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AI consulting · Boston, MA

AI consulting for Boston universities, biotech and investment firms.

Transcripts and aid notices, batch records and certificates of analysis, account documents: read by AI and protected the way 201 CMR 17.00 expects.

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Remote from Lakeland, Florida. The first conversation is free.

Each student record type kept for its own periodFive student record types with bars of different lengths: the transcript runs off the end because it is kept the longest, then the transfer evaluation, aid award notice, immunization record and admission application, each with a shorter period.Kept forTranscriptTransfer evaluationAid award noticeImmunization recordAdmission application
Student records at a Boston campus: one retention period per record type, set from your schedule.
Top industries on this page
Massachusetts rules covered
Massachusetts data security regulation · Massachusetts data disposal law · Student record regulations for public schools
Our hours in Boston
Monday to Friday, 8 AM to 8 PM Eastern time

Boston, Massachusetts

Campuses, labs and money managers, under one strict security rule.

Boston and Cambridge are home to dozens of colleges and universities, a world-known biotech cluster around Kendall Square, and asset managers and other financial firms downtown. Massachusetts asks every business holding residents’ personal information for a written information security program under 201 CMR 17.00, wherever the business is, and sets how records must be destroyed.

  1. 01Higher educationRegistrars, Admissions processors, Financial aid officers
  2. 02Life sciencesQA and document control, Regulatory affairs, Clinical operations
  3. 03Banking and lendingLoan processors and closers, Post-closing and quality control, Branch operations

01 · Higher education in Boston

Transcripts as data, not PDFs to retype.

What goes wrong todayA transfer applicant’s transcript arrives as a scanned PDF. Someone keys the courses into the evaluation by hand, and the student waits for an answer while orientation fills up.

Who handles it: Registrars, Admissions processors, Financial aid officers, Transfer credit evaluators.

Student RecordsExample document types and fields
Document typeFields it reads
Official Academic TranscriptStudent Name, Student ID, Program of Study, Cumulative GPA, Issuing Institution
Application for Undergraduate AdmissionApplication Number, Student ID, Term of Entry, Applicant Type
Transfer Credit EvaluationEvaluation Number, Student ID, Source Institution, Receiving Program
Financial Aid Award NoticeAward Year, Student ID, Notice Number, Total Estimated Cost of Attendance
Certificate of ImmunizationStudent ID, Date of Birth, Recorded Status
Affidavit of DomicileStudent ID, Classification Term, Classification Requested
Official Score ReportExam, Test Date, Composite Score, Score Recipient

Where Ademero fits

  • CapturePoint 6. Reads transcripts, applications and aid notices on an office PC and files each under the student ID, in folders, SharePoint or OneDrive for a school account, or Content Central.
  • Content Central. Keeps the student file with row-level access, so each office or advisor sees only their own students, and a retention schedule per document type.

Rules this paperwork lives under

FERPA
Education records are disclosed only with written consent or under an exception, and students can inspect their records within 45 days of asking. FERPA does not set retention; your state and institution do. Permissions and an audit trail show who opened which record.

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Massachusetts

A written security program that matches what the software does.

Under 201 CMR 17.00, any business holding personal information about a Massachusetts resident needs a written information security program. A WISP is only as good as the controls behind it, and for documents those controls are concrete: who can open what, how they sign in, what is logged, how files travel, and when they are destroyed.

We describe what the software does. Whether a Boston business complies is for it and its counsel to decide.

The paperwork it creates

  • The WISP itself
  • Access reviews
  • Sign-in and MFA settings
  • Disposal records

What a team does about it

  1. 1Limit each document type, and sensitive fields, to the roles that need them.
  2. 2Turn on multi-factor sign-in and single sign-on.
  3. 3Send documents as password-protected encrypted ZIP files.
  4. 4Destroy on schedule and keep the audit trail.

02 · Life sciences in Boston

The certificate behind every batch, in one search.

An inspector asks for the certificate of analysis behind a released batch. It was emailed by the supplier, printed, initialed, and filed in a binder that left with the person who signed it.

  1. 1. Receive

    Supplier certificate of analysis

    Captured from the quality mailbox or scanned, and filed by supplier, material and lot.

  2. 2. Release

    Incoming material release

    Routed for approval, each approver confirming with a PIN.

  3. 3. Make

    Batch record

    Kept with every revision of the SOP it was run under.

  4. 4. Investigate

    Deviation and CAPA

    Linked to the batch, so the whole story comes up in one search.

Where Ademero fits

  • CapturePoint 6. Scans and splits paper batch records and supplier documents on a PC in the lab or warehouse, with searchable PDF and optional PDF/A output.
  • Content Central. Keeps controlled documents and the audit trail your validation team will examine: who viewed, changed and approved what, approvals confirmed with a PIN, and the approver’s signature stamped on the page.

