Secure Document and Records Management
Secure Docs Platform – Compliance-Driven, Secure Document Management
In today’s digital world, security and compliance are non-negotiable when managing sensitive documents and electronic records. At MEC, our Secure Docs Platform provides industry-leading, cloud-based document management solutions designed to protect critical business files, ensure regulatory compliance, and streamline secure collaboration. Whether handling classified business data, financial records, or file-based electronic medical records (EMRs), our platforms—MECSECUREVAULT.CLOUD and MECHEALTH.CLOUD—deliver the highest levels of security and accessibility for organizations across industries.
Built to meet the strictest compliance frameworks, including ISO 9001, HIPAA, and other regulatory standards, our solutions provide end-to-end encryption, controlled access, and seamless auditability to safeguard your most valuable data. From healthcare providers managing patient records to government and enterprise teams handling confidential information, MEC ensures that your documents are always secure, compliant, and accessible—anytime, anywhere.
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Regulatory Compliance
Regulatory compliance affects every part of your organization, especially how documents are managed. Even a small gap can lead to major risks. MECSECUREVAULT.CLOUD offers a powerful, automated solution to help you stay secure, minimize risk, and meet regulatory requirements with confidence.
Aligned with Industry recognized data security frameworks!
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HIPPA
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ISO9001, ISO27001
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SOX – Sarbanes-Oxley Act
** It is important to note that no software can automatically guarantee compliance with any regulations. There are many aspects to regulations, all of which are not covered by systems or software. However, there are some particular areas such as data security, processing, retention, document life cycle that are important for complying with most regulations. MECSECUREVAULT.CLOUD offers all major features necessary to comply with regulations and hence helps you in regulatory compliance
Solutions by Sector
Document Management for Business
In today’s digital landscape, replacing outdated fileservers or unsecured SharePoint setups is critical for protecting confidential business data. MEC’s Secure Docs Platform offers cloud-based document management solutions that safeguard sensitive files, ensure compliance, and provide a secure, scalable alternative for modern organizations.
What is Centralized Document Management?
Centralized document management refer to the system or process that brings together the data from all available sources for effortless organization, insightful analysis and impeccable security.
With centrally manage Document Management Software – MECSECUREVAULT, your confidential data is protected with features such as access control and two-factor authentication. We go a step further by offering version control to ensure that you get a clear picture of the entire document lifecycle. Not only will centralized document management skyrocket collaboration in your organization, but it will also ensure that only the right people will get access to the data.
The Benefits of Centralized Document Management?
Ensures Better Collaboration
In this era where remote working is more popular than ever before, a centralized document management system makes collaboration much easier. Paperwork or files stored locally on PCs that need to be found, emailed, or stored hamper productivity. With features such as document tagging and effortless sharing, the waiting time would tremendously decrease and your employees will be more efficient owing to reduced interruptions. They would be able to access the documents from anywhere and at any time they wish.
Maintain the Workflow
MECSECUREVAULT becomes an integral part of your organization while respecting the current workflow. We understand that your business documents might involve multiple levels of procedures. With MECSECUREVAULT workflows you can digitize your manual workflows and benefit from increased processing speeds and reduced errors right away.
Cost-Effective
Inaccuracy can cost your organization billions of dollars annually. Bolster your productivity and produce accurate analysis for better policymaking with MECSECUREVAULT. Getting rid of the redundancies will also allow your employees to focus on more vital tasks at hand.
Easy Compliance
With centralized document management, you can comply with industry regulations with ease. Access control, audit trail, records retention and other functions will help you maintain control over your documents while still letting information available to the right groups of people in your organization.
Enhance Control
With features such as version history, access control, and audit trails MECSECUREVAULT will enable touchless document sharing in your organization with incredible safety. Moreover, the workflow would be visible to all the stakeholders. The increased transparency will expedite the audit process.
MECSECUREVAULT can help you enjoy these benefits and more through its centralized document repository. So how do we achieve this?
How Does MECSECUREVAULT Ensure Centralized Document Management?
