Electronic record keeping involves creating a system for backing up important data within a business environment. It is important to consider what needs to be archived in multiple locations and to implement an automatic backup. Verification of backups should also be done regularly to ensure data is saved properly.
Electronic record keeping is nothing more than creating a system for backing up important data within a business environment and the good news is that much of it can be done automatically with the correct configuration. Many businesses make the mistake of backing up their valuable documents to multiple servers, however, which could create hundreds or even thousands of duplicate files that take up space and ultimately slow down the server. The same can be said for traditional backups such as paper documents and compact disks: there is absolutely no point in maintaining repetitive backups once a robust electronic record keeping system is in place. A professional experienced in internet technology is normally sought to set up such a system and since online backup is normally part of the electronic record keeping package, the information should be protected forever.
Before implementing an electronic records retention program, it is important for users to consider exactly what needs to be archived in multiple locations. For example, business files accessed by many employees throughout the day should be saved on every single computer system, but files dealing with former clients or tax information should be securely hidden on a mainframe computer since this type of file is rarely needed. Another important function of an electronic records retention program is the ability to purge unnecessary files after a certain period of time to keep the overall network as clutter-free as possible. These activities not only help streamline the speed with which information can be distributed in the workplace, but also establish the standards that each employee must meet when dealing with corporate data.
Another critical aspect of electronic record keeping is the implementation of an automatic backup which occurs at regular intervals and this task can be set to run weekly, daily or even by the minute when needed. In addition to placing files on a centralized server, many companies also implement backups to external drives, remote drives, or a compact disk (CD) to ensure that data always exists in two separate, independent locations. While to many, this process would seem unnecessary, an overload within an electrical circuit could effectively wipe out every hard drive within an enterprise. Online backup has become especially popular as data is stored in a different geographic area, so even if a catastrophic event like a hurricane or tornado destroys every piece of hardware, your company information will still remain safe.
Another smart aspect of electronic record keeping is to physically verify that backups actually took place, because something as simple as a damaged Ethernet cable could prevent the information from being saved properly. Many companies mistakenly assume that automatic backups are immune to mishaps, but that’s simply not the case. People should always verify that data is backed up properly at least monthly or whenever a new file or program is implemented.
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