Digital data/content is central to our daily and business life now, whether it be text, images, audio or video. With the advent of the Internet and mobile computing we are avid creators and users of digital content. As creators we are concerned with ensuring what we create whether it is an email, document or image as examples, remains and are used as we intended and are not misused in any way. As consumers of digital information we want to be able to trust in digital content we receive and use, know its source and that it is accurate and authentic. However we all know how easy it is to copy or change digital content/data either accidentally or maliciously. One of the big advantages of the digital world is that digital content/data is easy to view, copy, manipulate and process. Its strength is also its weakness. So the question is how do we protect the integrity of digital content/data we create? And how do we trust digital data and content we receive and use?

 Let us consider some of the reasons we need to consider doing more than we do today:

Why we need to certify Digital Data & Content?

•  Want to be able to prove ownership and copyright of digital content
• Want to know if content published on web site or issued has  been tampered with
• Want users of content/data to be able to trust it
• Want to be able to prove to authorities and management that the information is in compliance with process, standards and regulations
• Want to be able to use it as irrefutable evidence of  ownership and the authenticity of their original content or data as evidence in a court.
• People, Organisations and 3^rd parties make important decisions based on digital data/content, these decisions can have negative consequences so creating confidence and an audit trail for digital data can create that confidence and history
• Should there be a question, concern, audit or challenge to the integrity, authenticity and provenance of digital content/data being able to prove beyond doubt these elements will avoid issues and possibly penalties.

 How can I quickly and cost effectively create an independently certified record for the provenance, authenticity and integrity of my digital content/data?

 Using a service like Digiprove will quickly solve the problem, it is fast to register, use and integrate into your process and software. You can then automatically (Autoprotect), manually or at scheduled time or events ensure some or all of your digital content/data is certified.

A good solution like Digiprove will:

•  Create unique digital fingerprint for each piece of content and/or data using industrial strength encryption algorithms such as SHA-256.
• Send that fingerprint to the secure independent proof engine in the cloud where it will be date, time and location stamped and combined with your metadata into a digital certificate.
• All details will be recorded in a traceable and verifiable audit file and the certificate returned to you as well as being stored.

This is in effect your insurance certificate that is fully traceable and can be verified at any time. It is your undisputable evidence that you own the exact content, at a point in time.

That’s all very well, but how do I know the integrity, authenticity and provenance of the digital content/data remains intact and as originally intended and it has not been changed?

 There are two key areas that must be considered, and these are covered in the Digiprove technology.

•  Verification of the integrity of digital content/data. You decide how you want to do this, it can be done manually at any time, automatically using “Autoverify” or integrated into your process-application to occur on specific events and/or at specific times with warnings highlighted should there have been a change or tampering. (Positive verification re enforces confidence and trust)
• Evidence, It’s your digital certificate and the Digiprove record that enable you to prove ownership and integrity beyond all doubt, and in the event there is an incident or case where there has been inappropriate use or tampering you have certainty as to provenance, integrity and authenticity.

Again using the insurance analysis, your certificates are the evidence you are protected, verification provides the evidence to the assessor of the circumstances that exist at a later point in time, and should there be a legal or regulatory case the authorities can trust.

For more information

 Sign-up for a free 1 months trial

 ( https://www.digiprove.com/secure/subscribe.aspx )

 Verify content

(https://www.digiprove.com/secure/DigiverifyFile.aspx )

Join entrepreneurs program and integrate Digiprove (http://protect.digiprove.com/entrepreneur-program )

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Brokers Must Trust Their Records

When you’re dealing with clients, you rely heavily on having the best information to hand. You need to be able to discuss options with a client and offer real solutions. The best way to do that is to have an efficient file management system that allows easy access to all the relevant documents. If you use an online or cloud-based file management system, it’s vital that this system is secure. You need to be certain that the data you access is up to date and hasn’t been accessed or altered by a third party. If you can’t trust your records, it’s impossible to do your job.

Clients Have to Trust Brokers

Clients invest a similar amount of trust in a broker’s file management system. The data you receive from a client is all sensitive in nature. You may be dealing with anything from financial information to medical reports. You carry your clients’ most sensitive records. You need to be able to guarantee their security. Whether these documents go into a steel box or into intangible cloud file management system, your client needs to trust that their data is safe. Without that security, how could they entrust their data to you?

Regulator Must Trust Brokers’ Records

The regulator has become one of the most important people in the country. In order toprotect the financial future of the nation, the regulator need to go over every detail with a fine-tooth comb. When you present documents to the regulator, they need to be assured of their integrity. Your file management system needs to be capable of compliance with all data regulations. That compliance needs to be robust and unquestionable.

