STORE – Securing Your Important Documents
Every organization has important documents. Most often those documents are archived as hardcopies in paper form. Sometimes, important documents are also stored in electronic form via various methods and systems. Typically, documents stored in this method, are not easy to find and most often they are not backed up. With a good ECM system, paper files can be captured and converted to electronic form and existing electronic documents can be imported and indexed. This approach provides advantages such as redundancy and the ability to create a strategy for disaster recovery. Not to mention, the ability to access important documents quickly and efficiently from anywhere.According to OnBase by Hyland, an ideal ECM system should make it easy to:
Secure your content – Utilize your existing Active Directory and LDAP security design. Additionally, you should be able to further secure your content with file level encryption and https connectivity.
Protect your content – Store the files on any network file share, which in turn allows you to use your existing infrastructure. It is not necessary to pay for expensive storage devices to have online redundancy. With a proper disaster recovery plan, electronic copies of your critical documents can be stored across multiple servers and locations.
Destroy your content – Depending on your organization’s or industry’s legal requirements, it is important to manage the lifespan of your stored documents. Retention requirements can vary, but often documents must be retained for a certain amount of time and destroyed at the conclusion of their lifespan. A good ECM system will allow you to implement custom retention plans that will work behind the scenes to ensure your organization is in compliance.
If you are staring at a room full of boxes and files, contemplating a disaster recovery plan or wondering how you will keep your archived documents in compliance, consider contacting us to learn more about Enterprise Content Management.