Knowledge Base

The LockBox website for managed security services is verified by cloud computing security guidelines such as SSL extended credentials with 256 bit encryption, and employs a user authentication policy with encryption. Subject to the client services provided, a third party audit of security policies and procedures such as SAS70, HIPAA, and Sarbanes-Oxley or FED 5015, 21CFR Part 11, etc. may be available for review. The Policy and Procedures, along with validation are available to the client. Global Archives contracts with an independent auditor to periodically test LockBox Internet defenses.

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All data managed by Global Archives cloud professional services, including documents and electronic files belong to the client and can be exported upon request.

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Subject to the business process service being provided, your data may be uploaded directly through client eForms, workflow processes, scanned documents or FTP. Data security solutions include custom designed importation tools developed by Global Archives’ cloud professional services and are incorporated into the business process to simplify the process.

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Data management services include scanning services that ensure complete data integrity. Global Archives manages a partner network, oversees the process, and is instrumental in establishing your company’s data capture profile including such details as image format.

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LockBox’s proprietary search engine for cloud data services ensures data integrity for the client’s database. The search engine utilizes a simple menu to search by keyword field. In addition, by using multiple keywords and employing Boolean conditions, searches may be further refined.

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LockBox ensures data integrity during document search, using standard MS Office client software or Adobe Reader software. Global Archives’ cloud data services ensure that all subject documents are properly prepared during conversion or creation, i.e., a PDF file with hidden text or a MS Word document. As an option, Global Archives can provide a full OCR search engine.

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LockBox cloud data services are based upon two classes of users that ensure data privacy: Users and Administrators. Users are managed by Administrators and establish the user’s profile that includes user’s rights to files and folders.

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A LockBox Administrator’s functions ensure data privacy and data integrity through user creation and management, including password control and access rights; full departmental access; file deletion and restoration; setting retention schedules; and running reports and schedules.

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A LockBox User’s functions ensure data privacy and data integrity for both User as well as Administrator during all phases of data management, who are both able to access rights upon authentication, search, view, and print documents; upload documents (if authorized); send files to other third parties; and change passwords.

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Using Lock Box’s “Send” function, you may select file(s) to send via e-mail while ensuring data integrity and data privacy. LockBox will transmit URL links and, upon authentication, open and allow data viewing. Simultaneously shared files can occur only with authorized users in the LockBox community.

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In private cloud services, a workflow approval process for documents, such as an Accounts Payable invoice, is implemented using eSignature utilities, along with e-mail notification services. For more details contact Global Archives.

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