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Minimise Security Risks
Document loss or theft comes in many forms. It is most likely to be because of the following:
- Unmotivated staff not taking the care to return or re-file documents correctly
- Documents simply lost
- Staff leaving the company to work for a competitor taking files to better position themselves for success at their new company
- Documents damaged
Recently, a major high profile company lost just six plans; they were not sure they were not stolen or just misfiled. Replacement of the plans required redrawing from scratch at of a cost between $10,000 to $15,000 per plan.
To prevent this from happening Scan Conversion Services scan documents into electronic format. Once in electronic format, software is provided that controls and monitors access. The best part about this solution is it does not require an extra staff member to waste time trying to be a security guard 24 hours a day. Staff also feel trusted, as they are not constantly, and obviously being monitored.
FEATURE |
THIS MEANS |
THE BENEFITS |
Access of documents can be tracked |
Whoever accessed documents can be identified easily |
§ Quick and accurate awareness of who is doing what |
Individual records can be assigned security levels |
Only people with the correct authority will be able to view the document |
§ Effective control of staff access to any documents § Unauthorised personnel will never be able to access or even know of the existence of restricted files |
Scanned documents do not get stolen or lost in fires or floods |
§ Electronic images on CD are always duplicated and stored off site so a copy is always available § Back up CDs kept off site holds vital information for recovery |
§ Staff can not remove files and microfilm leaving no supporting information § Recovery from fire or flood and retention of vital information is assured |
Protecting Documents from Fire Risks
No body plans for a fire. The unfortunate reality is that most companies could not recover from a devastating fire. With the majority of important information stored on paper, which also happens to be the most flammable, companies often put themselves in a very vulnerable situation.
A few interesting facts:
- 34% of all buildings are underinsured
- About half of all policy-holders have too little liability insurance
- 31% of households have neither building nor contents insurance
- 52% of the people with contents insurance are underinsured
- After the Newcastle earthquake 60% of businesses closed their doors
- 20% of small businesses have no insurance
FEATURE |
THIS MEANS |
THE BENEFITS |
A significant amount of information can be stored on one CD |
CDs can be much more easily stored in a small area |
§ Can be stored in a fire proof safe for protection |
CDs save the vital information required |
Protected CDs can easily be loaded onto a new computer |
§ Fast and effective re-establishment of computer files |
Sound risk management approach |
Ability to re-establish the business has been considered and a plan is in place |
§ Lower insurance premium § Improved financial reports when viewed by interested parties |
Protection against malicious damage |
Disgruntled people can not easily cause harm to your business |
§ Less likely to be attempted |
Copies of CDs are cheap |
Data can be stored in more than one location |
§ Significantly reduced fire risk |
Reduced Document Retrieval Costs
It is hard to calculate the amount of money spent retrieving and storing documents. Most companies simply do not have the money or resources to calculate how much time and money is being wasted.
Computer based indexing of document information running on a low cost system can permit fast and remote access. With storage costs coming down rapidly in price such systems can now increasingly be considered as a practical proposition.
FEATURE |
THIS MEANS |
THE BENEFITS |
Documents can be retrieved by simply typing in a name |
The more involved steps associated with traditional methods are eliminated as the computer does all the searching |
§ Much quicker retrieval and therefore reduces labour costs § Retrieval time is reduced to seconds |
Documents can be accessed from all locations very quickly across a network |
Documents do not have to be couriered from location to location |
§ Reduction of courier and photocopying costs |
Critical information is at your |
Faster decisions |
§ Better decisions § Opportunities can be taken advantage of |
Less guess work |
Information can be checked |
§ Future work is based on sound footings |
Less travel costs |
Information stored remotely can be accessed without the need to travel |
§ Save money § Reduce delays |
Call us today at +64 3 943 9999 or click here to request a quote.
