Archive for the ‘Scanning’ Category

Free Webinar: Tips for Making Office Managers’ Job Easier

September 13, 2011 Leave a comment

We are happy to invite you to our next Free Webinar on September 15

Join our next free webinar on Thursday and learn how to make the best decisions for managing your company’s information. Get answers to the following questions:

1. Should I scan or should I store my files? 
2. Where should I store, on-site or off-site? 
3. How to prevent data loss? 

This webinar will last 15 min and will be hosted by Steven Goodacre from Datasafe Storage Ltd.
Title: Tips for making Office Managers’ job easier
Date: Thursday, September 15, 2011
Time: 11:00 AM – 11:15 AM BST

After registering you will receive a confirmation email containing information about joining the Webinar.
System Requirements
PC-based attendees
Required: Windows® 7, Vista, XP or 2003 Server

Macintosh®-based attendees
Required: Mac OS® X 10.5 or newer

Space is limited.
Reserve your Webinar seat now at:


Should I scan or should I store?

By Andrés Bruzzoni

With the rise of the digital era, many companies are scanning their old paper files and accessing them through their computers. After all, it is a fast and easy way to access any of their records. But when is it the right option to run this kind of project, and when is it better to keep the hard copy securely stored off-site? Read more…

Digitization is Different than Digital Preservation: Help Prevent Digital Orphans!

The following is a guest post by Kristin Snawder, a 2011 Junior Fellow working with NDIIPP.

USB-drive Graveyard, by Ben and Laura Kreeger, on Flickr

USB-drive Graveyard, by Ben and Laura Kreeger, on Flickr

“If it’s scanned, then it’s preserved, right?  I mean, it’s in the computer now so that’s all I need to do!”

I’ve heard this response when I ask if something is digitally preserved and it raises concerns.  Lumping scanning together with digital preservation causes confusion and I want to take this opportunity to shine a light on some of the differences between the two.

Scan all you want, but think about preservati­on, too.

While scanning can be a prelude to digital preservation, the two are distinct.  It is quite possible to launch a scanning project, perhaps with temporary funds, and stop when everything is digitized.  So now what about those poor digital files sitting on a hard drive somewhere?  Do we forget about them?  The answer, sadly, may be yes.  As a colleague put it, these files are now orphans with no one to watch over them and ensure their future. Read more…

5 Tips for Managing the Data Breach Risk

By L. Elise Dieterich Ronald Whitworth

Sensitive, personally identifiable information (PII) such as names, account numbers, trading and other financial information are collected and used for virtually every customer and internal corporate function: HR; marketing; sales; customer support; technical support; product development; investor relations; regulatory compliance … the list goes on. Companies also handle sensitive data related to intellectual property (IP) and trade secrets that must be protected. Read more…

5 Reasons Why Google Uses Tape for Disaster Recovery

Tape backup saved the day for Google earlier this month when a software glitch caused the loss of messages, chats and other data for some 40,000 Gmail users. Tape is an important part of Google’s data recovery mix. And, as far as their users are concerned, that’s a very good thing.

Here are the top five reasons why Google uses tape backup for disaster recovery. 

  1. Embracing redundancy
    You don’t have to be Google to have an ever-growing storage need. Businesses of all sizes have data storage systems that are expanding in complexity. Protection and recovery require the right combination of tools and applications. To accomplish this, Google and many other businesses use real-time replication, backup tapes and media management software. The right combination means protection against file corruption, software update bugs (in the case of Google), and application and storage system failure.
  2. Off site protection
    As Google’s Ben Treynor blogged in Gmail Back Soon for Everyone, their tapes are stored offline and independently from the system. And, as we happily saw with Google, if the system is corrupted, the backed up data isn’t affected. Not even by a system-wide bug.
  3. Sequential data storage
    Tape drive backups are stored and can be accessed sequentially. Disk drives, by contrast, provide random access storage. I’m willing to bet the need to access email sequentially was no small factor in Google’s decision to go with tape.
  4. Lifespan
    Tape can last up to 50 years. Even in the event of a natural disaster or a massive power grid outage, tape stands the best chance of recovery. Plus, relocating tapes at any time during their long lifespan is safer and easier than transporting hard drives.
  5. Proven
    Google is one more (and very high profile) example of the benefits of tape in disaster recovery. Ken Hess put it well in his Data Center Knowledge article: “And, you can be sure that no data center manager responsible for providing backup and restore services to customers, would ever go out on an untested limb to replace tape.”

That’s because tape has proved itself once again—this time for one of the most trusted companies in the world.


Worcestershire predicts £2m savings by outsourcing patient records

Hospital trust claims significant savings from outsourcing records management

by SA Mathieson, Guardin Professional

Worcestershire Acute Hospitals trust expects to save £2m over 10 years through a £12.6m project to digitise and outsource the management of its patient records, as well as improving quality and extending where it can provide services.

John Thornbury, director of ICT for Worcestershire Health ICT Services, said the trust outsourced its records management to Xerox in summer 2009, producing savings by removing the need to transport the records and opening up opportunities to provide hospital services in alternative locations around the county.

Read more…

Why Records Management?


By Priscilla Emery

Ed.’s Note: This article is excerpted from the Records Management Report, published by CMS Watch.

To some, managing records represents one of the most boring and onerous business functions that anyone could possibly undertake within an organization. Of course, most people don’t even understand what records management is — making it easy to malign an activity that is so misunderstood.

Indeed records management crosses numerous disciplines. Did you know…

  • That categorization and indexing are two elements that are critical to the success of a records management program? Sounds a little like knowledge management.
  • That vital records preservation is one of the key steps in developing a disaster recovery plan? Sounds like infrastructure management.
  • That by ignoring records management policies employees and their companies can potentially end up facing criminal penalties? Sounds like a legal profession.
  • What led to Arthur Andersen’s downfall? Shredding — inappropriate shredding — shredding of records that should have been retained according to the policies of both Andersen and Enron.

  Read more…

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