| Keeping your Data Safe |
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Imagine what would happen if your office ever experienced a disaster or theft. Would you be able to recreate those files?Company materials need to be kept in a secure place. With document management, there are multiple levels of password-protected access for groups and individuals; document contents are encrypted; and audit trails are created to show who has accessed or updated office records.Offsite data backups of digital files ensure that a company has a disaster recovery system in place, in case of fire, flood or break-in. What if you were ever faced with litigation? Could your company quickly retrieve any of its files? Do you have a system in place for the permanent archival of emails?We live in a country where people are not afraid to file a lawsuit? Most lawyers are going to want companies to re-produce every pertinent file relating to the case and oftentimes those files reside in your employees inbox. It is imperative that an email archiving system is in place that includes multiple types of index information so that an email can be easily foundCompanies that don’t take safeguards to protect and store vital business information are at risk. Failure to be able to timely produce archived documents including emails can prove costly.
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Did You Know...
1. In the average office 90% of all papers handled each day are merely shuffled
2. 80% of company documents are stored on local hard drives and therefore inaccessible to organization staff unless they are created on paper
3. On average, companies spend $20 in labor filing one document
4. Between 2 and 4% of documents are misfiled on any given day
5. Companies spend $120 in labor to find one misfiled document
6. 1 out of every 20 documents is lost
7. Approximately 25 hours are spent recreating each lost document
8. Roughly 400 hours per year are spent searching for lost files
9. It takes an average of 7 minutes per document to retrieve, copy, and return the original to file
10. Approximately 10-12% of documents are not found on the first attempt