Centralized document management is one of the core features of MECSECUREVAULT. Here’s how it is achieved –
- You can go paperless by storing all of your essential documents in one familiar interface through automatic document capture. You can utilize the built-in document scanning, OCR, and other features to store documents digitally. These documents can then be accessed from anywhere – be it a desktop, smartphone or a web browser. By utilizing features such as email archiving, you can also send and receive email documents internally and externally to store in a centralized document repository.
- These documents are tucked in safely in a centralized document management system. Through, fine grained access control based on groups and users and various system level rights, you can restrict people who can perform actions or view these documents. Documents are easily accessible through an easy-to-use search engine, which even searches for texts within document contents. These search results can also be saved, refined and executed in one click later.
- You can organize these documents in a logical cabinet and folder structure using predefined folder templates. The security, profile and audit trail settings can be predefined for folders in a folder template. Any changes made to the folder template will automatically update corresponding folder structures Systematic filing of documents will enable workflow automation and help your employees collaborate better through document notes, public sharing links for external communication, and more.
- Records Retention module will help you manage the entire life cycle of physical records and digital documents – from its safe storage, classification, circulation to its final authorized disposition.
- Finally, this will aid in complying with industry standards and regulations.
Healthcare - EMR Archives
As healthcare rapidly evolves, secure document management has become essential to keeping pace with innovation while maintaining quality care. Outdated technologies are no longer an option—modern healthcare demands fast, compliant, and reliable systems to protect sensitive information and support operational excellence.
What are the challenges within healthcare industry?
Every industry has to face its own set of challenges. And most people would agree that healthcare and medical industry is the most testing of all industries. Here are two major challenges faced by the healthcare and medical industry.
Poor Records Management
From the time a patient steps in the hospital or clinic until the time he walks out there are too many papers and forms to fill and file, formalities to be fulfilled and instructions to be given. Under these circumstances, chaos and mismanagement are inevitable.
Regulatory Compliance
Healthcare and medical organizations are under tremendous pressure to protect important documents pertaining to patient consultation and treatments because of regulations. Without a proper document management policy in place, it is very difficult for these organizations to retain, secure and manage documents well enough to meet regulations.
Apart from forms and paper documents, there are many more electronic files that are to be handled in healthcare agencies. And though the situation looks grim, it is not impossible to control the chaos and bring order within these agencies. The answer to a lot of these problems lies is Document Management Software.
How can Document Management Software help?
With Document Management Software, you can store all your important (flat-file) EMR Archive files and records such as patient notes, charts, bills and insurance information and preserve them, so as to comply with healthcare regulations. Find out what more our super-efficient Healthcare Document Management Solution can do for you.
MECSECUREVAULT: Highly Efficient Document Management
Being an incredibly efficient Document Management Software Solution, MECSECUREVAULT can smooth out processes within all industries and the healthcare industry is no exception.
Other than its immediate benefits such as less paperwork and filing and reduced need of storage space, Docsvault allows you to capture all your important data within a secure, central repository, and link related documents, so that you can access them easily and quickly.
MECSECUREVAULT takes out the need of scanning papers one by one, manually filing records and retrieving them so that you don’t need full-time people to do mundane jobs and your staff can employ their time in more productive tasks.
Create Searchable Records
Transform your outdated patient medical information into an electronic form and simplify manual entry processes. You can not only design and create electronic forms but also organize the crucial data securely in your repository for easy access, retrieval, and analysis.
Digitize and Collaborate Medical Records
MECSECUREVAULT helps you scan and convert patient’s medical records, reports, billing, identification to electronic documents, capturing important information, and saving the document in a central repository for easy retrieval. You can then initiate workflow on documents and make your document approval processes more
streamlined, more accurate, and less time-consuming.
HIPPA Compliance
MECSECUREVAULT helps you maintain HIPPA Compliance and keeps your data secured all the time with MECSECUREVAULT fine-grained securities and disaster recovery solutions. An audit trail is another provision of HIPAA regulations that allows you to monitor system activity including individual user activities, what they viewed/accessed, and any attempts to modify documents. Apart from tracking who captured or changed data and when it is also important to record what changes were made. This can be done through version control. MECSECUREVAULT records all versions of a particular document so that all changes made to it can be discovered from the time of its creation until its end of life.
