There are any number of security concerns businesses need to be aware of when it comes to data storage. Whether you are committed to on-site, off-site, or digital records management, security should always be front and center to your decision making. Self-hosted servers can be a shocking vulnerability for businesses, even those with dedicated IT teams. Here are just a few of the top security concerns you should be aware of if you are considering if self-hosted servers are right for your business.
Risks of On-Premise Digital File Storage Systems
Scanning and storing your files electronically is another option that can help cut back on storage space and cost. This is especially true for companies that have on-premise servers and the proper digital organization. The benefits of such systems include less space being taken up by file cabinets and archives, and the easy management and searchability of digital files. However, if you do not already have the infrastructure necessary to store your files on your own server, then the upfront investment can be substantial. Also, consider the security of your servers and whether they are protected from hacking, natural disaster, and outright theft.
The Cost of Moving Data Off-Site
If you are worried about the transition to offsite document management, there are some transition challenges. But unlike moving directly to the cloud, you won’t find yourself scanning thousands of documents in the effort to move everything to the cloud. That’s one of the benefits of off-site file management as an in-between solution. It can free up some space quickly, while still providing a high level of access to critical records when you need them. Working with a document management company such as Happy Faces Records Management can greatly reduce the burden of maintaining your hard copy documents.
The file tracking technologies Happy Faces employs include 2D and 3D barcode file tracking and 24/7 access to customer service through multiple communication channels including phone, email, web, fax, and customized web portal. These services all work seamlessly to provide clients with the convenience and organization they need to stay productive and profitable.
The Benefits of Moving to Digital
Obviously, the benefit of digital is in cutting down on the storage space extensive records archives require. It also provides impressive search capabilities and automation opportunities. But as mentioned above, the initial investment is relatively heavy. The question to ask once you are ready to take the plunge is what level of digital file management makes sense for your company. Do you still need the security and control afforded to you in the use of an on-premise server? The benefits of such systems include less space being taken up by file cabinets and archives, and the easy management and searchability of digital files. It’s a nice blend of benefits, without the need to fully invest in cloud storage all at once.
To help you decide what solutions will work for your business, connect with the data storage experts at Happy Faces Records Management today.
What sets HF Services apart?
- Experience with companies of all sizes and multiple industries
- State-of-the-art tracking and web interface
- Customized solutions that work with your current processes
- Extensive nationwide reach through affiliate network
