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Why secure information storage is important
The activity of any company is based on information related to its products and services, customers, suppliers, employees... No one escapes this and the good functioning of the company depends to a large extent on having a secure and efficient storage of information.
Both in the case of physical documents that need to be kept and in the case of digitized information, it is a priority that their storage is based on aspects such as order, efficiency and security. In this regard, having control measures over access to this information and especially backup copies is very important.
These good practices will increase the company's resilience and will provide it with greater capabilities for the continuity of its business in the event of a disaster or type of computer attack Ransomware, as we have recently been able to verify with the case of the Hospital Clínic in Barcelona.
Keys to storing important documents
· Legal system. Regulatory regulation, such as the Sarbanes-Oxley Act (SOX), is one of the compelling reasons not to neglect document storage. This is even more evident in the framework of the European Union (EU), whose legislation with the General Data Protection Regulation (GDPR) is much more restrictive than, for example, the US. Since 2018, the EU has implemented this regulation to safeguard privacy and the protection of personal data, establishing harsh penalties for non-compliance that can amount to 20 million euros or 4% of global turnover.
· Accessibility. The rhythms imposed by the market require rapid decision-making and, often, in the face of unexpected turns. For this reason, and although in many cases non-digitized physical documents are not often used, it is important to keep in mind that accessibility is simple, both in terms of time and location of the facilities. In addition, a correct cataloguing of the information is also required.
· Classification. Continuing with the previous point, correctly classifying documents is essential if we don't want to get lost in a tidal wave of information. This cataloguing is the first step to, once in the storage facilities, to know which area to go to to find the required documents. To do this, the second step is to have a good search system that takes advantage of this previous classification work.
· Security. Given the legal requirement to keep certain physical documents for a period of time, ensuring their security is a task that cannot be overlooked. To physical security against theft, especially when sensitive information is stored, other types of considerations must be added to safeguard the paper from deterioration over time.
· Space. Assuming the storage of physical or even digital documents in our own facilities requires a space that is not always available. In many cases, offices need to be located in central areas, where the price of rent per square meter skyrockets and can become unaffordable. Outsourcing archiving and document management to an external company will not only save space but also associated costs.
Why trust a professional company
The volumes of information and its critical nature have reached such a degree that its storage and document management have become so large as to require one more department of the organization. In other words, due to dimensions and level of specialization, taking on this task internally absorbs a large amount of resources, both economic and human.
These are tasks that, although essential for the proper functioning of the company, do not constitute its core activity or provide special added value. Entrusting document processing, storage and archiving systems to an external company reduces costs and, in general, greater efficiency.
After all, their degree of specialization is maximum, identifying and deploying best practices so that the client can focus on their Core business. Furthermore, a specialization that, given the lack of qualified professionals in the ICT sector, would be very difficult for a company outside that segment to find.
Adea document storage service
Whether a company's need is the custody of physical files and documents or for document management of its digital assets, Adea has the experience, technology and professionals to become the right partner. Adea services provide the security and confidentiality required by companies, covering the entire life cycle of information, digitizing it and keeping it organized and accessible for when and how it is needed.
Adea frees organizations from these tasks, which don't have to worry about the infrastructure or the technology behind it, enjoying access to their information as just another service. As a result, it provides greater streamlining of your administrative processes, finding the required information in less time and in a precise manner.
