Friday, 30 June 2017

Making the Most of Off-Site Document Storage


Businesses rely on offsite document storage to be relieved from the huge payoff in the form rent for storage spaces in-house or outside. Offsite storage offers storage facilities that are much cheaper and more secure. Let us now see how you can make the most of offsite storage services.

1. Storing medical documents

If you own a hospital or medical stores, offsite storage facilities can help you store important records of patients securely. Also, you will be provided with instant access to any documents on demand. Storing them in your hospital rooms or buying spaces is a rather expensive affair.

2. Storing contractual files

If you or your business generates contracts holding crucial confidential details then an offsite storage space is what you need to ensure safety of critical data. Also look out for secure back up options for faster recovery of documents in cases of emergencies.

3. Storing memos 

Memos here refer to the files that hold information related to important plans and projects due for approvals. Store them in secure offsite storage units which are equipped with superlative security equipment where unauthenticated or irrelevant access is impossible.

4. Storing finance related files

Every country now has deployed stringent rules mandating citizens to show up with yearly financial records for security purposes. Our Document Storage Company helps you cope up with such legal battles by providing you instant access to the necessary documents.

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Thursday, 15 June 2017

The Importance of Electronic Document Management System

Any business, especially large conglomerates generate a lot of data. This data is stored in the form of physical papers as well as over digital spaces online. In any case, electronic document management system has become an integral part of the process of ‘storing data or information’ to be used in future for effective decision making or legal formalities. Let us now understand the importance of electronic document management system.

Substantiation 

A good electronic document management system plays an important role in authenticating a user’s identity whenever one longs into any of the business systems for the purpose of accessing important documents.

File conversion

An electronic document management system scans physical documents and stores them digitally thus reducing extensive paperwork and the space required to store huge stacks of files.

Classification

Businesses use electronic document management system to perform the function of indexing. Indexing helps a business to categorise documents as per suitable categories for faster access thus streamlining business/operational efficiency.

Navigation 

In the multitude of files generated and sorted, the task of finding a particular file sounds horrifying. However, it becomes very easy to access particular files with the help of electronic document management system that sets up a navigation roadmap with easy-to-use tracking features.

Retrieval 

Can you imagine the losses incurred when a business fails to recover a crucial legal document during emergencies? It can be phenomenal. To avoid such incidents, electronic document management systems help in retrieving even lost documents.

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Monday, 29 May 2017

Why It’s Important To Archive Your Files And Store Your Data

The shelf life of most archived files is maximum 21 years (depending on the type of document) and these are the files which usually end up in stacks of boxes in the office. While storing data online has become popular over recent years, it’s important to know whether your files are archived safely. Read on to find out more.

Data Archiving

This is the transfer of data to another storage device that is no longer used on a regular basis and with the sole purpose of archiving the records for a long period of time. The data will usually be of importance and required for future reference. It can be legal documents which must be stored safely for future regulatory compliance for example. As certain companies would generate this type of data in large amounts, it is important that this information is stored safely. Data archiving companies take care of these services according to your company needs and ensure that the data can be access at any time. 

Data archiving is more than just storage

Data archiving systems should not only enable you to store data safely, but also retrieve data instantly. This is a pre-requisite for effective decision making for any organisation and is important to stay ahead of your competitors as well.

Black Box Records Management is a trusted Document Management System Company. Contact us for the best document storage solutions.

Monday, 22 May 2017

The Difference Between Onsite Data Storage And Offsite Data Storage

All business generate data. This data can take the form of information from everyday communication, operations, management, legal procedures and financial records. It is therefore important to preserve the necessary documents by using onsite or offsite data storage, which also prevents the data from being unofficially accessed and used by unauthorised parties.

Onsite data storage

Onsite data storage refers to the concept of storing data within company or at the base of operation. To store large scale data onsite becomes a costly exercise as a team of professionals will need to be brought in to manage this, and then there is the issue of allocated space for storage. If this becomes a task for the employees to manage then this could take away from their primary role and responsibilities, thereby defeating the purpose of increasing productivity. And lastly, there is the increasing chance that an unauthorised employee will gain access to the confidential documents.

