Three Serious Issues That Need To Be Considered When Choosing A Document Management System

By Author: Dave Ruschel
Total Articles: 5
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There are numerous sites that offer cloud based document management solution which is why finding the right one to partner with can be somewhat tricky.

There are numerous sites that offer cloud based document management solution which is why finding the right one to partner with can be somewhat tricky. In this article, we will take a look at some of the concerns to keep in mind as you search for a reliable service provider.

1.Availability of regular security verifications

When it comes to cloud computing, security must be beefed up to the max. This is due to the fact that unauthorized persons are always trying to hack these document management systems day and night. One way of enhancing security is by utilizing third party services who will act as “hackers” in an effort to access the system using the latest technology just to find out how immune it actually is. Since systems on the cloud computing environment are always vulnerable to attacks, the network should be scanned and validated on a regular basis as a way of boosting security.

2.Is the data storage system physically protected?

Even ...
... when cloud computing is used, there are still risks of the data centers getting physically harmed. This must not by all means be overlooked. The kind of physical protection available at the facility where the document management system that utilizes cloud computing is kept is equally important.

Threats to physical security include:

People

Terrorist attacks

Fire

Natural disasters

Power failures

You will find that, some partners make a point of outsourcing services that enhance physical security such as video surveillance. This not only leads to a more reliable storage system but also improves the availability and protection of information.

There are those basic and preferred measures that should be taken into consideration by any document management system provider. These include:

Basic:

Presence of a video surveillance to record activities taking place in and out of the facility

Access limited to staff who have undergone proper clearance

Desired:

Several network entry points should be available at the facility

In case of power failure there should be onsite generators for a constant power supply

The temperatures should be kept constant by use of a modern HVAC system

Systems that detect fire and smoke should be installed inside the facility

For administrators to gain access to the system there should be a two factor authentication device that verifies their identification before they can gain access.

3.Does the system have any single points of failure?

Most vendors utilizing cloud computing in their document management systems will claim that they lack single points of failure. However, do not hesitate to find out a little more about this. Remember that systems that utilize cloud computing must be designed in such a way that they are able to withstand multiple points of failure. To prevent any data losses or interruptions, the system should be monitored every time by the owners of the facility and not a third party. In case of interruptions, the partner should make an effort to notify the client that indeed something went wrong. Remember that data integrity and reliability should never be compromised come what may.
Resource: http://www.datamationis.com/software/document-management