Digital Back-up Regulations in Canada
I always find it interesting to learn about the finer points of document management abroad - especially in the case of legal restrictions and federal regulations. I mentioned earlier in the week that Google has run into some trouble with Europe's more stringent data-protection regulations, and Canada is another country with progressive new legal obligations.
Today I came across an article on
Mondaq.com that discusses the evolution of laws dictating e-documents in Canada. Furthermore, this article focuses specifically on the legal field. According to the author:
"It is undeniable that the proliferation of electronically stored information ("ESI") in today's business environment makes your 3-hole punch a less utilized tool than it was 10 years ago. And it is incumbent on all counsel to be aware of the differences associated with the preservation and production of ESI vs. paper records. But, like many issues in the law, once you decode the jargon, you will find that the basic legal principles are not that different. At their core, the preservation obligations for ESI mirror the conventional obligations for paper records. You just need to be attuned to the characteristics of ESI that demand earlier and more detailed attention than the dusty boxes of documents sitting in your client's warehouse."
Storage Service Providers on the Rise
Network World has a brief, interesting article on the growth of electronic data storage centers. In addition to our traditional document storage programs, we've moved forward to include and even focus specifically on digital back-up, storage and protection.
Here is a segment of the article:
As consumers and business organizations continue to generate vast amounts of data and seek optimum methods to store and protect them, the growth of storage capacities delivered through storage-as-a-service offerings will outpace traditional storage architectures," said Brad Nisbet, program manager for IDC’s storage and data management services.
The entire piece
can be found here.
Google Hindered by Tighter Data Protection in Europe
I've mentioned a few times in this blog that digital data protection regulations tend to be stricter in Europe. Many industries in the UK and elsewhere in the West are already requiring businesses to incorporate a comprehensive data management strategy into their yearly plans - often calling for extensive archival of digital communications and other such practices. Today I came across an article about Google's somewhat recent expansion into the EU, and some of the troubles they have faced in relation to
stringent data protection laws.
You can follow the link for the entire article, but here's an interesting segment to give you a taste of the issue's they have run into.
"Data protection advisers to the European Commission in Brussels, Belgium, are questioning Google over how long the company retains user logs -- the files containing an individuals queries typed into Google search fields. A panel of regulators wants Google, as well as Yahoo and Microsoft, to purge the records after six months.
Google says it needs the data for nine months to hone its search engine to reflect the constant changes in contextual meaning caused by news and events. Before October, Google retained the records for 18 months in the European Union. Yahoo keeps its records for 13 months and MSN, Microsoft's search service, for 18 months. So far, European officials are trying to persuade Google and the others to comply, but they have not ruled out asking the commission to intervene."
Auto Back-up
Disk-to-Disk-to-Tape System Consolidates Remote Office Backups Offered on a Monthly Service Fee. Basis GRM AutoBack Server powered by GRM eVault is a disk-to-disk-to-tape solution that cost-effectively backs up data from all computers distributed throughout an organization, including those in remote facilities. Using automated disk-to-disk backup technology, GRM AutoBack Server eliminates the labor-intensive manual tasks, as well as the frequent error-prone results associated with typical remote office data protection processes.
If you're current archival system isn't where you want it to be, or you simply don't have one in place, please visit
GRM's Website for full details on how we can help. GRM offers solutions for businesses of all sizes.
Document Storage in Kenya
This is a bit non-technical for our blog, but I thought it was interesting and thus print worthy. In my daily "document management" Google search today, I stumbled across an article about the Kenyan government setting up a large data center for the Government and various private businesses. We take for granted that our tech-infrastructure in the West is so advanced, that sometimes you forget what a marvel it is that our business even exists.
According to
the article:
"Information permanent secretary, Dr Bitange Ndemo, said there was growing need to have the facility as most organisations digitise their documents and the anticipated landing of two submarine fibre optics, Teams and Seacom, in the country by September next year.Building a data centre where a number of organisations can store their data will eliminate the duplication of a number of private companies putting up individual information storage facilities. "
You can follow the link for the entire story.
On Data Protection
Disasters happen. That is why you need to be prepared. Mission critical data warrants special protection that can only be afforded by a fortress-like, custom-built, secure, climate-controlled environment. At GRM, we offer an extensive portfolio of integrated data protection, tape storage and disaster recovery storage services. From high security vaults to 24/7 disaster recovery support services, we are dedicated to data protection and preserving the lifeblood of your business.
