LuitBiz DMS - Best DMS in USA

How can LuitBiz DMS help companies in USA?

In USA, with laws and regulations like HIPAA, NARA, GLBA, FINRA, FACTA, SOX, SEC, GMP and the HITECH Act, etc, the need for a well-structured records management system in business is paramount. Enforcement for noncompliance can be severe, including subpoenas, legal actions, and costly penalties. Some of the document related compliances required in USA are:

Requirements under the Federal Records Act (44 U.S.C. 31)

The Federal Records Act (44 U.S.C. 31) and corresponding Code of Federal Regulations (CFRs) require all federal agencies to maintain records that document their activities, file records for safe storage and efficient retrieval
These records need to be disposed off according to agency schedules

Requirements under National Archives and Records Administration (NARA), 2016

All Federal agency records need to be preserved in a secure format and be readily available during inspections to authorized personnel.
Disposal of records should be recorded and stored for future reference.

Requirements under the Gramm–Leach–Bliley Act (GLBA), 2003

Financial records must be properly secured, safeguarded, and eventually completely destroyed so that the information cannot be further accessed
Access must be controlled to protected financial data via means like unique user-rolls and user-based permissions

Requirements under the Health Insurance Portability and Accountability Act (HIPAA), 1996

Health records should be completely controlled and only authorized personnel should have access to electronic health records
Ensure the confidentiality and safeguard of health information when it is electronically transmitted to ensure it is physically, electronically, and administratively secure

Requirements under the Sarbanes–Oxley Act (SOX)

Access must be controlled to protected financial data
Financial control and risk mitigation processes must be documented and verified by independent auditors
Business records must be kept for not less than five years

Requirements under the SEC Rule 17A-4

Records that must be maintained and preserved must be available to be produced or reproduced in digital format along with the different versions of the documents
Original copies of all communications, such as interoffice memoranda, should be preserved for no less than three years, the first two in an easily accessible location

Requirements under the Good Manufacturing Practice (GMP) Act

All documents related to the manufacture of intermediates or APIs should be prepared, reviewed, approved, and distributed according to written procedures in paper or electronic form.
Revision histories of all documents and audit trails must be maintained

Requirements under FDA 21 CFR Part 11

Protection of records to enable their accurate and ready retrieval throughout the records retention period
Time stamped audit trails of documents must be maintained
Document approval processes must be streamlined with electronic signature

Requirements under FINRA

There must be written and enforceable retention policies
There must be a searchable index of stored data
Data must be readily retrievable and viewable
A backup of data must be stored off-site

Keeping all these requirements in mind, LuitBiz DMS is best suited for companies in USA because LuitBiz DMS offers:

Mobile Friendly

The number of smartphone users in USA was 396.0 million in early 2024, with this figure equivalent to 116.2 percent of the total population. LuitBiz DMS is completely responsive and can be accessed via any mobile device connected to the Internet making it a very practical document management system for the US market.

Easy to learn & get started

Every screen of LuitBiz DMS has audio and video guides that helps users get started with the system within minutes of signing up. This is very practical for US companies who can save a lot of training time of their employees.

Automatic OCR for scanned documents

Most US companies have a sizeable amount of paper documents that need to be digitized and stored in a document management system for easy retrieval. The automatic OCR feature of LuitBiz DMS indxes your scanned documents without having to upload 2 copies - one image and the other OCR copy of each document. You only need to upload your scanned image in LuitBiz DMS!

Automatic version control

In USA, 19.8 % of business time – the equivalent of one day per working week is spent by knowledge workers looking for the right document. The built-in version control system of LuitBiz DMS helps you maintain complete historical records of all the different versions of the documents with complete document usage history

Easy to configure workflow for document approvals & Retention Periods

The easy-to-configure workflow feature of LuitBiz DMS helps automate approval processes without any manual intervention significantly reducing document turnaround time. Additionally, LuitBiz DMS allows users to configure document retention periods for statutory compliances.

Voice Approval With Mobile Devices

The Voice-to-text feature of mobile browsers is very useful for approvers who can approve documents while on the move via their mobile devices without even having to type their approval comments

Easy search & document knowledge

Professionals in USA spend 49% of their time searching for documents and their related information while 33% struggle with the document versioning. LuitBiz DMS allows you to store and search information not included in the body of the document. This saves a lot of time as already researched and collected information do not get lost and can be retrieved immediately

LuitBiz DMS helps you free up your knowledge worker's time spent in chasing trails of paper documents and increases their productivity by around 50%!

Sign up for an Online Demo & Free Trial of LuitBiz DMS today

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