Recently, formal records management practices have become an important part of conducting business within government organizations and private industries. This is due in large part to ever stricter legislation and compliance regulations aimed at securing and archiving critical information. Most legislation and regulations have been handed down with no road map for compliance. Security and compliance officers as well as records managers have been left to fend for themselves in search of the right combination of products and procedures to ensure that complying with these regulations does not disrupt day to day operations or the ability to do business.

Fortunately, a records management standard that has evolved for several years has begun to emerge as the de facto standard across most industries. The United States Department of Defense developed a records management standard (DoD 5015.2) as a requirement for records management applications (RMAs) implemented within its departments.

Unlike other requirements though, the DoD developed very specific criteria as well as a formal testing process to determine whether a records management application meets the standard. Because of the formal testing process and the strictness of the requirements, organizations outside of the DoD have used the 5015.2 as a starting point for evaluating records management applications for their own use. Knowing that a DoD certified application has been rigorously tested against a standard that is much more demanding than the regulations they must comply with provides a great deal of comfort to compliance officers and records managers.

Ask us about "Intelligent Archiving" and Scan on Demand" as solutions for reducing costs, increasing productivity while minimizing your headaches. Call for a free consultation at 334-396-5430.

What types of documents are best suited to digital archiving?

• Documents already in Digital Format
• Documents with a High Frequency of Retrieval 
• Documents with a Potential Need for Immediate Retrieval 
• Documents with a Need for Widespread Distribution
• and/or documents for which a digital solution might offer ideal preservation and/or protection for business continuity purposes.

What other assets should or could be archived digitally?

• Digital Photos, Drawings or Images (all image types)
• Email (indexed by Sender, Receiver, Date and Subject with automated retention scheduling)
• Web Content (completely unattended and automatic capture of web history)

Does setting up a digital archive require buying software and hardware?

No. Our Digital Archive solution requires only a PC and an internet connection (and a scanner if converting paper to digital).

How much more does it cost if a large number of people in our company need access?

Zero. The monthly investment for Digital Archive usage is based solely on the amount of storage space. Assure maximum protection and extend the solution to everyone in your organization that needs to archive or retrieve digital information assets. And do so with all the security and departmentalization capabilities you should ever need.