Data Preservation

Data Preservation ensures that your documents can be accessed 5, 10 or even 20+ years down the road. Instead of sending boxes of documents to physical storage, preserve your documents electronically and gain the ability to search, view and manage your archive from a PC.

Below are some benefits and reasons for data preservation:

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• True Preservation - Many means of archiving documents have a shelf life that does not provide enough protection

  Many organizations trust DVD's, CDROM's and many types of tape media to archive documents. These methods are not true preservation as the shelf life of these media types is between 2-10 years. Also, should a user need to access a document in the archive, IT must get involved and spend time to retrieve the file. Our online preservation stores archived documents that can be retained indefinitely and can be accessed quickly without IT involvement.

• Authenticity - How does everyone know that an electronic document is the original?

  Each document is given a hash marking to insure the authenticity of the document. Any change to the document would flag the document as modified. DocuSyst can provide you with a legally accepted batch of documents that are guaranteed to be the original.

• Software Availability - Need to open a Word 97 document? Software may not be available 5, 10 or 20 years down the road

  When images or office documents are kept on archive media, there is no guarantee that the software needed to open the file or the hardware needed to read the media will be available 5-10 years from now. Our solution keeps the original but also creates a copy that will always be able to be access via the web viewer.

• Retention Schedules - Automatically clean up your archive using retention schedules

  All documents added to the online archive are tagged with retention schedules. These schedules determine when the records are to be deleted. Once the schedule is reached, documents are queued for an administrator to approve deletion.

• Instant Accessibility - Physical records storage my be cheap, but fees add up when you need to access a document

  Reduce physical storage that is not instantly accessible. Most storage facilities charge to retrieve a document and even then, you have to know exactly what box and location the document is in. Online archiving allows for meta-data and full text searching to find what you need immediately and as often as necessary.

• SaaS - No need to purchase/update any equipment, software and backup units. As your archive needs to grow, it grows!

  A true Software as a Service solution, your organization only pays for the amount of information you are archiving, therefore, no investing in large storage devices that you won't utilize completely for many years.