It’s difficult to think about the worst case scenarios–those situations that strain the imagination because they require so many unlikely events to occur. But the time we spend thinking about them doesn’t just have to be a source of anxiety, it can be an investment. A chance to prepare. By taking the time to ask yourself “What if…?” now, you have the chance to save your organization time, money, and downtime.
Make A Plan
It’s a painstaking process to create a business/disaster recovery plan. But while it may be costly in upfront time and resources, you’ll know that you and your team have a clear understanding of everyone’s roles and duties and what needs to be done and when. In the unfortunate event of a disaster or business interruption, the only thing that can make it worse is not having a plan and having to improvise everything on the spot. Information governance professionals can help you create a plan, or key areas for improvement in existing plans. Certified information governance consultants can help you identify what types of documents and information are most critical to business continuity and the best ways to safeguard them.
But having a plan isn’t the only measure you can take. If you store your computer backups at your facility, choosing to store them off-site at a dedicated storage facility can ensure their security and integrity. You’ll be able to restore critical systems quickly and with confidence. Similarly, if you only have one copy of important paper records, having digitized copies backed up to off-site servers or hard drives, and storing the paper off-site, will prevent the permanent, irretrievable loss of vital information.
When looking for a document scanning company, consider the value of finding a company that can also store your documents and electronic back-ups so that you can benefit from a cohesive, cost-effective information management plan, preferably with a robust document management software. Make sure the company you choose meets the document scanning standards established in “Recommended Practice for Quality Control of Image Scanners” ANSI/AIIM MS44-1988 (R1993) and that it’s certified with associations like NAID. Being active in industry associations like AIIM, ARMA, and the Data Protection Association can also be good indicators of a dependable, knowledgeable company.
Keep It Local
Dedicated storage facilities can give you the peace of mind of 24/7 intrusion and fire detection and may offer climate and humidity-controlled vaults with fire suppression. These facilities are designed to store and protect your information. Finding a local information management company can make the process even easier, as rotations, deliveries, pick-ups, and site visits can be arranged more quickly, with responsive customer service that has taken the time to understand your organization and its unique needs.
By storing your information with professionals, you’re insulating your organization against the devastating prospect of losing critical data and information in a severe business interruption or disaster. In being proactive and forward-thinking, you’re forcing yourself to ask “What if…?” so that you’ll never have to ask “What now?”Share