SmartTouch ECM

1. Project Kick-off: The project begins with a kick-off meeting involving all stakeholders, including the tech team and end-users. This stage sets the tone for the entire implementation process by establishing clear objectives and achievable timelines.

    

2. Requirement Gathering: Detailed discussions are held to understand the specific needs and goals of the business. This includes identifying the types of documents to be managed, the workflows to be automated, and any integration requirements with existing systems.

    

3. Data Migration: Existing data from legacy systems is migrated to the new SmartTouch ECM system. This step is crucial to ensure data integrity and accuracy. A data migration strategy is employed to facilitate secure and accurate data transfer.

    

4. Configuration and Customization: The software is configured to align with the specific needs of the business. This involves setting up user roles, permissions, and workflows. Customizations may be made to tailor the software to specific business processes.

    

5. System Integration: Ensuring that the new software is compatible with existing systems and can integrate seamlessly is critical. This interoperability enhances workflow continuity and reduces disruptions.

    

6. User Training: Comprehensive training programs are provided to ensure that users are proficient in using the SmartTouch ECM software. Training can include in-person sessions, online tutorials, videos, and interactive guides to facilitate learning.

    

7. Testing and Quality Assurance: Rigorous testing is conducted to identify and rectify any potential issues or bugs. This includes unit testing, integration testing, and user acceptance testing to ensure the system meets the specified requirements.

    

8. Deployment and Go-live: The software is deployed, and continuous monitoring and support are provided to address any issues that may arise and to ensure a smooth transition to the new system.

1. Custom Workflows: SmartTouch ECM allows organizations to define custom workflows tailored to their specific business processes and approval procedures. Administrators can design, modify, and optimize workflows to streamline document routing, approval chains, and collaboration activities.

    

2. Configurable Document Types and Metadata: The software enables full configuration of document types, attributes, and relationships, allowing organizations to capture and manage relevant information effectively.

    

3. Integration with Third-Party Systems: SmartTouch ECM can be integrated with various third-party systems such as ERP and CRM platforms, enhancing its functionality and ensuring seamless data flow across different systems.

    

4. Custom Dashboards and Reports: Users can create customizable dashboards and reports to monitor key performance indicators and gain insights into their business processes.

    

5. User-Specific Customizations: The software provides options for user-specific customizations, such as personalized views and settings, to enhance user experience and productivity.

Setup Fees

• No Entry-Level Setup Fee: There are no entry-level setup fees for SmartTouch ECM, making it accessible for businesses to start using the software without incurring initial setup costs.

   

Maintenance Costs

• Annual Maintenance Fees: Maintenance costs for software can vary significantly based on the type of software, the number of users, and the required activities.industry standards suggest that annual maintenance fees typically range from 15% to 25% of the software license cost. This includes updates, upgrades, and technical support.

   

Support Charges

• Support Services: SmartTouch ECM offers ongoing support through various channels such as phone, email, and online chat.it is common for software vendors to include support services as part of the subscription fee or charge them separately based on the level of support required.

1. User Training: SmartTouch ECM provides training programs that can include in-person sessions, online tutorials, videos, and interactive guides. This training helps users understand how to use the software and its features effectively.

    

2. Documentation and Resources: Access to detailed documentation, user manuals, and FAQs to help users troubleshoot common issues and learn more about the software's capabilities.

    

3. Customer Support: Ongoing support through various channels such as phone, email, and online chat. This support helps users resolve technical issues and get assistance with software-related queries.

1. User Authentication: Robust authentication mechanisms to verify the identity of users accessing the system.

    

2. Access Controls: Granular access controls to define user permissions and restrict access to sensitive data based on roles and responsibilities.

    

3. Audit Trails: Comprehensive audit trails to track user activities and changes made to the data, providing transparency and accountability.

    

4. Data Encryption: Encryption of data both in transit and at rest to protect it from unauthorized access and breaches.

    

5. Regular Security Assessments: Regular vulnerability assessments and penetration testing to identify and address potential security weaknesses.

    

6. Incident Response Plan: A well-defined incident response plan to quickly address and mitigate any security incidents that may occur.

1. Planning and Communication: Updates are planned and communicated to stakeholders in advance. This includes informing users about the nature of the updates, any expected downtime, and the benefits of the new features or fixes.

    

2. Security and Vulnerability Management: Security updates are prioritized to address any vulnerabilities. SmartTouch ECM ensures that these updates are implemented promptly to protect user data and maintain system integrity.

    

3. Testing: Before deployment, updates undergo rigorous testing to ensure they do not introduce new issues. This includes unit testing, integration testing, and user acceptance testing.

    

4. Deployment: Updates are deployed in a controlled manner, often during off-peak hours to minimize disruption. This may involve rolling updates or phased rollouts to ensure stability.

    

5. Post-Update Support: After updates are deployed, support is available to address any issues that arise. This ensures that any unforeseen problems can be quickly resolved.

