a robust web of process and software that safely combines to accurately scan and store records.
DISASTERS AND THE ART OF PRESERVATION
Enterprise records are the silent keys that protect us. They preserve our culture for the coming generations. They preserve important business records, which affect the future. While some records are permanent, there are many with a longer lifespan than what the current technology can support. Some records need accessibility for 25, 50 or 100 years. While digital records are now commonplace, there is an even greater need to consider and plan for future access and to plan what to do in case of a disaster.
Beyond duplicate back-ups, electronic records at logical risk of loss. A single event can permanently ‘tip the cart’, and lose everything. The volume of threats increases annually. In our opinion, if risk exists, regardless of the probability, protection to avoid it must also exist.
A couple of points regarding digital records and RISK:
Risk #1: Blind spot. Out of sight, out of mind. There are risks simply because of technology. It’s one thing to have a physical presence to remind people that records are an integral part of our lives, but digital information is more ephemeral in appearance and often neglected.
Risk # 2: Other than the obvious disasters that can affect records (fire, hurricanes, tornados, flooding, damp and mold), modern day risks include everything from adverse environment to technology obsolescence, to viruses, hacking, and ransom-ware.
Risk #3 The gravest threat is Electro-Magnetic Pulse, known as EMP. Electronic records on magnetic hard drives are at immediate risk. This is true regardless of the storage location being in the cloud or on-premise in a server room.
TEN YEARS IN DEVELOPMENT
Despite the depth and breadth of these threats to our society, a broad range, comprehensive method to protect the electronic record has not existed. Until now. FreeDoc® created RecordsTrust™ with AIM™ to deliver the broadest level of protection ever available. Both the digital file and the index metadata are graphically encoded onto nylon ribbon. This process safely preserves the record for recreation. Should it be necessary the ribbon can be scanned at high speed on a standard digital scanner. The record and its metadata are then extracted for processing. These files can be exported as needed into a database, or the Windows Directory, to safely resume business operations.
USE AND APPLICATION
SYSTEMS ARCHITECTURE – When storing records in a cloud solution under control of 3rd party software vendors, RecordsTrust™ allows the agency to maintain physical control and legal ownership of its records.
EVENT PLANNING – Should loss occur, RecordsTrust™ allows an agency to recreate its digital repository of fully indexed images (PDF, TIFF, etc.), as text searchable data.
SAFE HARBOR – Nylon archival media is accepted by National Archives and Records Administration (NARA) making RecordsTrust™ a unique key able to unlock the process of continuation planning for legal records.
RecordsTrust © is
RecordsTrust © offers:
|Disaster Recovery||Return of the electronic record after loss of technology|
|Searchable Records||Immediate retrieval to meet Public Records Requests|
|Records Retention||Identify records by common standards for retention and disposition|
|Information Security||Robust controls such as including encrypted connection with off-site back-up “encrypted at rest” on the drive|
|Access Control||Specify which users or groups have access to information, with document field-level precision|
|User-driven Controls||Dynamic information controls to revoke or alter access permissions to sensitive information|
|Secure Web Storage||Private cloud software management|