Monday, 31 July 2017

Archive Storage In Companies– Do’s And Don’ts

 A company’s security is of prime concern for any overseeing authority (owner) and other stakeholders. A company undertakes several measures to ensure total security, one of which is archive storage. But before installing an archive storage system, it is important to know if your document management company clear about your company’s retention policy?

The importance of clear retention policies

Knowing which documents can be shredded is just one part of retention policy for any company. However, knowing which documents need to be retained is equally important. Hence, it is very important that your document management company has clarity on your company’s retention policies.

The number of months or years a particular set of documents need to be archived also falls within the purview of retention policies, e.g., tax related papers should remain archived for at least four years. Such sensitive facts can only be remembered and taken care of by a professional Document Management Company thus preventing the beneficiary from legal repercussion.

How archive protects the interests of customers?

Let’s take an example of the medical sector run by doctors, dentists, surgeons and so on. Now, how do they remember each patient’s diagnosis outcome or result? They don’t, thanks to archive storage which records the patient’s outcome as well as other information like name, age and number of visits. This means that doctors keep record of patients’ personal data which is managed by a reliable document management firm. Otherwise, a patient’s private data would have gone public!
In simple terms, archive storage helps to keep confidentiality of data. 

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Document Management System: A Key to Saving Time!

Effective management of time is key to success for all the businesses. There are several methods by which the firms save time. However, Document Management System (DMS) is one of the most popular tools in storage business. DMS helps the professionals to access relevant information quickly and help them in saving time in the following ways:

Enhances Search Process:

A good DMS helps users to not only give specific names to their files but also tag or label them according to the information it has. This enhances the  search process for the user as all the files with common tag or label can be searched and displayed in one click; thus making document search a hassle-free process.

Allows Indexing of Information:

In addition to adding tags to the documents. DMS also allows its users to index information. For instance, if a user assigns a document type (agreement, invoice etc.) to a document and 
stores it with indexing information (agreement start and end date, invoice number, amount of invoice, etc.). Then finding a document based on the indexed information becomes easy and hassle free. 

Supports File of Different Kinds:

A good DMS supports almost all type of files. This facilitates the user to run the files directly, saving him with time spent on conversion software.