No matter how you manage your files. Whether you still rely on file cabinets and storage lockers, or you’ve moved to online file management, security is a vital consideration. Trust is a vital commodity for a broker and your file management system is vital in building that trust.

Download Now our Free White Paper on ROI of Digital Document File Management!

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Why did you decide to use Brokerprove?

“We have a couple of issues in our business that we thought it would help with. Brokers have a big storage issue. We file everything, down to brochures. That means buying filing cabinets and paying for storage. It also means trying to find files when you want them can take a long time. You might have to go down to storage and that takes time. Brokerprove lets us use that time to do more important things and it helps with compliance too.”

How does it help with compliance?

“The big issue for brokers is compliance. For compliance reasons we have to file everything, it’s all about evidence. A typical file could have all sorts of documents from brochures, fact-finding, research, correspondence, policy documents, quotations; everything is evidence. That means big files that have to be stored securely. With Brokerprove we can store those documents in the cloud and they’re secure and encrypted, which means we can pare the physical storage right down to the bare minimum and stay in compliance.”

How has your filing process changed?

“When I signed off on a case file, it would go to my PA for filing. She would then file it away in the appropriate filing cabinet. This meant she could find it very quickly, but if she wasn’t here, or she was sick or on holiday, or God forbid she left, I’d be lost. Now I don’t need her for that, so she can focus on other things.”

How long does it take to find files using Brokerprove?

“Now it takes longer for me to actually boot up the system, than it does to find a document. You’re talking seconds.”

How has it changed the way you manage filing?

“We used to have to set aside time just for filing. It was normally Friday afternoon; we’d make sure everything was filed away properly. Now we don’t have to do that, now we scan everything as it comes in and file it away within the Brokerprove system. Then anything we don’t have to keep, we shred. Now the staff can focus on other more important things like dealing with customers. That’s the real beauty of it.”

Do you find it easy to use?

“Yeah, there was no real training or skills required. Everyone in the office was able to pick it fairly easily. It’s just like any other computer program so it was all fairly self explanatory.”

Was it complicated to set up?

“No it was all very simple, very smooth.  We were the first ones using the system so there were a couple of little tweaks at the beginning, but after that it was really straightforward.”

How does online access benefit a broker?

“For me, because I travel a lot to meet clients, it makes things a lot easier. I don’t have to ring the office to get them to check a file anymore. Now all of the pertinent files are available on demand, on a train, in the airport, wherever.”

What else has changed since you started using Brokerprove?

“It’s taken away the worst nightmare scenario, what if the building went on fire? Because we now have everything backed up to the cloud, I know we wouldn’t lose all of our files if that happened. Paper has no backup, so that was always a worry. It used to keep me up at night.”

Has it changed the way you do business?

“It’s helped with productivity, efficiency and workflow. We can do things quicker now and spend more time on the business. We’re not going out buying filing cabinets or paying for physical storage. Even little things like the state of case files. Old files become unwieldy and tattered. That won’t happen to our new files.

So far we’ve only been storing new files on Brokerprove. We decided we would just start from scratch and scan documents as they came in first. So we still have our old files in storage. But we’re looking at getting those old files scanned and shredded and moving everything into the Brokerprove system. That will clear up even more space.”

As a financial advisor, this can be particularly difficult. Because of the nature of your industry, you have far more security and compliance concerns than the average business. The important thing is to make sure that any system you use fulfills all of your needs. Here’s our list of the top 5 criteria a file management system should fulfill.

1. Access: By storing your documents on the cloud a good file management system should give you access to them anytime, anywhere. You should never have to wait until you get in to check a document, or ask someone to email you a copy of a document you know you have at the office. Cloud computing is readily available these days so everything you need should be online and available, whenever you need it.

2. Order: A good file management system will ensure your documents are stored in an efficient and compliant manner specific to your business. Do you find that sometimes two colleagues will save the same document under two different file names or folders? This tiny issue can cause huge problems when dealing with a regulator, or just finding files. Your file management system should set specific rules for every document type and specific places for them to go.

3. Compliance: The new Consumer Protection Code that was introduced in Ireland this year placed strict controls on how brokers manage their files. It also introduced very severe consequences for brokers who aren’t in compliance. It’s vital that your file management system can prove the integrity of your documents and stores them in line with EU regulations.

4. Security: Storing your documents online in an encrypted, password protected environment, means they’re accessible for you but also secure. Brokerprove stores your documents in encrypted files with the highest level of protection from online attack. If you back up your data to a physical drive it is at risk of theft loss or damage. The cloud holds none of these risks and because your files are encrypted, even if they were accessed no one would be able to read them without using your secure password.

