How compliant is your organization? The risks of non-compliance are real and many industries are particularly affected by compliance such as financial services. Developing a compliance strategy is imperative to avoid issues. Learn how Open Text Fax and Document Distribution support your strategy through integrated solutions that address the whole information lifecycle.

1. Copyright © Open Text Corporation 2008 - 2009. All rights reserved. Slide 1 Securing Fax and Document Workflow Geoffrey Anderson Sr. Product Manager Open Text Fax and Document Distribution Group April 16, 2010 Driving Compliance in the Organization

2. Did you know?

3. How Compliant Is Your Organization? Are you relying on paper-based document delivery processes? Do you have control over who, how, and where documents are being delivered? Are you confident that information is being received by the right people? Do you have an audit trail for your corporate communications? Is your confidential information kept private?

4. The Risks of Non-compliance Are Real Stiff fines Jail time for executives Loss of reputation Loss of brand image Loss of market position

5. Industries Most Affected by Compliance Financial Services Insurance and Real Estate Healthcare Legal Government Entities Copyright © Open Text Corporation 2008 - 2009. All rights reserved. Slide 5

6. Security and Compliance Challenges Automating the document delivery processes Centralizing information delivery and receipt Safeguarding document confidentiality Protecting information against tampering and alteration Tracking, limiting, and monitoring access to information Providing secure storage, historical data, and managing document destruction

7. Common Regulations

8. Sarbanes-Oxley Sarbanes-Oxley is the US Government’s response to corporate financial scandals Corporations must monitor, track and manage the creation and reporting of all financial info required for governmental reporting Corporations must establish and maintain an internal control structure and certify its effectiveness Corporations cannot delete records of transactions or related documents as it pertains towards financial performance of the company Executives that knowingly sign falsified reports and anyone that destroys audit records can receive up to 10 years in prison and fines Destruction, falsification and/or alteration of documents in federal investigations and bankruptcy proceedings can lead to sentences of up to 20 years in prison and fines IT managers must enforce document retention policies

9. Gramm-Leach-Bliley Disclosure of “non-public information” by Financial Entities Financial institutionsmust: Respect the privacy of customers and protect the security and confidentiality of customers’ non-public personal information Protect against any anticipated threats to the security or integrity of customer records, and protect against the unauthorized access to, or use of such records or information Publish and disclose their policies regarding use of client personal info on a regular basis Financial organizations cannot: Disclose non-public information about their customers Use or share the info except to perform a service on behalf of the client, with their permission

10. HIPAA HIPAA requires health care entities, including hospitals, doctors, nurses, health plans, labs, pharmacies and billing and claims agents, to protect the privacy of a patient’s health information, particularly when communicating electronically. HIPAA security rule determines how personal health information must be stored and transmitted to: Ensure privacy, security and accuracy Restrict access to personal healthcare information Verify transmission Report, track and provide audit trail

11. Developing a Compliance Strategy Copyright © Open Text Corporation 2008 - 2009. All rights reserved. Slide 11

12. Top 5 Compliance Issues Facing Organizations Process control – control who has access, and when and where documents are delivered Information integrity – uncontrolled business documents are potential security threats Privacy – without some form of access control, there is no privacy or security Tracking, reporting, and audit trail – regulations dictate that business protect information, provide a history of what has happened to the information, and which personnel have had access to it Document storage – the problem with storing paper-based documents is the lack of privacy, control, and the difficulties in tracking down information for audit trails Copyright © Open Text Corporation 2008 - 2009. All rights reserved. Slide 12

13. Solutions for Supporting Compliance Centralized delivery Integration Tamper-resistant Security and management Audit trail Track history Electronic fax repository Copyright © Open Text Corporation 2008 - 2009. All rights reserved. Slide 13

14. Document Delivery & Archiving:An Integrated Solution Copyright © Open Text Corporation 2008 - 2009. All rights reserved. Slide 14

15. Open Text Fax and Document Distribution Solutions Low-risk with a high-return on investment Proven, reliable solutions Over 25 years of fax experience Secure, ensuring confidentiality, and control Tightly integrated with front and back-office applications Timely, efficient and universally accessible Easy to install, use and manage Flexible and scalable systems to match your needs Copyright © Open Text Corporation 2008 - 2009. All rights reserved. Slide 15

16. Open Text Fax Server, RightFax Edition The market leader in fax server software Integrates and automates the flow of fax, paper, and electronic documents Makes your documents more secure and traceable Provides a complete audit trail for desktop faxing Fax over IP (FoIP) capabilities help organizations extend their VoIP networks to provide secure document delivery Copyright © Open Text Corporation 2008 - 2009. All rights reserved. Slide 16

17. Open Text Fax Appliance, FaxPress Edition Complete network fax solution in an appliance Includes all the necessary hardware and software Immediately usable upon installation Allows users to send and receive faxes from the desktop, email, and back-end applications Integrates with most MFP’s as well The perfect solution for small to mid-size businesses or workgroups that need to maintain a high standard of security and efficiency Turnkey solutions require minimal setup and management Copyright © Open Text Corporation 2008 - 2009. All rights reserved. Slide 17

18. Open Text Document Server, Alchemy Edition A document management software solution used by thousands of small and mid-size businesses worldwide Provides document scanning, document imaging, document archiving, fax archiving and electronic records management capabilities Creates a digital file cabinet for your organization Securely store any document type and then find it within seconds, even years later Copyright © Open Text Corporation 2008 - 2009. All rights reserved. Slide 18

19. Open Text Workflow Server, .NET Edition Flexible, integrated, and easy-to-implement workflow solutions Creates a trusted environment where people, processes and documents can come together to improve efficiency, address compliance and increase profitability Brings new levels of productivity to any repeatable business activity from simple workgroup tasks up to enterprise wide processes Copyright © Open Text Corporation 2008 - 2009. All rights reserved. Slide 19

20. Summary Expanding government regulations put companies at risk Open Text Fax and Document Distribution – integrated solutions that address the whole information lifecycle Solutions to fit any organizational need Trusted solutions leveraged by more than 100,000 Fax Servers in the field Copyright © Open Text Corporation 2008 - 2009. All rights reserved. Slide 20

21. Copyright © Open Text Corporation 2008 - 2009. All rights reserved. Slide 21 Thank You