RegDOX Solutions

The Secure Data Room solution provider for Corporate, EAR, HIPAA, DFARS and ITAR compliance in the cloud.

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Long-Term Cloud Storage Solution for CUI

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RegDOX® Long-Term Cloud Storage Solution for CUI

Long-Term Cloud Storage Solution for CUI meets the existing and substantial long-term document retention requirements for Controlled Unclassified Information (CUI), which covers ITAR Technical Data and data subject to DFARS controls. The ideal means of long-term cloud storage of those records that have been secured by RegDOX’s CUI compliant storage and collaboration environment during use is to maintain those records within the same compliant environment. But it has to be done in a cost-effective manner.

Based on customer requests and to meet these goals, RegDOX is offering a new service for its CUI customers – RegDOX’s Long-Term Cloud Storage (LTS) service.

CUI Retention Requirements

Whether CUI includes customer or vendor information, employee records, financial data, or any other sensitive business documents and files, companies need to safeguard their data with specifically defined confidentiality needs.

The RegDOX LTS provides an additional, fail-safe and extended data loss prevention method to supplement each customer’s own data preservation efforts.

Before we describe this service, let’s review some CUI document retention requirements. The following is a brief summary of some of the more significant regulations:

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International Traffic in Arms Regulations (ITAR)

Records must be kept for a five-year period from the expiration of the license or other approval. In the case of a customs drawback, all records relating to the drawback must be kept for three years after the date of payment of the claim. See 22 CFR §122.5.

Export Administration Regulations (EAR)

As a general rule the Department of Commerce’s Bureau of Industry and Security (BIS) has a five-year period of retention of export documents. See 15 CFR §762.6.i The period is measured from several possible events, such as the export, re-export, or transshipment of the covered item, etc.

Defense Federal Acquisition Regulation Supplement (DFARS)

Records shall be retained for three years after final payment or longer if specified in a contract, with certain financial documents retained four years (See FARS §4.7).

National Archives and Records Administration (NARA)

The National Archives and Records Administration has designated a period of six years after final payment for all contract files.

Foreign Trade Regulations/ Electronic Export Information (EEI)

(Foreign Trade Regulations/ Electronic Export Information): Records must be kept five years from the date of export or longer when required by other regulations. See 15 CFR §§ 30.10 & 30.15 (c).

Office of Foreign Assets Control (OFAC)

(Office of Foreign Assets Control): Records must be kept for five years after the transaction covered by the regulation, unless a transaction was blocked, in which case the period is five years after the property is blocked or unblocked. See 31 CFR §501.601.

U.S. Customs and Border Protection (CBP)

(U.S. Customs and Border Protection): Subject to specified exceptions allowing shorter periods, records that must be submitted to the agency must be kept five years from the date of entry. Records otherwise relating to an entry must be kept from the date of the activity that required the record to be created. See 19 CFR §163.4.

RegDOX’s Solution for the Long-Term Cloud Storage of CUI

Goals of the Long-Term Cloud Storage Service

There are three primary goals in providing this service. The first is to ensure that all archived CUI is maintained without interruption in a safe, secure and regulatory compliant environment. The second is to make this continuing storage option as price effective as possible. Finally, the service needs to maintain a complete, unalterable and reportable audit history of the CUI. The RegDOX® Long-Term Cloud Storage (LTS) service achieves all of these objectives.

Description of the Long-Term Cloud Storage Service

Each customer of RegDOX that has a Data Room Center (DRC) with 10 licensed users or more (“Production DRC”) may acquire a second DRC for the long-term storage of CUI (“Storage DRC”). Content may be moved by the Customer at any time directly from the Production DRC to the Storage DRC and later directly back to the Production DRC. That content at all times will remain encrypted and never leave the regulatory compliant environment when being transferred to the Storage DRC and back to the Production DRC. This movement, as well as the lifecycle of the CUI in each DRC, will be tracked, documented and reportable in the history of each DRC.

Access to the Storage DRC is limited to two licensed, administrator users, with each being assigned to a single individual (not an alias or shared account). The Storage DRC may be set up by its administrators to have as much storage as the Customer requires and expanded by them as need dictates. The Storage DRC may have an unlimited number of Data Rooms (DRs). The administrators may be changed at any time, so long as there are only two assigned licenses. The Storage DRC will be accessible at all times and is configured for storage and not production tasks. Storage costs within the storage DRC have been substantially reduced to meet the goal of cost efficiency.

Prerequisites to the Long-Term Cloud Storage Service

  • A Production DRC with at least 10 ordered licenses
  • Administrators shall be licensed to both the Production and Storage DRCs
  • The two Storage DRC administrators can transfer content to and from the Production and Storage DRCs. RegDOX Support will transfer entire DRs with their history
  • Back-ups of the Storage DRC by RegDOX on the 15th day of each month and that is maintained until the next full back-up of the Storage DRC.

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How to Order the Long-Term Cloud Storage Service

Contact our sales team today!

Learn more about pricing, see a Demo, have any questions answered, and have your Storage DRC set up at any time. Or just call our Toll-Free number 1-800-571-3171.

 

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