According to the University of Texas research, only 6 percent of companies that undergo a catastrophic data loss actually survive. 43 percent will never reopen and 51 percent end up closing within 2 years.
- Gartner reports that only 35 percent of small businesses even have a comprehensive disaster recovery plan?
- Did you know the leading cause of data disaster at 44 percent is common hardware or system malfunction?
What are you doing to prepare for disasters? Do you have a plan to restore your data in the case of a fire, vandalism, system failure or natural disaster? Or what if someone spills a cup of coffee on a stack of files sitting on a desk or even within a file cabinet? What if an employee’s laptop is stolen? These are all things that are absolutely necessary to prepare for.
With SaaS document management, from day one, there is a built in disaster recovery plan.
Online document storage and management systems are the most cost-effective and secure alternative to the traditional (and more risky) methods of file back-up, such as file cabinet storage, CD-ROM discs, external hard drives and portable flash drives.
Some companies that have experienced natural or accidental disasters have never been able to fully recover from the financial impact. Don't let an unexpected disaster be the cause for failure of your business when this can be prevented. It's simple. Be prepared.
With
online document management, all information is stored within an online repository of a secure Tier IV data facility, meaning all information is safely kept off-site. There is no need to worry about physical damage to file cabinets, computers, server rooms, etc.
In addition to the built-in disaster recovery plan, your organization will be savings on costs for document storage and document protection services without having to constantly worry about back-ups.
To learn more on how your organization can become prepared for the unexpected, while having immediate access to your documents and information, give us a call at 866.367.3467 ext. 1 for a free consultation or
e-mail us.
TAMPA, Fla.--(April 21, 2010) -- Businesses looking to “go green," use less paper and reduce costs need DocuVantage. Using DocuVantage OnDemand®, an online document and information management platform, companies will have the ability to reduce the amount of paper they use to run their businesses. Users can collaborate and manage operations online, store and protect important company documents, enforce records retention for compliance and automate business processes. DocuVantage OnDemand® makes it easy for businesses to eliminate waste from printing, copying, filing and shredding paper while reducing their operational costs.
“Earth Day reminds us to be conscious of our environment and look for ways to produce less waste,” said Jana Wiggins, president of DocuVantage. “Recycling is one way to reduce waste, but companies can take an additional step with online document management. DocuVantage has shown companies that implementing a paperless document and workflow management system is not only eco-friendly, but also allows businesses to save money and be more efficient. It’s easy to realize the benefits when you consider that each lost document costs a company $120 to restore, and mislaid documents $30 or more.
The online document management system provided by DocuVantage is available for a monthly subscription fee and scales to meet the needs of businesses of every size. Because DocuVantage OnDemand® is an online application, there is no equipment to purchase and no need for additional IT resources; all updates and services are managed by the DocuVantage team. Businesses can also utilize it for their disaster recovery because all documents and information captured in the application are encrypted and stored in a Tier IV data facility.
In honor of Earth Day, DocuVantage is offering new customers the ability to save on set-up costs associated with implementing a new document management system. Interested companies should visit the Go Paperless for Earth Day page. This special promotion is valid through May 22, 2010.
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About Document Advantage Corporation®
Document Advantage Corporation® is an industry-leading provider of integrated software-as-a-service (SaaS) document, information and business-process management solutions for commercial, non-profit, healthcare, financial services and government markets. For over 20 years the Document Advantage team has been assisting businesses with their document management and workflow needs. DocuVantage OnDemand® is the first enterprise-class document and content management SaaS platform that includes capture, global text searching, rules-based workflow, electronic signature and records management compliance. Customers can now subscribe to one application for document management, business process automation, collaboration and compliance management and can be up and running the same day.
Have you left a document you needed to review back in your office while you were travelling? Or have you needed someone to review a document so you can complete a task you were working on only to find out that they were out of the office? What if you needed multiple people to review or approve a document and they worked in different offices in different countries? All of these can be frustrating unless you use an
online document management system.
