Stored for compliance and security
Compliance with legislation is reckoned to be a major business threat to
many organizations.
A Document Imaging solution will help to ensure your sensitive business information can be controlled and
managed effectively—and reduce litigation risk for your organization—by
enforcing and controlling rules and regulations you set for your
organization.
ORION ScanIT enables you to scan all your documents and store them on remote servers, network servers or backup storage devices.
Although there are many scare stories about digital security
breaches, a digital document is more secure than a paper document.
Access
Paper documents can be stored in a file cabinet and in a secure room.
But once the room or cabinet is open, users can access ALL of the
documents and the WHOLE document
... there is no way of limiting access
to just some of the documents, let alone just to a part of the document.
Digital documents can be stored in a secure folder, library or database.
Users can be given -- or withheld -- individual access rights to some of
these locations and some of the documents in these locations and even to
some of the pages or data within these documents.
AUDIT-TRAIL
Access records to paper documents can more or less be enforced by human
control, for example by using sign out sheets, but this again is a weak
security system.
Most systems today offer electronic access logs to all electronic files,
listing date, time, person, location, actions performed and many other details.
Having an audit-trail of what has happened -- or often more important:
what has not happended -- to a document will be important evidence
in many compliance or security disputes.
Today, documents can also manually or automatically receive a digital
signature. This signature has a notary status under most legislations:
it proves a document is an original and has not been changed or tempered
with. Try
doing that for every paper document in your organisation!
BACKUP
An often forgotten -- until it is too late -- aspect of security is
backup. Keeping copies of all your paper documents is practically
undoable: it would be too much work and too expensive. However, in case
of disasters, such as fires, floods or earthquakes, crucial documents
often are lost. Recreating them is in most cases not possible. Many businesses do not survive such events.
Almost all organizations make backups of their server computer data. So,
when you store your documents on a server, they can become part of the
standard backup process and get automatically backed up and stored in a
secure location.
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