The Digital Office Revolution
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Work Flow Vs Simple Routing
Work Flow is the process of routing information to the appropriate individual or individuals for a verity of request to be performed on certain documents. This process can encompass Approvals, Denials, Reasons, Verifications and many more. This can be an automatic process or physically instigated via a user.

Simple routing is the process of sending information via a records management system for basic Approval or Denial purposes or notifications of new information added to the system.

Some ECM (Electronic Content Management) Systems and RMS (Record Management Systems) offer workflow modules for free, the cost associated with Work Flow is the design, setup and programming of the systems.  Other systems offer Work Flows with simple interfaces to set up the routing criteria.  Simple Routing can be imbedded into the systems via Email capability or send to users via a link.  

Disaster Recovery and Business Continuation
Disaster recovery is the process, policies and procedures of restoring operations critical to the resumption of business, including regaining access to data (records, hardware, software, etc.), communications (incoming, outgoing, toll-free, fax, etc.), workspace, and other business processes after a natural or human-induced disaster.

To increase the opportunity for a successful recovery of valuable records, a well-established and thoroughly tested disaster recovery plan must be developed. This task requires the cooperation of a well-organized committee led by an experienced chairperson.

A Disaster Recovery Plan (DRP) should also include plans for coping with the unexpected or sudden loss of communications and/or key personnel, although these are not covered in this article, the focus of which is data protection. Disaster recovery planning is part of a larger process known as Business Continuation Planning (BCP).

Backups Vs Archiving
Backup refers to making copies of data of changing data and files on a system state after a data loss or hardware failure. This is a vital process for any Disaster Recovery Plan. These additional copies are typically called "backups”.  Most companies create a “Backup” on offsite media: CD’s, DVD’s, Portable Hard Drives, etc. 

Archiving is a long term storage solution primarily from information that will never or must never be changed.  Many firms think they are archiving their data, but they are actually performing backups. Unfortunately backups can fall significantly short of meeting the requirements for permanence, authenticity and longevity. Finding and retrieving older documents is nearly impossible with just a backup solution. Digital archiving is the long-term retention and management of historical, fixed-content digital assets. These assets contain data that is specifically retained to satisfy industry compliance regulations and corporate governance, in addition to providing litigation support and records management. Often used for legal discovery requests, an effective archive solution can mitigate risks and enable business success. An estimated 60–80% of all corporate data is fixed content. Just think of all of the backups you do on a systematic basis, and how much of the data in those backups never changes. Then think of the time and money you could save if you had a solution that let you back up only the data that requires short-term protection. You could then permanently archive your remaining fixed-content data to safe, secure media that is easily and readily accessed.

Email, Voice mails and other communication
Your company may have several reasons for archiving email and other forms of messages.  The following are some of the most common reasons for establishing a message archiving policy:

Business continuity and disaster recovery: Organizations require secure long-term storage of email communications, which have become key business assets. With an archiving solution, an organization can continue to access its complete message record even when its mail servers or local data systems become unavailable.

Regulatory and compliance requirements: Governmental agencies, such as the U.S. Securities and Exchange Commission (SEC) and other regulatory organizations, have established requirements for message retention, accessibility, and security. To be in compliance, organizations must establish archiving systems to retain electronic communications and assure that requested materials can be retrieved and presented in a timely manner.

Legal discovery and investigations: Organizations must be able to retrieve relevant messages in the event of legal discovery, audits, and business or personnel investigations. An archiving solution assures that evidentiary-quality records are systematically stored in a central repository, and with security in place to guard against issues of tampering.

 

 

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