5. Storage: Cloud technology can give you back the freedom of your office. Because there is near limitless storage space available in the cloud, you don’t have to watch files pile up in the office. All you need is one small device and through it you can access all of your documents, including scanned copies of documents currently held on paper. A good file storage system should mean no outside storage costs and let you throw away the creaky old filing cabinets.

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However, with the advent of cloud computing, IT could become a real advantage to your business. And it can help with compliance too. If you’re considering investing in cloud computing, there are three key questions you need to ask your provider.

Is my Data Secure?

The biggest concern for most brokers when they move to the cloud is security. When you hand over your data to someone else, it’s natural to be wary. Cloud computing is generally safe though. As long as you go with a reputable provider, your data will be encrypted, password protected and firewalled to the highest standard. Which will allow you to store your data off-site but securely enough to maintain compliance.

Am I in Total Compliance?

Of course compliance doesn’t end with secure storage. There are other requirements that your cloud provider needs to meet. One of the common mistakes businesses in Ireland make is using a cloud provider that stores their data outside of the EU. European regulations require all data be kept within the EU, unless you want to assume additional obligations on compliance, so it’s vital that you check this with your provider.

In order to provide a full compliance and IT solution, your data should also be totally searchable and easily accessible.

Will I be More Efficient?

From your perspective, there are more important issues than compliance and IT. You need to know if you’re going to gain a competitive advantage by adopting cloud technology. Cloud technology will give you access to your documents anywhere you have an Internet connection. It will allow you to replace other compliance and IT procedures you’re already using and refocus that time on the business. It will even allow you to replace some physical storage with online solutions.

Cloud technology can be your most efficient compliance and IT solution and it can make your business more efficient too. All you need to do is find a provider that answers the above questions, so you can forget about them and get on with your business.

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During the recent Presidential TV debate where information from a Tweet was used live during the debate and it was later admitted the Tweets claim was false, however the damage was done to the leading Independent candidate. Following this incident and several others where high profile individuals were misrepresented and a series of malicious Tweets issued, Digiprove looked to developing a simple, cost effective solution using its patented digital content security technology, which would enable greater trust in who is Tweeting? And what they have Tweeted?

This week they released the first in a planned series of on-line solutions for social media content provenance, integrity and authenticity protection and verification for Twitter.

Twitter offer a verification mark for high profile celebrities and individuals which has comprehensive identity verification and a blue mark is added to these user names on Twitter, however this option is not freely available to the masses.

“What is important is that the reader of a Tweet knows the Tweet is from a credible source, and what was read in the Tweet is actually what the Tweeter sent. The Digiprove text function achieves this allowing the reader of the Tweet check the digital certificate for that Tweet by following a short link inserted into the Tweet, says Digiprove CEO Cian Kinsella”

Digiprove is an Irish technology company who provide solutions for individuals and business  to protect any type of Digital content, securing its provenance, integrity and authenticity and enabling any 3^rd party verify these on-line. Users of the patented technology include individuals wishing to protect their copyright to businesses who have integrated the Digiprove process into their own software. The technology has applications in many business arenas including Regulatory compliance, Digital evidence & eDiscovery, creating trust in digital content and creating tamper evidence. Anywhere Digital information is used to make important decisions or take action either by an individual or an organisation this technology secures trust in the digital content used.

For more information visit.

http://protect.digiprove.com/reputation-protection-text-tweet

http://protect.digiprove.com/text-tweet-protect

cian.kinsella@digiprove.com

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The broker’s office of the future will look different, because cloud file storage will allow brokers to throw out old equipment and replace it with shinier new gadgets. Let’s look at the main changes cloud file storage could make in your office.

Briefcase -> Tablet

What do you use your briefcase for? Carrying case files, maybe a copy of the Times and sandwich for lunch? Cloud file storage will ultimately make the briefcase obsolete. With your documents accessible online through a tablet device, why would you carry them around? You can get the times online through a tablet as well, so really all you need to figure out is where to keep your lunch.

Filing Cabinets -> Shredder

Filing cabinets are an office stalwart. Financial advisors rely on these big metal cuboids to securely store case files to stay in compliance and provide access to old documents when required. Cloud file storage alongside the Electronic Commerce Act 2000 will change all that though. According to the act, information can be held digitally ‘if there exists a reliable assurance as to the integrity of the information from the time when it was first generated in its final form’. With a cloud system like Brokerprove, there is a built in file authentication software meaning you don’t need to store physical files to stay compliant. So you can replace your filing cabinets, with a shredder.