    

Data Ownership

1. Customer Ownership: The data generated and collected by SmartTouch ECM is owned by the customer, not the company itself. This means that the organization using SmartTouch ECM retains full rights over their data, including the ability to access, modify, and delete it.

    

2. Service Agreement: The terms of data ownership and use are typically outlined in the service agreement between the customer and SmartTouch ECM. This agreement specifies the rights and obligations of both parties regarding data ownership, security, and privacy.

    

3. Compliance with Regulations: SmartTouch ECM ensures compliance with relevant data privacy and security regulations, such as the General Data Protection Regulation (GDPR) in the European Union or the California Consumer Privacy Act (CCPA) in the United States. These regulations require explicit consent from customers before collecting and processing their data and ensure that the data is protected and used in accordance with the customer’s wishes.

    

Data Portability

1. Right to Data Portability: Individuals have the right to receive their personal data in a structured, commonly used, and machine-readable format. They can also transmit this data to another controller without hindrance.

    

2. Implementation in SmartTouch ECM: SmartTouch ECM facilitates data portability by allowing users to export data in standard formats such as JSON, XML, or CSV. This ensures that data can be easily transferred to other systems or service providers.

    

3. Compliance with Standards: SmartTouch ECM adheres to data portability requirements under regulations like GDPR, ensuring that personal data can be moved securely and efficiently between different IT environments

1. Flexible Licensing: Scalable software solutions typically offer flexible licensing options that allow organizations to add or remove users, features, and resources based on their evolving requirements. This flexibility ensures that the software can grow with the organization and adapt to changing business needs.

    

2. Cost Adjustments: As the organization scales up or down, the costs associated with the software usage will adjust accordingly. This might involve increasing or decreasing subscription fees based on the number of users or the level of service required.

    

3. Contract Terms: The terms for scaling up or down are usually outlined in the service agreement or contract. This includes any notice periods required for changes, potential costs associated with scaling, and the process for making adjustments.

1. Automatic Renewal: Contracts with SmartTouch ECM may include automatic renewal clauses. This means that unless a notice of termination is provided within a specified timeframe before the contract's expiration, the agreement will automatically renew for another term.

    

2. Renewal Notification: It is essential to notify SmartTouch ECM in advance if you do not wish to renew the contract. This notification period can vary, but it is typically required to be given several months before the contract’s expiration date.

    

3. Performance-Based Renewal: Renewals may be contingent upon satisfactory performance by the contractor, as determined by the customer or the overseeing department.

General Data Protection Regulation (GDPR)

• GDPR Compliance: SmartTouch ECM adheres to the GDPR, which is a regulation in EU law on data protection and privacy for all individuals within the European Union and the European Economic Area. This includes ensuring that personal data is processed lawfully, transparently, and for a specific purpose. The software provides features that help organizations manage consent, data access requests, and data portability, ensuring compliance with GDPR requirements.

   

Health Insurance Portability and Accountability Act (HIPAA)

• HIPAA Compliance: For organizations in the healthcare sector, SmartTouch ECM ensures compliance with HIPAA regulations. This includes implementing safeguards to protect the privacy and security of protected health information (PHI). The software provides features such as access controls, audit trails, and data encryption to meet HIPAA requirements.

   

Sarbanes-Oxley Act (SOX)

• SOX Compliance: SmartTouch ECM helps publicly traded companies comply with the Sarbanes-Oxley Act, which mandates strict reforms to improve financial disclosures and prevent accounting fraud. The software includes features for document management, audit trails, and reporting to ensure transparency and accountability in financial communications.

   

Payment Card Industry Data Security Standard (PCI DSS)

• PCI DSS Compliance: For organizations handling payment card information, SmartTouch ECM ensures compliance with PCI DSS standards. This includes implementing security measures to protect cardholder data, such as encryption, access controls, and regular security testing.

Federal Information Security Management Act (FISMA)

• FISMA Compliance: SmartTouch ECM meets the requirements of FISMA, which mandates federal agencies to develop, document, and implement an information security and protection program. The software includes features for risk management, security controls, and continuous monitoring to ensure compliance with FISMA standards.

   

• ISO/IEC 27001

   

• ISO/IEC 27001 Compliance: SmartTouch ECM adheres to the ISO/IEC 27001 standard, which specifies the requirements for establishing, implementing, maintaining, and continually improving an information security management system (ISMS). The software includes features for risk assessment, security controls, and incident management to meet ISO/IEC 27001 requirements.

   

Other Industry-Specific Standards

• Industry-Specific Compliance: SmartTouch ECM is designed to be flexible and customizable, allowing organizations to meet other industry-specific compliance standards. This includes standards for financial services, insurance, utilities, and other regulated industries. The software provides features for document management, audit trails, and reporting to ensure compliance with various regulatory requirements.