Protecting Your Company Data

Did you know that 75 % of all companies are expected to have a major email outage at some point this year? The majority of businesses' aren't prepared to handle an outage like this, in fact, only 10% of American companies have a recovery plan currently in place.That being said, backing up your electronic communications is one of the most important and overlooked aspects of document management. Finding a document management service that offers digital archiving and crash-recovery plans is a sure fire way to keep all your information protected and your business running smoothly.

Scan-on-Request

One of the best new services offered by document management centers allows you to make your documents instantly accesible world-wide. Scan-on-Request capabilities are increasinly important for larger businesses that may need to share documents with international clients or partners at a moments notice. Document Management Services that offer scan-on-request typically also employ digital file-indexing technology to assure that all your documents can be found and retrieved efficiently. Upon your request, any of your papers will be found, scanned and burnt to a CD/DVD or posted on a secure website.

Video & Film Storage

A growing facet of document management services is video and film storage. Production companies should keep in mind a few important factors when looking for a facility to handle their film and video archive.

Climate-Controlled Vaults are the most important factor. Be sure to find a company that offers storage vaults that maintain a constant temperature between 65 and 68 degrees and a relative humidity of of 35% to 45%.

Also, require that the facility offers digital barcode tracking technology. This way, each film reel, tape or storage bin has an individual barcode that can be located quickly and efficiently.

Digital Delivery

As I mentioned in my earlier post about document management services (see below), one of the most important aspects of a good document storage provider is digital delivery. Digital delivery service provides two important benefits over traditional document pick-up and delivery service.

Benefit number one is the simple speed that your required document makes it into your hands. Literally moments after making the call to your storage center, digital retrieval and delivery systems can locate the document in question and email it to your desk.

Digital delivery also benefits smaller offices by cutting back on unnecesary paperwork. Cutting back on clutter is a great way to create a professional and relaxed work environment.