Filing Time -> Business Time

The main thing cloud file storage and cloud backup will change is time. These solutions remove the need to spend time filing or backing up to a physical drive. They give that time back to the business. Your staff can leave the mundane filing to the machines while they can get on with the important job of helping your clients.

Cloud file storage will change the way offices look forever. That may sound like a sales pitch, but it’s more than that. For brokers, it really is the future.

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Data backup is particularly important for small businesses and brokers as it fulfills their compliance requirements. As time goes on, regulators are becoming more and more focused on digital data, which means data backup is only going to get more important for highly-regulated industries, like finance.

Manual Data Backup is a Time Consuming Process

There are a number of different ways to back up your data. The majority of small businesses at the moment use tape data backup. This involves the daily, or weekly, copying of all of your data onto, preferably, two digital tapes. The tapes are then stored in a fire safe location, one on site and the other in a separate secure location. The alternative is to use cloud data backup, which copies the data to an online location rather than a physical tape.

The Challenge for small businesses is staying on top of your data. If you use tape data backup, that task needs to be done manually. So every day or every week, someone will need to perform a backup and then store the tapes appropriately. In small businesses, where time is precious, this often becomes a low priority task. Data backup becomes the thing you’ll get to when all the work is done.

Compliance Requires Complete Data Backups

This can lead to inconsistent or even non-existent data backup. Which means you either end up spending even more time backing up all the data you missed, or you end up with big gaps in your data backup. This can cause a real problem when the regulator calls.

You might know that you’re missing a weeks worth of documents from last month because you were short on cover while staff were on holiday. But the regulator might not view it so innocently. Missing data, implies intentionally missing data and that could cause real problems.

For this reason, it’s vital that small businesses ensure there aren’t any gaps in their data backups. The most efficient way to do that is to replace your tapes with cloud data backup. Cloud backup automatically copies data to the cloud as soon as you save the data. So you’ll always be sure your data backup is complete.

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Space

For most brokers their data backup plan consists of a mix of physical digital drives and filing cabinets. In a lot of cases those filing cabinets are taking over the office. In others, they have drawers containing physical backup drives. Cloud data backup takes all of this clutter and moves it out of the office.

With cloud data backup, your data is accessible from the cloud so you don’t need to keep an off site storage locker, and you don’t have to worry about losing your hard drive on the way home from work. For brokers, who deal with masses of documents every day, that extra space could make a huge difference.

Time 

Filing takes time. There’s no two ways about it, if you’re physically filing away a document or performing a weekly tape backup you’re using up valuable time. It may not seem like a lot of time, but it adds up.

Cloud data backup can give that time back to your business. Most cloud backup systems will automatically back up your data instantly. Which means you’ll be more productive and more efficient.

Freedom

The most impressive thing about cloud data backup, is also the first thing to become second nature. The ability to access your documents from anywhere is impressive the first time you do it. Once you’ve been using cloud data backup for a while, you get so used to that access that you’ll forget what it was like to drive back to the office to pick up a file.

That freedom, to conduct your business from anywhere is the true power of cloud computing and cloud data backup. Once you start to work that way, you won’t want to stop.

Filing and retrieving documents are two of the most important, and least exciting tasks a broker has to perform each day. Cloud data backup gives you the space, time and freedom to enjoy filing a little more.

If your business doesn’t have strict guidelines on how to save files, you could find you have real problems if you receive an eDiscovery request or a call from the regulator. Even though saving is simple, there are two ways it can easily go wrong.

File Names

That’s right, it really is this simple. If you don’t have strict file management guidelines, it’s very easy for your file management to get totally out of control. As a basic example, if you were saving a confirmation letter, what file name would you use? Confirmation Letter, or confletter or conflet of ltrconf or even cltr?  And if you need to be able to search by client name, isn’t it important to spell names correctly?

This may seem trivial now but if you’re searching for a specific document in a folder with many different file types, it could be really time consuming. Imagine how much easier it would be if you knew the exact file name, you just choose the folder and type it into the search, no browsing and no trial and error.

Folders

Speaking of folders, without a strict file management procedure it’s easy for folders to become overly complex too. Some people will group documents by client, others by document type and some even group them by date. Then there are the people who create a folder for each month, within each folder for each document type, and each of these are saved within a folder for each specific client.

There is nothing wrong with any of these approaches. The problems come when different staff members save different files for the same client and either ignore or don’t follow the folder structure. If this becomes common practice, your file management system will quickly descend into chaos.

Even if your business never has to fulfil a request from the regulator, you may be losing time every day to poor file management. Sifting through random file name and folder choices is no way to spend your day. For businesses to remain efficient, it’s important to realize that file management means a lot more than clicking file and save as.

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