Why 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 everyday and is filed away, awaiting the time it is needed. But with all the modern dangers of identity fraud and cyber crime, 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.
This allows 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.
It’s a 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.
Digitally 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.
As previously 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, minimising disruption to a companies day-to-day activities.
Digital archiving 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 productivity.
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 online fax service and Scrypt is a ‘super-secure’ bulk scanning service and cloud-based medical record storage that provides a ‘safe haven’ for all your digital documents.
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