Other Benefits:
- Reduces clutter resulting from too many papers such as patient charts, bills and insurance records
- Reduced storage space
- Organizes and secures patient records
- Vital for regulatory compliance
- Effectively manages all departments, patients, and staff with ease and improves patient experience and transparency in patient care.
Nonprofit
Nonprofits often juggle complex matters of grant reporting and stakeholder communication—all within limited budgets and with lean teams. MEC’s secure cloud-based file management solution offer a powerful alternative to SharePoint or traditional file servers, enabling nonprofits to store, share, and manage sensitive documents with ease and confidence.
What are the Challenges within Non-Profit Organizations?
Just because non-profit organizations don’t have profit goals like for-profit organizations doesn’t mean they don’t have end goals or are not in the pressure of finishing a campaign or program in a given time and budget.
Managing in limited budget
Non-profit organizations have to rely completely on funding allocated by funders or profits of the second business, which makes it difficult for them at times.
Poor networking
Chief executives of NPOs have too many things to handle and they are often tied down with their other profit-making business leaving no time for networking or collaborating with funders and end-users.
Slow to accept management and technological aids
Due to limited budget and unskilled volunteers, NPOs can’t adopt new management and technological aids. Otherwise, they would have been able to solve many of their problems.
The solution could lie in records management software. This software is simple to use, gives good value for money and can improve the efficiency of all organizations.
How can the Records Management help Nonprofits
Records Management System provides a variety of features such as creating PDF documents like brochures and handouts, integration with MS Office, so you can quickly create and save versions of Word and Excel files and scanning and OCR, so that you can create searchable PDFs from scanned documents.
MECSECUREVAULT: Easy-to-use Records Management System
MECSECUREVAULT is simple and intuitive software designed to be used in almost all types of organization. With MECSECUREVAULT, you can secure all your documents in an organized way, so that you don’t have to worry about losing them ever or having a hard time searching for them.
MECSECUREVAULT makes records management smooth for you so that you are not tied up with mundane filing jobs and can focus more on your current campaign or program.
The best part about MECSECUREVAULT is you can collaborate with remote users. You can share documents with anyone without having to resort to unreliable emails or file transfers.
Value for money
MECSECUREVAULT is one of the affordable document management solutions that give you value for money. It’s simple and easy to use document management tools to save time and labor spent in filing and searching for documents. It also saves costs like printing, storage, and overhead costs that occur due to the traditional paper-based filing structure.
Remote Access
MECSECUREVAULT offers remote access features so it doesn’t matter if you have workers and volunteers spread across the globe. Using MECSECUREVAULT’s Web Interface & Mobile app, they’ll be able to connect to the system while still keeping your data in your control.
Easy Form Submission and better collaboration
MECSECUREVAULT’s ‘Web eForms’ tool helps users to create customized web-based eForms to collect and organize volunteer applications, signup sheets, event registrations, etc. The submitted forms are directly captured in the repository. With ‘Electronic Workflow’, users can initiate actions by routing electronic forms for approvals.
Use Digital Signature to build efficiency
MECSECUREVAULT ‘Digital Signatures’ tool allows you to sign documents and even send signature requests to get signatures from anyone outside your organization without leaving MECSECUREVAULT. The signers do not need to register or have a MECSECUREVAULT application to sign documents.
Stay Secure and in compliance
As a non-profit organization, it is important to have detailed proof of what donations are coming in, and where they are going. Keeping good records is extremely important. Our document management system allows you to capture and organize all paper documents and electronic files including emails. Search and retrieval features help you find documents quickly and easily. It also includes standard security measures like version control, user /group-based access, audit trails, history logs, alerts, email notifications, and more.
Other Benefits:
- Simple interface makes it easy to use
- Saves cost by reducing the space needed to store records
- Secures confidential funding information
- Improves efficiency by making filing and search faster
- Backup and restore facilities help preserve crucial data
Contact Us
Got questions? We’re here to help you find the right solution. Reach out anytime—our team is ready to connect, support, and guide you forward.
