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susans
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« on: January 22, 2009, 05:50:32 pm » |
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What do you think is the best way to store documents, paper or electronic? Is there a difference between long term and short term storage, or safety of the data?
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misslynn
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« Reply #1 on: January 22, 2009, 05:54:16 pm » |
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Part of it depends on your practices of backing up your data. If the files are very important and you have them only on file electronically, a simple harddrive crash (not an uncommon occurance) will wipe everything out. In that case having a hardcopy on file is critical.
If you have a server with data back-up so that a HDD crash will not wipe out your information, then I think that's the best way.
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gee4
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« Reply #2 on: January 22, 2009, 06:48:18 pm » |
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This is simply a matter for each individual company. I think we have discussed this somewhere before under crisis management.
I have worked in companies where the filing of paper copies was a must and in other companies where electronic storage was the way to go.
As long as your company has a back-up proof way of storing data it won't matter if your building burns down. Fire-proof storage units installed in a comms room usually provide adequate back-up for any electronic documents.
Even signed documents are scanned and converted to pdf format for storage and use.
I worked for a global IT company a couple of years ago and almost everything we did was stored and backed up electronically.
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Atlanta Z3
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« Reply #3 on: January 22, 2009, 11:07:15 pm » |
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I've worked on several diaster recovery plans. I personally would prefer electronic with a back up. Scan then file and store originals only if absolutely necessary. One IT boss wanted paperless to the Nth degree and removed staplers from our desks! Even when I worked with real estate contracts we would scan so the projects managers would have access to terms (and frowned upon personal printed copies as they were long) and then lock away the originals in a vault style filing room. Digging in the vault was a challenge - organized e-filing was much each to search through!
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happyclappy
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« Reply #4 on: January 23, 2009, 02:26:36 pm » |
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I like electronic filing, as long as it is done properly and managed. Another key thing is an off-site server if that is feasible. I've just recently started my new job and they had an enormous risk to their business in the past few years with server going down in a major way. Fortunately they have an off-site one as well.
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