a robust, unified web of software and processes that accurately scans and stores records.
DISASTERS AND THE ART OF PRESERVATION
Enterprise records are the silent keys that protect us. They safeguard our culture for the coming generations. These records preserve important business documents, which affect the future. While some records are permanent, there are many with a longer lifespan than what the current technology can support. Moreover, some records need accessibility for 25, 50 or even 100 years. Digital records are now commonplace. However, there is a much greater need to consider future access and plan what to do in case of disaster. Beyond duplicate back-ups, electronic records are at logical risk of loss. A single event can permanently ‘tip the cart’, creating total loss. As the volume of threats increases annually, enterprises need to prepare. In our opinion, if risk exists, regardless of the probability, there should always be protection in place. That is why FreeDoc ® created RecordsTrust ™.
But first, a couple of points regarding digital records and risk:
Blind spot. Out of sight, out of mind. There are risks simply due to technology alone. It is 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.
Obvious natural disasters that can affect records (fire, hurricanes, tornadoes, flooding, damp and mold). However, new modern day risks include adverse environments, technology obsolescence, viruses, hacking, and ransom-ware.
Probably the gravest threat is Electro-Magnetic Pulse, also 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 magnitude of these threats to our society, a broad, comprehensive method to protect the electronic record has never existed. Until now. FreeDoc ® created RecordsTrust ™ with AIM ™ that delivers the broadest level of protection available. Both the digital file and the index metadata are graphically encoded onto nylon ribbon. This process safely preserves the record for recreation. If necessary, the ribbon can be scanned at high speed on a standard digital scanner. The record and its metadata are then extracted for processing. As a result, these files can be exported as needed into a database or Windows Directory to safely resume business operations.
USE AND APPLICATION
SYSTEMS ARCHITECTURE –
When storing records in a cloud solution controlled by 3rd party software vendors, RecordsTrust ™ allows the agency to maintain physical control and legal ownership of its records.
EVENT PLANNING –
If loss occurs, 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). RecordsTrust ™ is a unique key, able to unlock the process of continuation planning for legal records.
RecordsTrust ™ is…
RecordsTrust ™ offers…
|Disaster Recovery||Returning of electronic records after loss of technology|
|Searchable Records||Immediate retrieval to meet Public Records Requests|
|Records Retention||Identifying 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 management of the cloud software|