 7 Powerful Advantages of Using a Document Management System

    There are people who personally prefer chaotic work stations, insisting that chaos fuel their creativity. While that may be true, it hardly works in a business environment where people are usually equipped with the right productivity tools to do the right jobs. This article tackles the benefits of managing your business documents through document management software.

    It happens even to the best of us. A document gets misplaced, and you spend hours looking for it, to no avail. Then, your brother or sister, friend or colleague tells you in their most dismissive tone: “Quit looking for it. You’ll find it when it decides to finally show up.”

    And guess what, they almost always end up right. The moment you stop looking for the darn document, just when you already forget about it, you find it sitting innocently on a pile of other documents, on your night stand, or other places you thought you’ve already turned upside down but never actually had, as if enjoying every moment of the little hide-and-seek it obviously beat you at.

    Now, this is a situation you can have a good laugh about if immediately finding the said document isn’t a matter of life and death, or business-critical, one way or another. What if it’s that one document a team needs to get started on a stringently time-sensitive project? What if it’s something that can save a struggling company from costly litigation? Or a government-mandated shutdown, perhaps?

    This is where a document management system (DMS) becomes absolutely necessary.

    What exactly is a document management system?

    According to iDatix, “document management encompasses the processes and procedures your organization uses as it pertains to capturing, storing, securing and retrieving information on a daily basis,” a process that can be simplified through the use of document management software.

    Document management software makes it easy for businesses to combine paper and digital files into a single hub, as physical documents, including checks and business cards, are scanned and digital formats are imported. File formats supported can range from Word documents, Excel spreadsheets, PowerPoint presentations, PDF files, and so on.

    The basic components of document management software systems include:

    • Document storage
    • Check-in/check-out
    • Simultaneous editing coordination
    • Security and access control
    • Search and retrieval
    • Version control
    • Indexing and classification
    • Audit trails
    • Annotations

    It’s more than just going paperless

    Aside from helping keep trees upright to protect the environment from health and economic hazards such as pollution, landslides and flooding, employing a cloud-based document management software solution comes with a host of advantages.

    Below are seven of them:

    1. Document/file repository

    Cloud-based document management systems serve as a central repository for all your important documents that can subsequently be accessed, viewed, changed and shared with colleagues. No more wasting hours upon hours of precious time frantically looking through stacks of folders to find a single document.

    2. Document/content security

    When documents are not managed, the possibility of important information being exposed to the wrong people is considerable. Vital, sensitive information falling into the wrong hands can bring irreversible damage to a business. Document management software solutions let you safeguard confidential business information through rigorous security policies and role-based access control (RBAC) where authorized users alone are allowed to view certain files or documents.

    In the case of disasters like fire or flooding, cloud-based DMS ensures your business-critical data are kept intact, not wiped out from the face of the earth.

    3. Anytime, anywhere access

    As is the case with cloud-based software solutions, web-based DMS affords users the ability to access files and documents anywhere, anytime, regardless of device used, which is particularly handy when collaborating on projects with team members who are on the go or located remotely.

    4. Integration with third-party software

    App integration is a nifty capability that eliminates redundant data input and allows seamless information flow between disparate platforms. Not only does it save you time and effort, it maintains data integrity and accuracy as well. Some DMS even support email integration, affording you the ability to directly send files and documents to customers, colleagues, and vendor partners.

    5. Better organization

    With tags, categories, subcategories, and metadata to mark your files and documents, they become easier to organize, locate, and retrieve for future use. A search using the appropriate keywords can yield results in a matter of seconds.

    6. Time/cost efficiency

    Employee efficiency is a time-saver. Business-wise or otherwise, time saved is money saved. Add to that the fact that keeping and running a document management system can be done at absolutely no cost (for those with free options).

    7. File sharing

    With DMS, users get to share and collaborate on files and documents with colleagues, regardless of their location. They control who they share documents with, and files can be shared through links, published on the web or sent as password-protected files to third-party stakeholders. With the audit trail functionality, they know who has viewed or edited certain files or documents, also critical when unearthing process errors and inefficiencies.

    How about you ? Which document management system do you like to use ?

    The original article is written by Mamoun Chaouni and appears here.

    If you are considering implementing a document management system for your business, but you are still sitting on the fence when it comes to selecting the right solution, we encourage you to e-mail us on sales@rincon.co.in and we will be glad to assist you.

  • Wither fax?

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    Fax is the most commonly forgotten, but most reliable and secure method of document delivery. One of the biggest mistakes a company can make when it comes to securing sensitive data is not utilising the method of faxing for securing sensitive data in their document delivery mechanism.

    Fax is still a much more secure delivery method than both email and cloud storage. This is critical not only for industries such as finance, but also for health care, logistics, education, government and more. Viruses cannot infect your network from a fax, because they cannot be embedded anywhere. Besides your network cannot be hacked into using the fax protocol. [/wc_column]

     

    The advent of technology has helped companies move over from conventional fax machines to centralised fax servers. A fax server is part of the network yet uses the secure T.30 faxing protocol or the T.38 Fax over IP protocol. The fax server integrates with your mail server as well as your Line of Business applications to offer a seamless experience to users.

    If you are considering implementing a fax management solution for your organisation, but are still sitting on the fence when it comes to selecting the right solution, we encourage you to e-mail us on sales@rincon.co.in and we will be glad to assist you.