Worse yet, without an
electronic document management system, documents can be lost. Even if not lost, it takes time to get a document from one person to another. If you are making copies of documents, then you run the risk of having people reviewing out of date copies. Let’s face it; paper is no longer the medium of
business. Unfortunately paper is not going away anytime soon.
Let’s use a real life example from one of our customers. Imagine that you work for a global charity that deals with a large number of contracts and agreements on a daily basis. Each of these documents requires a review and approval process. Each process used to start with one individual, who completes his or her specific task, and then faxes or overnights the document to the next step in the process for execution. Some of these documents are even being sent overseas for signatures authorization, making it extremely difficult for collaboration and lengthening the amount of time needed to complete a transaction.
Now with an
electronic document management system, the process is much more efficient. The process may still start with one person creating a document. However, when they are done with the document, it is automatically routed to the correct person for review, approval and electronic signatures. If the next person in the process makes changes to the documents, the revisions are tracked so that everyone in the process can collaborate on making sure that the document reflects the needs of the organization. Each time someone is done with their part of the process, the document is automatically routed to the next person in the process until it hits the stage where it is a final approved document. This happens across offices, across time zones and across countries. No more waiting, no more reviewing out of date documents and no more lost time due to a manual process.
Even if you are not dealing with offices across the world, with a web-based platform, users can access the system from anywhere at any time, domestically and/or internationally. Not only is this great for international companies, but also for any organization that wishes to give its employees the option from working from home. With the
online document platform, employees can securely collaborate together on specific documents from all over the world without having to mail or fax paper files. When finished reviewing, they check in the document, in which it will be automatically routed to the next appropriate person in the review or approval process.
Even if everyone in your organization works in one office, using online document management software can speed up your processes. I know this for a fact. Before document management, it was just as easy to lose a document on my desk as it was to lose one in the mail.
Ease your worries and relax a little. The Service Uptime Guarantee will be one of the key features of your SaaS platform. This is an important factor when choosing the right document management vendor for your organization.
Your SaaS document management software should be guaranteed to be operational 99.9% of the time in any calendar month. What does that 0.1% mean? It means that the service can only have 45 minutes of unplanned downtime outside of the normal scheduled maintenance window. It also means that your vendor is committed to ensuring that the service is available since the down time impacts their bottom line.
With the 99.9% guarantee, your SaaS vendor will monitor the system 24 hours, 7 days a week, 365 days a year. No more worries or concerns that your server will go down, and your employees are unable to do their jobs. No more pagers for the on-call IT staff. You no longer have to worry about hardware failures like disk drives, network cards or tape systems. You can also forget about all those server OS patches and database patches, your vendor must do them. This guarantee allows you to have maximized business efficiency.
Someone else now has to worry about information security, backups and support.
Backing up your business critical information is, of course, extremely important for any organization. Although tedious, it has to be done. But wouldn’t it be nice if it were done for you? Truly, you have other things to worry about. So why add extra work when you can and should be handing off the work to someone else who will ensure it is done automatically and validates the process each time?
With SaaS document management, the vendor is responsible for the backups. If they do not protect your critical information, then you have no need for their application. They must guarantee the protection. This is one less task that your IT team has to be focused on.
Additionally, the SaaS vendor will provide on-going technical support and will also train your staff on how to use the document management system.
In the case of a subscription-based solution, the vendor must be proactive, innovative and immediately responsive to their customers’ needs. They understand that in order for your business to run at top speed, you need your document management system up and running 24/7; therefore, they should always be available to support you. Software as a service vendors do not have the luxury of collecting a lot of money up-front and then ignoring you. After all, you can always turn the application off if you are not completely satisfied!
SaaS document management is very different from the old license-based applications that held you hostage and charged you for upgrades. Even worse, when they stopped supporting the application, you had to pay migration fees to move to the new, improved version.
In the case of software malfunctions, the vendor's support is there to provide solutions immediately because you are not the only one having issues; every one of their other customers would be experiencing the same issue since they are running on the same application as you. Your vendor’s sole purpose is to keep you happy 24/7. Consequentially, they should be providing great support, regular application updates/enhancements and backups, while preventing disaster.
Choose the right document management software vendor, and you will be well taken care of.