So what is the solution to these problems? Offsite data storage.

Offsite data storage

Offsite data storage means, securing your documents with a professional and experienced records management company. This option comes with additional services such as physical or digital document storage and document destruction too. Backup clones of your data are also provided to ensure you don’t lose anything important and you’re able to reach specific information when you need it most, without any delay.

Looking for a combination of both? Black Box Records Management, a Storage Services Company in Dubai, provides both, onsite and offsite data storage solutions.

The Difference Between Onsite Data Storage And Offsite Data Storage

All business generate data. This data can take the form of information from everyday communication, operations, management, legal procedures and financial records. It is therefore important to preserve the necessary documents by using onsite or offsite data storage, which also prevents the data from being unofficially accessed and used by unauthorised parties.

Onsite data storage

Onsite data storage refers to the concept of storing data within company or at the base of operation. To store large scale data onsite becomes a costly exercise as a team of professionals will need to be brought in to manage this, and then there is the issue of allocated space for storage. If this becomes a task for the employees to manage then this could take away from their primary role and responsibilities, thereby defeating the purpose of increasing productivity. And lastly, there is the increasing chance that an unauthorised employee will gain access to the confidential documents.

So what is the solution to these problems? Offsite data storage.

Offsite data storage

 Offsite data storage means, securing your documents with a professional and experienced records management company. This option comes with additional services such as physical or digital document storage and document destruction too. Backup clones of your data are also provided to ensure you don’t lose anything important and you’re able to reach specific information when you need it most, without any delay.

Looking for a combination of both? Black Box Records Management, a Storage Services Company in Dubai, provides both, onsite and offsite data storage solutions.

Thursday, 20 April 2017

Offsite Storage: Importance of Shredding

Businesses generate a lot of papers that hold important and confidential data, everyday. Keeping the document that contains confidential data open to intruders even after usage can be damaging. It needs to be destroyed and shredding does just that, making the file or crucial data inaccessible to the spies.

The Changing Times

Almost every document that circulates the corporate lobbies of an organisation contains some kind of confidential information. It can be the sales forecast of the next quarter or a new copyright memo for a new invention that a company is undertaking. In any case, you wouldn’t want any such information to exchange hands with spies, competitors or fraudsters who’d want to use this information to gain at your expense.

Offsite storage management companies provide secure, absolutely reliable and well organised shredding services. They ensure that every last word on the page is destroyed securely thus making it inaccessible by the unwanted members.

Conclusion | Offsite record storage Dubai

Security breaches can occur anytime. And one of the biggest sources for hackers to gain access is ‘critical information.’ Go ahead, delete all the information post usage and leave no proof of it on paper. Professional shredding not only preserves confidentiality, but also helps a business economically by helping it get rid of papers that consume vast spaces post usage.

Tuesday, 11 April 2017

Document Management System and Data Security Go Hand In Hand

Did you know that 90 percent of businesses face data loss due to no proper document management system in place?

Data loss is directly proportional to absence of document management

Data loss is evident when there is no proper document management in place. It is very difficult to keep the printing process optimised and running without a proper document management process. Storing and handling physical documents can eat into a significant chunk of your working expenditure. This is the reason why many businesses, small, medium and large, are upgrading to imaging and electronic storage.

How to evade the consequences of unorganised document management?

One of the most cost-effective means to be relieved from mismanagement of documents is to outsource it to the experts. A professional company that takes care of everything from secure document handling and storage to absolute shredding is your safest bet to prevent any data breach or loss.

Go ahead, save yourself thousands of dollars per year by avoiding renting spaces to store those unending documents.

A professional Document Management System helps businesses to take control of the more important things while keeping the task of storing important business papers in utmost security to themselves.