4 characteristics of high-quality document storage

by | Apr 20, 2016 | Business Continuity

The breakdown of document storage.

For many people, document storage is a simple necessity that they don’t necessarily give much thought to. Businesses will settle quickly on solutions that seem reasonable and that give them enough space for their data.

However, there’s more to document storage than finding a place to save data digitally or keep copies in physical form, inside of filing cabinets or drawers. High-quality document storage needs to score high on the following four characteristics:

1) Reliability

What would happen if a server storing your data breaks down, gets infected with malware, or suffers damage from a burst pipe that floods your office? Your document storage solutions need to work for you reliably. Regardless of any digital or physical disasters that hit your company, you should not have to suffer permanent data loss.

2) Organization

Is your document storage well-organized? High-quality solutions account for the fact that your data get prioritized differently; some kinds of data need frequent, quick retrieval while others can get stored away without retrieval for months or years. Furthermore, you should always know where to find the data you’re looking for.

3) Security

Poor data security leaves companies deeply vulnerable to cyber attacks and costly employee errors. A recent article from CIO discusses how, in many companies, employees share and store data using insecure, low-quality methods; even sensitive documents may get easily stolen, damaged, misplaced or lost. High-quality document storage should give you powerful protection against data breaches and other forms of data loss. The level of protection each document receives should also depend on the information it contains; personal identifiers, financial information and intellectual property need strong, reliable security.

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4) Flexibility

Your document storage needs will change with time. Are your current storage solutions flexible, allowing you to readily accommodate a growing volume of data or new kinds of data?

Often, the best document storage solution involves hybrid cloud technology, which combines storing data at your business location while also keeping backups off-site using a secure cloud platform. When managed well, a high-quality hybrid cloud solution can give you document storage that’s reliable, well-organized, secure and flexible.

To further discuss your document storage for your business, please contact us. We will work with you to prevent costly, irreversible losses of data.

Dale Shulmistra is a Business Continuity Specialist at Invenio IT, responsible for shaping the company’s technology initiatives -- selecting, designing, implementing & supporting business continuity solutions to bolster client operational efficiencies and eliminate downtime.