Fires, floods, and theft may cause a lot of destruction to your business, but preparation is key to recovery. The documents you store for your business should have backup solutions so that if a disaster does occur, you will have the chance to restore files and get the business going again without any major issues.
Learn about various ways to keep back-up files offsite and ensure the files still remain secure if they are not all located at your business.
1. Cloud Storage
As you receive paper work, applications, and tax documents for your business, a paper filing system provides quick access, but you can duplicate the same system digitally with cloud storage. Using document scanning services, you will have instant access to forms and files through a secure cloud storage option.
When you use document scanning services, each file has tags and search factors so everything is easily organized. When you need to retrieve cloud files, you can search by the year, name, or the type of document you are looking for.
If a computer becomes damaged or corrupt, the files remain intact on the cloud. Once you replace or repair the computer, you can gain instant access to the cloud storage. The amount of space needed for cloud storage is limitless as well. Choose an initial cloud size based on your current needs and expand as needed.
2. Off-Site Personal Servers
If you do not want cloud storage services, then you could store all of your files on a more secure off-site personal server. The personal server would be physically owned by you as opposed to leasing out cloud storage solutions from another company.
By storing the server off-site, you will have a guaranteed back-up in case anything goes wrong at your business. Purchase your own server at a dedicated computer company or host the server at an alternate location like a second business office or a home.
Use the server just for back-up needs so you do not need a constant connection to the server. The more you limit the server connection, the less vulnerable the server will be to cyberattacks and other issues.
3. DVD Data
One of the physical options you have to store data is through DVDs. A document company could back up your files on a scheduled basis and provide the scanned documents on burned DVDs. Each disc would represent a set time. You could have DVDs burned quarterly or monthly, depending on the amount of documents your business receives.
Once the discs are burned, keep them in a location like an off-site safe, a bank’s safety deposit box, or an off-site storage unit. DVDs should be kept at locations with room temperature, no extreme heat, or direct exposure to sunlight. The conditions will ensure the data remains intact and available for download when needed.
4. USB Drives
A similar option to DVDs are USB drives. USB drives allow you to store hundreds of files in a small space and have enhanced security features. For example, you could add password protection to individual files or encrypt the whole drive for added protection.
Keep USB drives in similar locations like safety deposit boxes. You could also make multiple copies for easy retrieval. For example, you could give USB drive copies to other upper-level employees at your business to have multiple options for back-up options.
A document scanning service can provide USB drives with automatic organization so you can easily sort through indexed files when needed.
Contact us today at Indigital Inc for all of your document scanning needs. We have multiple methods and secure ways to help protect your files and deliver them through any source you need.