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Telecoms company TalkTalk ha sbeen issued with a record 400,000 fine by the ICO for security failings that allowed a cyber attack to access customer data 'with ease'....[Read more]

ICO investigation reveals how charities have been exploiting supporters....[Read more]

Dataspace Scotland proudly announces that for the 3rd year running we have been accredited to ISO9001, ISO14001, PD5454 and BS4783....[Read more]

Imagine that your law firm's offices have just been destroyed by an overnight fire. Nobody was hurt but everything has been burned to a cinder. Can your law firm continue to operate after such a major disaster ?....[Read more]

Thinking of going paperless ? What are the benefits of Scanning ?....[Read more]

We normally see the threats as coming from outside the organisation and all staff would never do any harm to the organisation they love working in! The conference showed that this was not always true!....[Read more]

Google data centre in Belgium was hit by four successive lightening strikes causing some servers to fail and permanantly lose customer data.....[Read more]

Have you ever asked yourself??What if there is ever a fire or flood in the office, or we have a computer virus attack, what will happen to all of my data and records??....[Read more]

In today?s so-called paperless society we still use a great deal of paper..... We'll look here at the key issues that need addressed prior to taking a 'scan it all' approach....[Read more]

Data growth and technology innovations fuels a bright future for Tape....[Read more]

Back in 2011, Google had a bug which deleted all Gmail data for all users. It affected all servers & replication servers. They successfully restored it all from TAPE.....[Read more]

Dataspace Scotland has proudly achieved ISO certification for the Provision of Data Backup Solutions plus Professional Document Archive and Record Management Services.....[Read more]

Dataspace Scotland have joined the Stirling Chamber of Commerce, part of the Forth Valley Chamber of Commerce.....[Read more]

Dataspace Scotland have been accepted onto the Scottish Enterprise Business Growth Program....[Read more]

Formatting hard drives does not necessarily delete data stored on them, a security firm has warned.....[Read more]
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Going Paperless ? The Key issues to consider

Going Paperless ? The Key issues to consider
 

 
 
 
 
 
 
 
In today’s so-called ‘paperless’ society we still use a great deal of paper.....

To move towards a paperless or reduced-paper office environment, you can begin by taking various steps :-
 
A. REVIEW WHAT YOU ALREADY HAVE
Review what you have in paper form right now – in filing cabinets, in archive boxes, in piles on desks & even floors – If you really don’t need it, get rid of it securely by shredding.

B. KEEP WHAT YOU MUST
For the paper files that are business relevant, and you do require to retain them some format, you can still remove it from your office by :

1) STORING THE PAPER FILES OFFSITE
Sending it to an accredited offsite storage service provider will keep it securely in optimum conditions for as many years as you require to retain it for and return it to you physically or even better scan it to you when you need it, and is a secure, low cost solution.

2) SCAN THE PAPER FILES ?
Create an electronic copy of the paper document by scanning and destroy the paper afterwards (offsite storage provider will usually provide both scanning and destruction services also). You may wish to retain the paper copy as a backup offsite.

Before beginning scanning, it is very important to decide on a few key issues which frequently get missed out until it’s too late

o DISK SPACE REQUIREMENTS
You can expect that each scanned page could take up approximately 20KB of data on your disk, so before beginning a bulk scanning/scan-all-files approach, ensure you have sufficient disk space on your network to support this, or enough budget £££’s to be able to add more
If a ‘typical’ archive box has 2000 pages in it, and 25% are double sided, then that’s 2,500 scanned images at 20KB = 49MB per box. If you have 50 boxes, that’s 2.4GB of scanned data created from just 50 boxes.

o DATA BACKUP REQUIREMENTS
All this extra scanned data you create must be adequately backed-up daily to ensure the data does not get lost ! You should consider the technical aspects of the data backup systems you currently have in place, if you need to increase their speed, robustness and capacity to ensure all data can be securely stored & backed up. Again, this may result in budget £££’s being needed for additional backup systems, and offsite vaulting of the backup data.

