Disaster recovery for businesses with a Document Management System
Let's face it, the Philippines is one of the nations with the highest vulnerability when it comes to natural hazards. Being situated in the typhoon belt and across the Pacific Ring of Fire, the Philippines is prone to deadly earthquakes and volcanic eruptions.
Even worse, the Filipino people are also faced with the issues of man-made disasters such as deliberate attacks and fires. Statistics show that almost 40 percent of small businesses never reopen their doors after a disaster. After 2 years, only 29% remains operating. Is your business part of the 29% that remains operating?
Some questions to ponder on
- Will the business survive any type of disaster?
- What physical documents do we need to protect?
- Are the documents backed up and easily accessible?
- What is the likelihood of flooding in our office?
- What legal issues will the business have due to the loss of business records?
- Is this currently included in business planning?
What you should do
- Identify risks and impact to your business.
- Plan for continuity and recovery.
- As a minimum, scan and back up documents to another site.
- Create policies that ensure all company records are protected.
- Create a team that would address these issues.
Protect your data from disasters with a document management system
As part of your disaster recovery plan, it is essential to protect your business documents to ensure business continuity no matter what happens.
Paper can be easily destroyed and can be prone to accelerated aging if not stored properly in disaster-proof, termite-free storage with a stable temperature and with the right amount of moisture. By storing and maintaining their own physical data, businesses can have a hard time bouncing back after disaster hits as critical information that can keep the business functioning despite other damages that are impossible to retrieve.
By scanning business documents and storing it in an electronic document management system, businesses no longer have to rely on their physical documents alone. Important data such as invoices, payables, receivables, client, and employee files can be easily restored, which makes recovery possible.
For easier web access across the authorized employees, a cloud-based document management system has to be considered. It is safer, faster, cheaper, and smarter as it offers an off-site disaster recovery, which you cannot get from on-premise storage. The business is future-proof and could keep running again.
Success in business can be attributed to the proactive decisions of the people running it. To ensure resilience despite these natural and man-made occurrences, document scanning and storage of files to a Document Management System must be part of the disaster recovery plan of every business, no matter how big or small it is. The disaster recovery processes have to be carefully put together and must be tested to determine if it will work when the real thing takes place.
Archive One is a document management software (DMS) designed to help companies easily classify, store, secure, and retrieve essential company documents that are needed for retention and audits. With the help of our partners, we provide an end-to-end document management solution from scanning to document storage, at a highly competitive price.