For full details on our data protection services, please our website.
Taking Pro Active Steps with eDiscovery
This morning I came across the first article in a six-part series on
utilizing eDiscovery at your business. eDiscovery programs have fast become one of the most sought-after document management options, so I thought sharing this series with readers might be of some value. The first part is specifically on the importance of putting an eDiscovery program in place
before you are slapped with a lawsuit.
Here is an interesting segment of the first article:
"A single e-discovery action can easily involve many millions of documents, and human effort to review this volume of information is a fool's game -- not to mention impossibly expensive. It is absolutely necessary to employ e-discovery technology tools that will take on the task that human effort can no longer do."
I will follow-up with more on these articles later in the week. In the meantime, follow the link for the complete text of article number one.
GRM International
Did you know that GRM offers document management programs in cities around the world? Our company headquarters may be located in the New York Tri-State, but we currently have branches located in Chicago, Los Angeles, San Francisco, Washington DC and multiple locations in China. If you're business handles clients based in the booming Eastern Market, GRM has offices convenient to all of your document management needs.
Our China office offers a number of valuable services including Secure Records Storage, Data Protection, Electronic Document Management, Technology Escrow, Certified Shredding and Document Destruction Services. GRM prides itself on its ability to bring together all the pieces of your Records Management Program. GRM is a premier Information Management Company operating in cities throughout the United States and Asia.
For more information about any of our data protection services, please feel free to contact your local GRM general manager or sales consultant.
Document Destruction
New legislation and regulations are placing increasing demands on the swift and thorough shredding of critical information. Disposing of sensitive documents in traditional waste receptacles or open recycling bins is the number one way to put your company at risk. One piece of sensitive information in the wrong hands can cost your company millions. At GRM, we offer secure and certified document shredding and destruction services.
GRM offers you the flexibility of shredding documents currently housed in your office or at an off-site storage facility. Either way, all you have to do is identify cartons designated for destruction with GRM’s unique “GRM Shred Me” label. GRM will then dispatch its fleet and personnel to retrieve the cartons. Document shredding will be performed within 24-48 hours of retrieval, and a Certificate of Destruction is issued upon completion.
Certified Hard Drive Destruction and Disposal
Incorrect disposal of computer hard drives and other sources of digital information is one of the most common sources of identity theft and data leaks in America. Dumpsters and landfills today are filled to the brim with computers that no longer work, but still packed with sensitive and potentially harmful information. One of the most valuable services we offer at GRM's document management centers across the country is the efficient and complete destruction/wiping of digital information from company hard drives.
Our certified hard drive destruction service will leave your computer's memory wiped completely clean and 100% safe from infiltration and digital theft. If your business isn't located near GRM but you're searching for a document management service, be certain to ask potential companies if they offer a comprehensive hard drive destruction service.
Cutting Edge Technology
Since our inception, GRM has utilized advanced bar code technology. Each storage container and shelf location is assigned a unique bar code number, assuring 100% accurate tracking and monitoring. Online document imaging services, including complete database searchability is available thanks to our web-based eAccess inventory control and order request application. These programs are unbelievably user friendly and give access to a multitude of useful standard and customized activity reports.
All records of our center are equipped with portable laser scanners. Similarly, each GRM driver is outfitted with a laser scanner and portable printer to output scanner-validated receipts. Plus, he carries a wireless radio to maintain contact with the Dispatching Group. All deliveries and pickups are monitored in real time via Digital Dispatch, GRM's proprietary, real-time fleet management and performance software. Overseeing all of GRM's scanning and document management technology is full-time, in-house IT Group including Application Developers, Systems Engineers and Telecommunications Specialists.
Solutions for Every Industry
What separates GRM in an industry of solid professionals is its ability to provide nationwide solutions with individual attention. Although GRM is vast in its presence and manages well over 5,000,000 containers alone, our goal is not to become the largest records management company, but the one that excels in servicing its customers. We are committed to evaluating the needs of each company individually and tailoring a solution, using one of our services, or a combination of services, to fulfill your unique needs.