o COST OF BULK SCANNING
Preparation and scanning of paper files is a time consuming and therefore a costly activity, particularly the preparation.
The cost of scanning a box of files can vary significantly depending on how many pages are in the box, if they’re in poly-pockets, double-sided or single-sided, stapled, paper-clipped, have post-it notes on them, are curly, are fragile through age, you wish monochrome or colour scans, etc). You will normally be quoted a price per scanned image.
This could be even more expensive (albeit a relatively ‘hidden’ cost) if carried out internally due to staff & overheads costs

o BACK-SCANNING OF OLD FILES – To do or not to do ?
Given the significant cost of scanning to your business, you should decide whether it makes financial sense for your business to scan all old paper files when you may be relatively unlikely to ever require to access them again.
Consider beginning your scan-it-all approach from a specific point in time forwards only, utilising an offsite file storage service who can scan-on-demand the files when you actually do require them as this is a significantly lower cost solution.
Most offsite storage service companies also provide bulk scanning services, and can do so either as a bulk lot or on an ongoing basis each week/month.

o NAMING CONVENTION FOR FILES
Once you’ve made the decision to go forward with scanning to a greater or lesser extent you need to agree and implement a proper, consistent naming convention for all file records throughout your business.
Electronic files can be even harder to locate than paper files if they are named in a haphazard manner.


o STRUCTURE & NAMING CONVENTION FOR FOLDERS
As with the naming of files, implement a proper hierarchical folder structure for holding all scanned files within, so that they can easily be located in future (this will be particularly useful should the naming of the file not be obvious to all, several years down the line)
An Electronic Records Management (ERM)) system can be used for this purpose – this database can be internally or externally hosted

o BACKUP YOUR SCAN DATA
Implement a regular backup (daily or at least as frequently as the data is changing) of all scanned data to ensure that it continues to be secure and safe in the event of a disaster
(A disaster being any event that poses a risk of loss of data – hardware failure (47% of all data loss is caused by this), accidental or deliberate deletion of the data through human error (30%), software error (14%), theft (5%), or fire, flood (external flood entering business premises, leaking roof, burst water pipes etc),

o STORE YOUR BACKUP OFFSITE
Implement an offsite storage schedule for your data backup. This can be achieved by having physical backup media (such as portable disk and tape) moved offsite on a rotation schedule, or a cloud backup solution could be utilised,(although this is very dependent on the availability of a fast internet connection to restore your data)

The single purpose of backing up your data is to have the ability to recover it at some point in the future, so a reliable backup is crucial. Without an accessible, reliable, consistent backup, there is no guarantee of recoverability.

o DESTRUCTION POLICY
Decide on the retention schedules of different types of files,    depending on how long each of them must be kept for by law, and implement this for not only paper files but also scanned/electronic files, to be compliant with your business obligations under the Data Protection Act

Agree a policy on what should happen to files when they reach their end of life - How and where they will get destroyed physically - How they will get deleted electronically (All instances of the file record should be deleted at its end of life including duplicate copies, multiple versions etc both internally and on any externally hosted servers)

Now You're Ready
Once you’ve considered all of this, you should be ready to begin your paper reduced environment, with a strong control system over the storage and life cycle of your files and a robust backup solution in place to protect that data.

 
If you would like to find out more about Dataspace Scotland’s services or would like a no obligation talk with our storage experts and data backup specialists to consider the way forward with scanning for your business, please telephone us on 01786 870967 or by email to sales@dataspacescotland.co.uk

Dataspace Scotland is an ISO accredited business specialising in
 
DOCUMENT SCANNING
DOCUMENT & ARCHIVE STORAGE 
FILE SCAN ON DEMAND
RECORDS MANAGEMENT
HOSTED SCAN & DOCUMENT MANAGEMENT SYSTEM
ONLINE DOCUMENT MANAGEMENT
DOCUMENT DESTRUCTION / SHREDDING
IT AND MEDIA DESTRUCTION / RECYCLING
REMOTE DATA BACKUP MANAGEMENT
BACKUP MEDIA VAULTING & ROTATION
HARDWARE BACKUP SYSTEMS & SOLUTIONS
REPAIR OF HARDWARE SYSTEMS
DE-COMMISSIONING OF BACKUP SYSTEMS


ISO9001:2008, PD5454, BS4783 certified - Certificate No. 62881/B/0001/UK/En
ISO14001:2004 certified - Certificate No. 62881/A/0001/UK/En


 
Telephone : 01786 870967
Email : sales@dataspacescotland.co.uk

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