Security is only as strong as its weakest link.
With office space at a premium and ever increasing regulatory demands on retaining information, businesses have had to become more ‘inventive’ when finding somewhere to store their paper filing and archives.
As well as the more common locations like cellars (damp can cause problems) and lofts (which get very hot in the summer), often files are kept in garages, barns or industrial units. It’s also been known to have files stored in lift shafts, ladies toilets, under the stairs, and in boxes just left in corridors. Whilst it’s logical to discuss the benefits of moving to an electronic document management (EDM) system, spare a thought for the person whose present job is to find and retrieve any documents amongst the boxes and files.
Storing all this paper wherever there is space for it also brings up another issue – security. If you don’t know where your documents are, then you don’t know who has access to them. From a printed email left on a desk during a lunch break to a confidential report left on a train, paper is inherently insecure. That’s why filing cabinets have locks on them. But people are lazy and filing cabinet locks often have keys left in them. The only realistic way of managing access to your filing is to use technology to provide a solution. Investing in a document management system is a sensible move for most businesses, but in many cases it isn’t done properly, and the security issue is either overlooked or poorly addressed. If your computer system in the corner isn’t backed up, and the latest anti-virus and security software updates aren’t applied, it becomes a security risk. Additionally, petty thieves can access the IT equipment as well as it being vulnerable to fire and flooding.
This is where the hosted solution comes in. Shifting from a paper based system to a computer based one makes sense. Now we need to make the computer system as secure as possible. So how do we do that? Simple. We put it in a bank… or at least something similar. Modern data centres come in various guises, from a rack of computers in a room with a keypad on the door to a state-of-the-art custom built installation. If you’re going to put your confidential files on a computer, you aren’t going to leave it under the stairs, are you?
Instant Intelligence Archiving (iiArc) is a new online document archiving solution that uses reliable and sophisticated offsite hardware, configured with failovers and backups to make it highly secure. Instant Intelligence has also gone to great lengths to ensure that where they host it matches the high security standards that they demand. That’s why it has located iiArc servers in BT’s International Data Centre in Cardiff Bay. iiArc stored data sits alongside BT’s own computer systems and those of other major international organisations. The connectivity is second to none, and the purpose built data centre is one of the most secure around, both electronically and physically. Not even Instant Intelligence staff are allowed physical access. Being in Cardiff, it’s away from any potential issues that might arise from being located in Central London or Docklands. Additionally, as iiArc servers reside in Britain, the data they contain is covered under British law thus offering extra confidentiality and security that might not be guaranteed using servers abroad – something often overlooked by businesses when linking up to hosted solutions.
iiArc is a new online document archiving system, sold as a service. There aren’t any start up, upgrade or maintenance costs or new equipment requirements. All archived documents are fully encrypted to meet ISO standards and an encrypted password is required for any document retrieval” explains Chris Morgan, managing director, Instant Intelligence.
Partnering with Instant Intelligence gets you access to this high level of security without the commitment or expense, so, for as little as tens of pounds per user per month you can provide your customers with the reassurance of a supremely secure online archiving system, combined with the personal service and support they expect from their IT service provider.
For more information on new Instant Intelligence Archiving or details on how to become a partner, contact Chris Morgan on 020 8971 6800.www.instantintelligence.com