We understand that each industry has different needs. Whether its speedy delivery times for medical practices or comprehensive eVaulting for law firms - we've got the record and experience to know whats important to you before you even walk in the door. No matter what business you're in, if you need a document management facility, GRM has got what you need.
Massachusetts Increases Data Security Laws
According to an article today on
PC World's Website, Massachusetts has joined California on upping the ante in data security laws. Employing tighter regulations on companies across the state to better and more efficiently track and maintain their digital and hard-copy information is a trend that will soon effect the entire country. As digital communication becomes more common and email correspondences take over as our primary mode of business interaction, both the state and federal governments will need to force the private sector to keep a close tab on what their employees are doing.
Though the legislation is aimed to maintain accurate records in the event of legislation - companies should greet the news with elation, since a good document and information management system is proven to increase business productivity. The article is filled to the brim with information on the new Mass. based data security laws. Follow the link for full details.
Document Management Solutions for the Medical Field
Medical institutions not only have specific needs, but life-threatening consequences. One patient’s telemetry record that is unavailable can have critical results. We understand the meaning and immediacy of ‘stat’ delivery. We also understand the complicated compliance regulations of HIPAA. We’ll help you have a comfort level with outstanding service levels and complete control over all of the compliance issues associated with your medical records.
GRM's comprehensive programs combining digital document storage, data protection, traditional paper storage and delivery as well as certified destruction services combine to give Tri-State medical institutions the utmost coverage and protection. We've been working in the field for more than a decade, and have a strong grasp on the day to day process of medical document management. For more information on our medical services, as well as case studies from our current clients, please visit GRM's Website.
Top Ten Questions for Document Management
There's an extremely helpful post I just came across concerning choosing a document management provider. The article focuses heavily on digital storage and management, but many of the questions are relevant to selecting a more traditional document management company as well.
From the start of
the article:
"Organisations are under mounting pressure to streamline their business processes, increase their bottom lines and reduce their carbon footprints. In order to meet these demands, many are turning to electronic document management (EDM) systems to gain a competitive advantage. Document management enables organisations to electronically store, retrieve, manage, deliver and authorise business documents. It also enables the automated capture and verification of purchase invoice data, reducing manual data entry."
Document Management Can Protect Small Business
In today's economy, losing a law-suit can be devastating. Thankfully, keeping a comprehensive document management program in place is one of the most effective ways of protecting yourself and your business against false claims. In an article from the website
My Small Business today, a clever writer discusses the many facets of document management programs that can make your business more secure and efficient simultaneously. It focuses primarily on the legal industry, and is a good example of how small firms can protect themselves.
A brief clip from the article, "With commercial disputes on the rise in economic downturns, business owners need to better organise their electronic documents to be litigation ready, say Australia's leading legal experts."
For the entire piece, please follow the link at the top of this post.
OneClick Capture
Whether its file drawers full of folders, a backlog of binders or a mountain of maps, let GRM help you to convert your important documents to a safe, convenient digital format. With our records management focus we look at the whole process to create a high quality conversion system that tracks your documents end to end. That end to end focus ensures you get the quality product you need while avoiding the many potential pitfalls along the way.
The GRM OneClick Capture provides the tools and techniques necessary to enter the digital world quickly, efficiently, and with minimal up-front investment. Our solution provides ease of use right from your desktop. You complete the scan and within minutes you will have your documents filed, organized, and safely secured. With just one click a new contract, hr file, or proof of delivery document can go right into our secure online records center. The GRM OneClick Capture solution is easy to learn and with the speed of today’s scanners you could be cleaning up your desk at 50 pages per minute. Once online, your documents are backed up, searchable and ready to share, email, print or update at a moment's notice.
Document Storage and Destruction
KM World ran an info-piece on the finer points of internal records management, off-site document storage or destruction and digital back-up via eDiscovery. One of the more interesting points of the article, is a breakdown of how to know what you don't need to keep around and how to cut back on document management costs by eliminating those unneeded documents.
According to the beginning of the article,
"Increases in data breaches and the development of electronic discovery (e-discovery) are prompting firms to closely re-examine their records retention and management policies. New breaches seem to be reported monthly, if not weekly. In August alone, data breaches were announced at Countrywide Financial, Bank of New York Melon and Best Western, potentially affecting millions of customers. Such violations point to the need for companies to destroy electronic records and documents they no longer need, because additional records mean additional potential liability."
