How to Prepare Your Documents for a Disaster

Submitted by Anonymous (not verified) on Mon, 12/11/2017 - 03:12
document storage, cloud

The last thing a business wants to worry about is ‘what-ifs?’ They are useless and only cause unneeded stress. The best solution for relieving your team of worry about what might happen is to prepare in advance.

The problem with disasters is that we don’t want to think about them happening to us and when they do, we are unprepared. Here’s how to make sure your business can handle whatever happens.

What is a Disaster?

The first example that comes to mind when discussing disasters is the natural kind. Tornadoes, hurricanes, natural fires, and floods all pose a severe threat depending on where you live. Then there are disasters such as building fires, widespread illness, and terrorism. These events also pose serious risks to the prosperity of your business. To prepare for either category of disaster you need to consider what documents are most critical to running your business and which sensitive files need to be secured.

Protecting Data Before a Disaster

When disaster strikes, individual documents are left vulnerable due to the nature of the event. Fires, hurricanes, or floods can lead to mandatory evacuations. Evacuations do not leave a considerable amount of time to pack up essential papers in mass quantities. How is a business supposed to decide which documents are considered significant enough to pack up? Choosing to transition your office to a paperless storage system protects your data from disasters and ensures the ability to continue business once the event has passed. Document management is a must for companies taking a proactive approach to data recovery.

Documents to Secure

Files that are essential to the continuation of your business are those that will affect downtime, have legal liability, or are an irreplaceable asset. Some documents that meet these requirements are invoices, customer data, research reports, and contracts. Make it a priority to analyse your files and decide which are necessary for the protection of your business in case of disaster.

Benefits of Paper-Free Processes

Cloud storage document management systems organize and archive your files for quick and secure searching. Should your company’s physical location fall under threat of a disaster, your data will be accessible from any location. This means your team can continue to service clients and assure them that sensitive information is being kept safe. In addition to preparing for data recovery, document management improves sustainability by cutting down paper use and helps adhere to industry compliance regulations. With document management, you can create a more transparent company while ensuring the safety of data.

Consequences of Lost Information

If a disaster were to take place and you did not prepare your company’s data you would face serious challenges. First off, revenue would be delayed or lost entirely. Without a way to bill vendors or clients or accept payments, you can not make a profit. You may also experience fines depending on your industry and the compliances guidelines you would be unable to meet. Lastly, it will cost you to recreate documents and build up the information storage you had previously.

Utilising Document Storage

Creating a data recovery plan with document management is the best way to reduce the worry of future events. A company that focuses on storing data with cloud software knows that digital documents are the key to restoring normal business activities.

The best way to prepare for a disaster is to protect your data. Storing your data digitally means you can access it from any location protecting you from a disaster that destroys or limits your ability to reach files at your office.

If you want to prepare for a disaster and protect your data with document storage, call us today.

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