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ManagePoint Newsletter 16/9/09

Welcome to the September 16th newsletter. This issue we will talk about some of the laws surrounding electronic records keeping and the importance of compliance. Plus the Office suite add ins.

With all the new legislation there are a myriad of document retention obligations and evidence requirements in many Australian Acts and Statutes. These cover all traditional and electronic document types in areas such as the:

  • Public Records Act
  • Tax statutes including the Income Tax Assessment Act; Goods and Services Tax, Capital Gains Tax, Fringe Benefits Tax and Payroll Tax
  • Corporations Act
  • Privacy Act
  • NSW Workplace Surveillance Act
  • Evidence Acts of each State
  • Electronic Transactions Act

There are also non-specific risks such as vicarious liability where a company is liable for the acts of an employee within the scope of his duties as well as personal liability for directors or officers for failure to implement appropriate corporate governance policies.

Over 80 per cent of all corporate communication is now conducted via email. It is paramount that organisations can produce emails and attachments yet few organisations ensure important electronic documents are kept properly.

This leaves organisations and executives vulnerable to prosecution if they cannot meet reporting requirements and weakens their position in litigious situations if they are unable to locate evidentiary electronic documents.

All this against a background of rapidly growing amounts of organisational data. According to Abrahams the amount of new information is doubling every two years and more new information will be created over the next few years than in the entire history of mankind so far.

To manage the risks of existing and burgeoning documentation, organisations must expedite the archiving, storage and retrieval of traditional paper-based documents and implement systems and policies for the archiving, storage and retrieval of all electronic documents.

In other words information storage and retrieval is more important today than it has ever been and in many cases (especially email) the information is not being stored correctly or simply deleted and lost. ManagePoint will ensure your company complies.

In the new version of ManagePoint 4.3.2 there are Office add ins that allow you to file and retrieve data from each of the Office applications

You will now be able to

  • Check-in / Check-out a document directly in Microsoft Office applications
  • File a document directly in Microsoft Office applications.
  • Attach documents or files already indexed in ManagePoint directly to while composing emails directly in Microsoft Outlook

This product enhancement is a great productivity step forward.

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