Rules

FDA 21 CFR Part 11
Sets rules for electronic records and signatures: secure audit trails, limited access and signatures tied to the record. Your validation decides how a system is used under Part 11.
FDA 21 CFR Part 211 and Part 820
Drug makers keep batch production records at least one year after the batch’s expiration date; device makers keep controlled documents and quality records. Retention schedules per document type keep each record for its period.

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03 · Banking and lending in Boston

A complete loan file before it goes to underwriting.

A loan file goes to underwriting without the borrower’s second pay statement. It comes back with a condition, the processor chases the borrower again, and the closing date slips.

  • CapturePoint 6. Splits a scanned loan package into its documents, names each one and reads the values a processor would otherwise key, on a PC at the branch or in operations.
  • Content Central. Keeps the loan file in the cloud or on your own servers, with a retention schedule per document type, versions, and an audit trail examiners can follow.

GLBA Safeguards Rule, in short

Non-bank lenders and brokers follow the FTC version (16 CFR Part 314): a written information security program, multi-factor sign-in, and disposal of customer information no later than two years after it was last used unless you have a reason to keep it. Banks follow the interagency guidelines. Content Central supports MFA, permissions and retention schedules that clear documents on time.

MortgageExample document types and fields
Document typeFields it reads
Loan ApplicationLoan Number, Borrower Name, Lender
Loan EstimateLoan ID, Interest Rate, Estimated Closing Costs, Estimated Cash to Close
Closing DisclosureLoan ID, Borrower, Cash to Close, Interest Rate
Pay StatementEmployee, Employer, Pay Date, Gross Pay, Net Pay

And 4 more document types.

Massachusetts rules

What Massachusetts law asks of your documents.

The state rules that most often touch Boston paperwork in the industries above, in plain words. We describe what the software does; whether you comply is for you and your counsel, and laws change, so confirm the current text.

Massachusetts data security regulation

201 CMR 17.00, under M.G.L. Chapter 93H

Applies to
Every business that owns or licenses personal information about a Massachusetts resident, wherever the business is.
What it asks
A written information security program (WISP), access limited to people who need it, secure user authentication, encryption of personal information sent over public networks or stored on laptops and portable devices, and monitoring.
What the software does
Permissions by document type and field, multi-factor sign-in, an audit trail, password-protected encrypted ZIP files for email, and reading on your own PC so documents do not travel to be read.

Massachusetts data disposal law

M.G.L. Chapter 93I

Applies to
Businesses and agencies disposing of records with personal information.
What it asks
Paper redacted, burned, pulverized or shredded, and electronic records destroyed or erased so the personal information cannot practicably be read or reconstructed.
What the software does
Retention schedules with a destruction schedule, and an audit trail of each removal.

Student record regulations for public schools

603 CMR 23.00

Applies to
Massachusetts public schools.
What it asks
The transcript is kept for 60 years after the student leaves; the temporary record is destroyed no later than seven years after.
What the software does
Separate retention periods for the transcript and the temporary record, counted from the date the student left.

How we work

How we work with teams in Boston.

We have no office in Boston. Ademero works remotely from Lakeland, Florida, and every meeting, pilot and training session runs online, Monday to Friday, 8 AM to 8 PM Eastern time.

Our hours in Boston timeIn Boston local time: Ademero, 8 AM to 8 PM; A typical office day, 8 AM to 5 PM.6 AM10 AM2 PM6 PMAdemero8 AM to 8 PMA typical office day8 AM to 5 PM
In Boston time (Eastern). We work Monday to Friday, 8 AM to 8 PM Eastern.

What an engagement produces

  1. 01

    An assessment, in writing

    A map of your document streams: what arrives, from where, roughly how many, who touches each one and where its data has to land. Ranked by where AI pays off first, with the product that fits each and anything that touches Massachusetts rules called out.

  2. 02

    A pilot on your documents

    We run a sample of your real higher education documents through CapturePoint 6, with a job set up from a folder of your own samples. You see which fields it reads, what it sends to review and why, and where the files land.

  3. 03

    A scope and a quote

    What the rollout covers, which systems we connect, how your team is trained and how support works after go-live, priced for your project.

The first conversation is free. Prices come in the quote, for your scope.

Questions

What Boston teams ask us.

What does 201 CMR 17.00 mean for our documents?

A written information security program, access limited to people who need it, secure sign-in, and encryption for personal information sent over public networks or kept on laptops. Content Central has permissions by type and field, multi-factor sign-in and single sign-on, an audit trail and password-protected encrypted ZIP email.

How long do Massachusetts public schools keep student records?

Under 603 CMR 23.00, the transcript is kept for 60 years after the student leaves, and the temporary record is destroyed no later than seven years after. Each can be its own document type with its own retention period.

Can CapturePoint 6 read a transcript from another college?

Yes. CapturePoint 6 reads official academic transcripts and transfer credit evaluations, and for formats it has not seen, it learns from your confirmations and corrections.

Bring one higher education document stream. We will show you what AI does with it.

Tell us where the paperwork piles up. The first conversation is free, and you leave it knowing whether AI is worth a pilot.

Book a free consultation(863) 937-0272
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