Facilitate the storage of all export documentation in non-editable optical format
AEB’s sophisticated Document Management System is able to play a key role in helping your company ensure compliance with a broad range of national and international regulations.
For most companies, it is not feasible or practical to manage the necessary procedures without the aid of software tools.
In the defence sector, regulations such as the Export Administration Regulations (EAR) and the International Traffic in Arms Regulations (ITAR) impose stringent requirements in respect of record-keeping and transfers of technology. It is crucial that companies keep comprehensive records of their exports, maintain records relating to US origin products for a period of five years from the expiration of the State Department license or other approval, and have proper procedures in place to ensure that controlled technology is not illegally transferred to foreign nationals.
Furthermore, in their official guidelines, the US Office of Defense Trade Controls advises companies to consider “What kind of recordkeeping system does the company maintain that would allow for control of, and for retrieval of information on, US origin technical data and/or defense articles exported to the company?”
AEB’s Document Management System facilitates the storage of all export documentation in non-editable optical format. Retrieving, displaying and printing any of these documents at a later date is simple and can be done in a matter of seconds from any PC on the network. Documents that haven’t originated in AEB’s ASSIST4 system (e.g. airway bills) can also be scanned into the system and stored with appropriate search indices. These documents can be stored for many years in revision-secure format (meaning that they can’t be edited once saved in the archive).
In addition to documents, the system is able to archive e-mails and data thus giving you comprehensive record-keeping and therefore helping you to demonstrate due diligence.
The Document Management System features the facility to set up document access rights policies for reading, editing, etc. and so can be used to minimise the possibility of “deemed exports” of documents and data to foreign nationals. Unauthorised personnel would be unable to access documents they do not have the rights to, and the system can be configured to prevent the transfer of documents to these people.