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Dear Friend,
Though most companies know the benefits of storing their paper files off site, fewer understand the importance of utilizing a data storage company to store their electronic data. Whether a small company or a large corporation, all businesses rely on data. In this digital age, records are no longer just mounds of paper kept in boxes, but are maintained on file shares, disks, and tapes.
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The security and safety of this data is paramount to the success of the business and without it, commerce can come to a halt. The convenience of this electronic data often leads to a false sense of security, with most business owners believing that their critical information is safely tucked away on a hard drive.
When the Unexpected Happens
When it comes to records management, businesses must consider the ramifications of hard drive failure, fire and theft when determining how and where this digital information must be kept. Storing critical data off site has become a booming industry with most businesses realizing that they are unequipped to adequately store their records on their own. Here at DocuSafe records management is our core business. It is our essential focus each and every day which means that we have perfected a secure process with attention to the last detail. We store your data in our fireproof, climate controlled, high-security facility. Plus due to the high volume of data we store, the cost of storing your data with us is often more cost effective than using limited space onsite to store it at your business location.
FIRELOCK Media Vaults
We store your media in our FIRELOCK Vaults - the only truly fireproof vault on the market today. The fireproof media storage chamber is environmentally controlled for temperature at 68° F and 33% humidity - maintained constantly and tracked on a chart recorder. Our vaults provide for constant monitoring and secure entry. They are the cutting edge in fireproof media storage and environmental protection of all types of heat-sensitive vital records and media. FIRELOCK Vaults are far superior for fireproof media storage than concrete or block vaults that emit steam into the storage area when exposed to the heat of a catastrophic fire. With its magnetic shielding, vapor barrier, and seismic protection, our class 125 Media Rated Fire Vault is the state-of-the-art in fireproof media storage.
Relax Knowing Your Data is Secure
Another benefit of archiving your data at DocuSafe is the added security and peace of mind that it offers your organization. Securely locked away in a vault, there's no worry about data retrieval from unauthorized personnel. Companies that deal with sensitive personal information such as healthcare facilities, banks and attorneys have a particularly large stake in data protection. They are bound by law to keep personal information confidential; any leak of this information could prove to be disastrous.
Easy Access When You Need It
Having an adequate data retention schedule is important; however, it is useless if the data is stored in a disorganized or haphazard manner. If a company needs to retrieve archived data for legal reasons or to restore from a backup, it is vital that the needed data can be accessed quickly. DocuSafe will organize your data by date, volume name and volser number. This allows your data to be instantly retrieved and available to you within a few hours to one day.
DocuSafe is here to help you with all of your records management needs. Give me a call today to explore data storage options for your business. We look forward to keeping your valuable business data safe, secure and quickly accessible when you need it.
Best Regards,
Marvin Parker
General Manager
DocuSafe Data and Records Management
P: 609-223-8532
F: 609-259-8291
mparker@docusafe.com
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DocuSafe's General Manager, Marvin Parker, offers the following tips: |
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Tip #1: Printing Box Labels
Tired of writing descriptions on your boxes by hand? There is a quick and easy way to print labels for your boxes and avoid issues of illegible handwriting! Using DocuSafe's online inventory tracking system, after you type in your descriptions, you can print out neatly formatted labels which can be applied to the front of your boxes. After data entry of each box, click on the printer icon to add the item to your print queue. Then go to the "Labels" tab and click PRINT.
Tip #2: Required Fields Assure Consistent Data Entry
Concerned about consistent data entry on the items you send to DocuSafe? Your user interface can be customized in many different ways to ensure consistent data entry. Existing field names can be changed to match your company's own terminology. You can also customize your interface by adding or removing fields. And if you want to make sure your users enter data for selected fields every time a new box or file is submitted, you can make some fields required for data entry.
Lastly, if you want DocuSafe to help ensure none of your boxes make it to the shelf without proper data entry, let us know and when we receive a box that is missing data for a required field, we will let you know so that the problem can be corrected.
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- 1.7 Million Affected By Information Breach: As a result of the New York City Health and Hospitals Corp. data breach, 1.7 million individuals are being notified that their confidential information may have been compromised. Click here to read more.
- Corporations Can't Claim 'Personal Privacy' Under FOIA: The Supreme Court recently ruled that corporations cannot claim protection under the Freedom of Information Act. This protection only applies to individuals. To read more, follow this link.
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- Change Comes to DocuSafe: One of our longtime drivers Oscar Bernal has recently moved on to another job that more closely fits his ambitions. We have hired Diego Ortiz as his replacement and he is currently being trained by our Operations Manager, Greg Martin. In addition, we have hired Fausto Gallegeos as a new member of our warehouse team.
- Marvin Parker Joins BareMetal Conference Committee: DocuSafe General Manager, Marvin Parker, is a member of the BareMetal Data Group. This group is dedicated to promoting best practices for the data protection industry. This year, Parker has joined the conference organizing committee. The committee is planning the conference sessions, speakers/presenters, location and entertainment. Click here for more information on the BareMetal Data World Annual Conference.
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