Paper documents stored in file cabinets are susceptible to fire and flood. You cannot recover a paper document that has been destroyed by a fire or a flood. But the problem goes beyond your paper files. Electronic documents stored on hard drives on workstations and servers across your operation are equally vulnerable to catastrophic loss.
Nobody wants to think they might need to implement a disaster recovery plan, but proper planning could enable your company to survive a disaster.
What processes does your business have in place for backing up critical data? Consider where and how your paper documents are stored. Think about important electronic documents within your network. Now, lock the doors and walk away. How would your company re?establish operations? If you take that thought process and expand it and begin thinking about what you would need to resume operations then you have the beginnings of a disaster recovery plan. This paper addresses specific ways to ensure that your documents can be recovered. But keep in mind, there are many other aspects to your overall recovery plan.
Let’s tackle the issue of centralized document management first. If you currently don’t have an Electronic Document Management System (EDMS), then electronic documents are most likely not consolidated in your organization and fragile paper documents are stored on desks and in filing cabinets on?site.
By definition, EDMS is software that controls and organizes documents. This involves scanning paper documents, filing them accordingly, and making them available to view across your business. In addition to paper documents, electronic documents and email can also be stored in the EDMS. An EDMS will provide consolidation of all important documents within an organization regardless of the type of document. This consolidation creates a centralized electronic repository that not only improves operational efficiency, but also makes it possible to create and implement a successful disaster recovery plan.
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