Companies Should Digitally Archive Sensitive Documents
In modern times,
it’s hard to imagine the contents of your hard drive as physical
items. Imagine the piles of files and folders, not to mention
images, music, and videos, you would have to wade through to perform
a task that a modern computer makes simple.
But in some
professions and workplaces, paper is used to document vital
information every day and is filed away, awaiting the time it is
needed. But with all the modern dangers of identity fraud and
cybercrime, sensitive information must be kept secure.
The sheer volume
of highly personal documents that organizations like hospitals,
universities, and banks keep make organizing them into an easy to
use system a great difficulty. An additional implication is that
paper is not a sturdy material. Over time, it can easily succumb to
fire damage, water damage and decay.
This is where
digital archiving comes into play. Technological advances have
allowed specialist companies to develop ways of securing physical
documents and allowing them to be accessed with all the
functionality of a computer. Digital archiving is the process of
scanning and uploading both typed and hand written information onto
a computer system, so that information is fully text searchable.
sensitive data to be locked away and to be retrieved as and when it
is needed, or alternatively information can be securely backed up in
so many ways that an organization could choose to do away with your
paper documents completely. Experts can take care of the process,
converting your old documents into an easy-to-use, digital format.
New information can be added, and old information updated with ease.
surprisingly simple process to digitize documents. For smaller
companies with comparatively less documents, it may be possible to
scan and name all documents by hand, although given the amount of
data even a small company gets through, this is unlikely. But for
larger companies this is definitely not a feasible option. It is
highly recommended to use a digital archiving company to manage the
process. Their expertise is invaluable, and they can usually get a
job done faster than initially expected.
The benefits are
huge. The cost of document storage is rapidly increasing, so having
your documents in one location is a saving in itself. The
functionality of the system is also a massive benefit. No longer
will administration staff be looking through dusty old filing
cabinets for age-old documents and resources.
archived documents are also more secure, from both physical and
digital threats. Sensitive information can be held on a computer
that is offline, and therefore not accessible by hackers.
Information is held on password protected computers and it is
therefore next to impossible for the average burglar to gain access
to important documents.
mentioned, the threat of fire, water and even humidity damage is
nil, as once documents are digitized they can be easily backed up in
multiple locations. So even if the worst happens, i.e. an office
fire or flood, all important information can be retrieved. This
allows a business to get back on its feet quickly, minimizing
disruption to a company’s day-to-day activities.
is the future. As the amount of data each organization creates
increases daily, antiquated paper filing systems are no longer a
valid solution for the workplace. Digital archiving is an easier and
much safer solution, making workers lives easier and increasing
Submitted by Aleks
Szymanski CEO, SecureCare Technologies, Inc. SecureCare
Technologies, Inc designed and created Sfax and Scrypt for the
healthcare industry. Sfax is a HIPAA-secure
Internet fax service and Scrypt is a 'super-secure' document scanning service
medical records archive that provides a 'safe haven' for all
your digital documents.
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