This is my penultimate entry in this series of posts, and in this post I will be looking at Content Security in terms of not only access, but what happens to content in the case of flooding or fire (something that is often overlooked).
Flooding and Fires…
Not the nicest of titles, but it’s something every organisation must think about, “What happens to our content if the whole building goes up in smoke, or we are flooded out?” This is a question that is more often overlooked than you may think. I have visited many “large” organisations that really haven’t taken such disasters into consideration.
When storing files (especially paper) you will be amazed how often fires do crop up, simply do a search online and you will find examples of fires destroying organisations documents and content, including governmental records. A great example of disasters destroying content can be found looking at the after effects of hurricane Katrina. Warehouses full of content and documents relating to criminal prosecutions were lost, leading to hundreds of criminals being released, simply because the content couldn’t be retrieved electronically.
Now think of the actual cost to your organisation if you lost all of that content and documents. Not only may you be looking at issues regarding compliance, but no doubt massive costs will be incurred not to mention potential loss of business.
If all your content and documents are stored electronically, within a good ECM platform, these issues just aren’t there. Sure in some cases you may still want to store the physical paper, but this can be done off site at dedicated centres (outsourced). You still have access to all that content, even if the physical paper is destroyed. You can also distribute your backups of content easily; having backups at multiple sites ensuring that content is never lost.
And to think, I haven’t even mentioned theft of content…
Our content is secure without ECM?
Well no it isn’t. Paper is the most insecure form of storing content, think, if I can get physical access to the location of a file, anyone can read it, or worse, photo copy it and re-distribute as they choose. It really isn’t hard to open a file cabinet, pull out a file and start reading. Content security is more than just ensuring the office is locked at night, or having locks on the HR file cabinet.
It’s imperative that content is secured, in many cases for compliance, but in general, you cannot have employees looking at information they should have no access to. Think of the issues that may arise, loss of business to competitors, stolen ideas, staff suffering identity theft, I could go on.
Though many of us have watched Hollywood films with computer hackers gaining access to lots of sensitive information, and many of us have read about online hackers gaining access to our personal details, the reality is that electronic content is far more secure than paper.
With a good ECM solution, your content is secured in a number of ways, allowing you to grant different levels of access to content, dependent on individuals or their roles. You can also track just what files have been looked at and or any interactions with that content a particular user may have. No one can tamper with or replace a file, leaving you with false documentation. Such ECM solutions ensure content security is therefore controlled by the organisation itself, and not left open to any form of abuse.
ECM speeds up the way in which people work, by providing them with access to content when they need it. This remains true in the cases of natural disasters and theft. ECM also protects your organisations content and access to that content, reducing many content related risks.
This post can be seen as a post about highlighting the “potential” savings of ECM in times of crises. With this in mind, think of ECM as content insurance. You hope that none of these situations arise for your organisation, but if they do, you will be safe guarded and rewarded for your prudence, and save a lot of time and money.