Disaster Prevention & Recovery

Where are your company's vital records stored?

Most storage units do not have fire suppression systems and typically there are not strict controls for access and the types of activities going on in the neighboring storage unit. Is this where you want your vital business records stored?

Today, offsite storage is a key component of the disaster-recovery plans many companies have put in place post-9/11. And record storage in general has become a hot topic as companies face lawsuits over records destroyed and others are found at fault based on documents that should have been destroyed decades ago.

All of The DocuTeam services are designed to help our clients as a key element of their own Disaster Prevention and Disaster Recovery Plans. Having your records stored and managed in a secure off-site location helps to prevent employee theft or seeing sensitive information they should not. Keep your honest employees honest by managing secret or vital information out of their reach.

Destroying Records

Destroying records completely prevents identiy theft, intellectual property theft and misuse. All businesses have laws to comply with for the protection of the identities and information of their employees, clients, and their clients' sensitive information.

Saving Digital Reocrds

Digital records provide a readily accessible usable legal substitute for the tangible original paper version. In the event the hard copy version is destroyed, the digital version and the information survives.

Securing Your Records Offsite

In the event of a fire or emergency at your facility, your vital records are secure offsite. You may loose some valuable assets and time but you won't have to close your business. With a comprehensive distaster recovery plan, The DocuTeam has the means to keep operating in the event of a regional disaster and we're here to help you through one that strikes only your business.

Fires. Floods. Power failures. Earthquakes. Organizations are more in touch than ever with the need to prepare for the worst. In a 2005 survey of business continuity professionals, conducted by Deloitte & Touche LLP and CPM Global Assurance, only 50% of respondents had implemented a corporate-wide disaster recovery plan to guard against unforeseen business interruptions.

Creating Your Plan

The best way to protect your valuable information is to create recovery procedures and review them regularly to make sure they remain current. As a repository of documents you rely on every day, The DocuTeam is a key component in assuring operational resilience. And though you rely on your IT professionals to shoulder much of the responsibility for protecting information in electronic form, it takes the cooperation of all members of an organization to get back on track after the loss of vital information.

The following first steps will get you on your way toward a solid disaster recovery program:

  • Create a disaster plan and know where to find it. Just as knowing where your nearest fire extinguisher is will minimize damage in the event of a fire, reading through your emergency procedures before disaster strikes saves precious time when it is needed most. Have a disaster recovery team with regular drills and prove your plan actually works.
  • Identify mission-critical documents. What are the essential documents you would need to get back to work? Make sure these documents are backed up regularly and can be accessed in the event of an emergency. Make sure the original documents are secure off-site and have copies or digial copies of key records in more than one place.
  • Make sure your plan stays up-to-date. Everyone in the organization should be aware of who is on the first-response team and what roles they play. When a team member leaves the organization, that person should be replaced in the disaster plan. All contact information should be kept current.
  • Maintain digital backups. A disaster could be a computer virus, a fire, sprinkler damage, employee theft or many natural and human caused disasters. Have a regular and archive data backup program in effect where data tapes, CDs or other current and archive data is stored.

Vital Partnership

The DocuTeam is a vital part of a solid disaster recovery plan.

Store your archive records in a secure, sprinklered and climate controlled environment with complete traceability. The DocuTeam's disaster recovery plan ensures that our clients' important documents are secure.

  • Digital backups. Nightly, an up-to-date data back up is completed on the entire server and removed off-site with an individual on-call for after hours operations.
  • Power Backup. The DocuTeam has battery power for 1 hour of operation as well as a back up generator sufficient for operations for several days.
  • Fire & Sprinkler Damage. In the event of a fire or sprinkler damage to our clients' records, our disaster recovery plan has provisions for specialists to come on-site and recover records using a Freeze-Dried process.

Disaster & Recovery Program
Download our Disaster and Recovery Prevention PDF to learn more about the steps the Docuteam takes to protect your documents.