DISASTERS AND HOW TO KEEP YOUR DOCUMENTS
FROM BECOMING A VICTIM
When most business managers think of disasters, catastrophic visions of earthquakes, fires, floods and
terrorism immediately come to mind. These are truly devastating disasters that make the evening news
and can ruin large businesses instantly. Fortunately, these cataclysmic business busters are rare and
a disaster recovery plan can mitigate the negative effects on a business. More common are mini-disasters,
which happen daily and drain money and profits from a business. Although these are not usually fatal to
a business, their cumulative effects can approach a major disaster’s impact.
Mini-disasters include common document mishandling practices. Lost files, misplaced files, mis-filed
documents, employee mischief and documents out of place when needed. These disasters won’t make the
news, they are all too common in business, but they can cost businesses tens of thousands of dollars
each year. A disaster recovery plan must plan for the major disasters but a comprehensive plan will
include recovery from large and small disasters. If it can make a business more efficient and productive
under normal operating conditions, then it is the best value to a business.
Typical disaster recovery plans focus on hardware and computer data. Redundant drives, redundant servers,
off-site redundancy, tape libraries, UPS, haylon etc. are all critical steps in building a disaster
recovery plan but what about the paper? Images of the September 11th terrorist attack included tons
of paper documents littering the streets and paper files burning for days after the attack. Comprehensive
disaster plans must include off-site storage of critical and day to day documents that are the record of
business transactions.
In order to create and maintain parallel paper filing systems, each document would need to be copied,
each folder and drawer of a filing cabinet would need to be duplicated. Additional storage space,
clerical staff and transportation would be required to keep the redundant system current and parallel.
Even then, there would be misfiled, lost or damaged files and folders. Only by digitizing the paper
documents and creating secure electronic folders can a document disaster be avoided.
Scanning and indexing documents as they enter the workflow will provide document security, redundancy
and offer parallel workflow and storage options not available with paper based systems. Documents
can not be lost or misfiled. Entire volumes of documents can be stored off site in case of major
disasters. Documents can be secured by group ownership, preventing unauthorized access or deletion.
An audit trail is available to track document creation and access. A document management, storage
system can provide a secure disaster recover plan for major disasters while preventing mini-disasters
and improving a company’s business process and efficiency.
|
Digital Solutions
Group
8698 Elk Grove
Blvd., Suite 3, #229 * Elk Grove, CA
95624 |
|
E-mail
Contacts: |
Terry |
Sales |
Service |
| Telephone: |
(916)
497-1058 |
