In today’s landscape, the frequency of climate-related disasters in the US is steadily increasing. Over the past decade, severe storms have emerged as the most prevalent natural calamity, causing damages exceeding $1 billion. With the official hurricane season spanning from June 1 to November 30, predictions for the 2024 season signal heightened risks, with the Southeastern US expected to bear the brunt of 20 named storms, nine potentially escalating into hurricanes, and four reaching Category 3 status or higher. With Tropical Storm Alberto marking the beginning of the 2024 season, it’s crucial to assess your records management system’s readiness for any potential disaster.
Disaster Risks
Shielding your business from hurricanes, floods, wildfires, and other natural disasters is imperative. While many hope such catastrophes will bypass them, statistics paint a different picture. Sadly, two undeniable truths exist:
- Some businesses will inevitably be impacted by disasters this year.
- Your business could be one of them.
Given the universal susceptibility to disaster, proactive measures are essential:
- Minimize disaster risks by employing a secure records management service.
- Safeguard your business with a comprehensive disaster recovery plan where document scanning plays a pivotal role.
Without a robust disaster recovery strategy, businesses face a significantly-elevated risk of post-disaster failure. According to FEMA, 40% of businesses fail to reopen following a disaster, with an additional 25% shutting down within a year.
Document Scanning
Document scanning is a cornerstone of a resilient disaster recovery plan, transforming physical documents into digital assets that bolster your business’s survivability.
Vulnerability
Paper documents are inherently susceptible to a myriad of threats. From misplacement due to human error to damage from environmental factors such as water, sunlight, pests, and chemicals, physical files are at constant risk. Moreover, disasters pose a grave threat, potentially obliterating critical documents. By professionally scanning and storing documents off-site or in the cloud, businesses can ensure instant backups, enabling seamless operations during disaster recovery.
Security
Sensitive documents demand stringent security measures. Document scanning provides a solution by offering encrypted digital files that serve as both originals and backups, stored in separate locations for added security. Employing passwords, data encryption, and secure cloud storage enhances protection against theft and unauthorized access. Additionally, digital files facilitate compliance with data protection regulations, simplifying organization, tracking, and auditing processes while strengthening disaster recovery capabilities and overall data governance strategies.
Size and Quality
Professional scanning services tailor scans to suit your specific requirements, ensuring optimal image quality, resolution (DPI), and file size. Digital files are more convenient for viewing, sharing, accessing remotely, streamlining operations, and limiting access as needed.
Harnessing the Benefits
By embracing document scanning, businesses not only free up physical space but also enhance usability, accessibility, and security while fortifying disaster preparedness.
Secure Records Solutions offers commercial document scanning services to convert your paper documents into secure digital files, facilitating seamless disaster recovery planning. Our document management options also include scan on demand service. For inquiries or a quote, call 800-614-0856 or complete the form on this page.
