Digital Documents Blog

The use of encryption to ensure the privacy and security of documents was once exclusive to agencies whose job it was to keep things secret. These days, the use of digital storage is growing as a preferred method for document retention, but it is also attracting the attention of hackers and online thieves.

Cloud computing has reinvented how many of us manage data. With the cloud, we no longer have to constantly worry about hard drives crashing if our computers are older and we can share documents across platforms seamlessly. There are, though, some security risks associated with cloud computing that you must address or you risk everything from loss of data to malware infections to hacking of accounts. To help mitigate the threats cloud document hosting is vulnerable to, follow these tips.

Cloud hosting allows you to have an unlimited number of servers that behave as one system. You can use your infrastructure to host your own services, data, and applications.

It's all in the cloud. Anyone who has grown up with computers from their earliest incarnation may find this statement scary. After all, where is the cloud and what is it? Does it make data more or less secure to know where it’s hosted at all times? Aren't clouds just dirt and water droplets? At Digital Documents, LLC, we know the importance of keeping data secured. The cloud can be an important part of your overall business plan to maintain your connection to the Internet.

As cloud computing becomes ever more popular, the discussion surrounding its security becomes increasingly important. Many people still believe that cloud hosting is inherently less secure than traditional on-site systems, and even people with years of IT experience still trust more conventional enterprise computing over cloud-based solutions. However, this bias seems to be a matter of personal preference and misconceptions regarding just how secure cloud hosting really is.

Microfiche is a black and white photograph of a document, like a negative. It has been used to store newspaper articles and documents compactly. A single sheet of microfiche often contains dozens of documents in miniature. Although there is nothing wrong with this method, it's outdated and a hassle, which is why many companies have turned to a microfiche scanning service to digitize their records. This can also be a hassle, but it's definitely worth the time and money.

Technology is changing business in many different ways. Before computers and phones made your calendar accessible from anywhere, you had to write everything down. Address books filled with phone numbers used to be commonplace. Now, technology has eliminated the need for having physical copies of calendars and address books. Everything can be stored using a computer. This includes important documents. Many businesses still have filing cabinets filled to the brim with files on paper. But, scanning those documents and storing them digitally can free up space and make things easier to find.

The document scanning industry continues to evolve at a rapid pace. Today, customers can take advantage of numerous advances in technology that mean even greater capabilities. Here are six of the hottest trends in document scanning services and how they could impact your business.

Mission Critical Defined

Most business activities and documents are mission critical, aren’t they? Ask anyone involved in high-level management. Answers may vary but more often than not, the term mission critical is not completely understood. Mission critical is any activity, system, device, or service whose failure or disruption results in failure of the business.

Document scanning services can be an asset to any business in any field. Not only does it help you keep up with the times, it keeps your records more organized and accessible than ever before.

The term “document conversion” relates to the method of transferring a document from one format into another so that it's viewable on a variety of computer applications and devices. If you're interested in document conversion outsourcing, such as microfiche scanning or conversion, it is essential to entrust a third-party service which specializes in the particular conversion format you require.

You may have used microfiche when you went to the library as a child, or you may have encountered it while doing research into titles, inheritance, or right of way. At the time, it was groundbreaking technology, which saved space, time, and money. However, what microfiche was to the paper document, digital documentation is to microfiche. Scanning your microfiche can turn it digital and bring that information into the 21st century.

In the modern age, everything is going digital. Not only is it better for the environment, but it also aids in a productive workplace. That is why, to preserve physical documents, businesses are turning to professional document scanning services. When it comes to these services, it’s best to leave them to the professionals who have the best equipment available to process your documents in high-quality fashion. Continue reading to find out the major benefits of using a document imaging service.

Choosing the right document scanning service can make putting together your digital documents a whole lot easier and faster. Whether it’s for business purposes or simply putting your personal paperwork in order, we understand that scanning and digitally archiving your documents can save time and space, and make day-to-day management easier. We know the best way to choose a document scanning service so that you can get the most out of your digital tools and documents.

If your business is seriously considering document conversion, one of the first decisions you need to make concerns whether to do the work in-house or hire a professional document conversion company. Learn why you should choose a professional for your business document conversion.

While price is a factor in selecting document imaging services, it should not be the only one when making this decision. Learn what variables really matter when choosing a document imaging company to make the right choice for your business needs.

All companies have documents, and for most organizations, managing these documents is a time-consuming process. Some are stored in cabinets, some are kept on physical media — such as magnetic tape — and some have been digitized. Read more to learn about the result.

The Small Business Administration reports that an estimated 25 percent of businesses never re-open after a natural disaster. If your business falls victim to a flood, fire, hurricane or other disaster, getting back on your feet quickly can spell the difference between recovery and business failure. Learn how document conversion services can assist with a fast recovery both before and after a disaster.

In today’s business world, sticking with paper document storage is more than old-fashioned; in fact, it’s a serious problem. Learn more about why this is a serious problem and how to solve this.

Paper or digital? It's a struggle many businesses face: Is it better to embrace the process of digital document conversion or keep paper records separate from newly created digital files? Learn more why it is worth making the switch.

When it comes to digital document management, how does your company handle images? Learn more about the key differences between PDF and TIFF.

The future of document security is changing. Just ask Matt Bukovicky and Charles Teel, creators of the new iOS app, Lockbox, which uses fingerprint scanning technology to approve or deny application access — in the document management field, this kind of technology could help manage permissions, access and improve audit logs. But as the security market evolves, some companies are falling behind. How do you make the most of evolving document management services to enable your company's productivity, performance and profits?

Physical document security often seems like viable alternative to digital solutions. After all, if all documents your company owns are kept under lock and key, there's virtually no risk of theft or misuse. But what happens when your business expands and documents start to age — are they worth keeping past five, 10 or 20 years? What happens if you change offices — are they worth taking? What happens when there is a disaster? How will you maintain business continuity?

In today’s marketplace, digitizing your files is increasingly important. Not only does storing documents in the digital realm deliver significant productivity, performance and profit enhancements, but it also can be crucial in helping you move toward your specific business goals. With that in mind, here’s a look at some of the strong benefits of document storage services as compared with traditional methods of physically storing business paperwork.

According to Red Orbit, the market for document storage service is expected to increase through 2017, in large part thanks to the conversion of paper-based records to digital versions. Some companies are moving away from paper in response to federal legislation, while others see the benefit of easy access and retrieval. Bottom line? IT leaders need to understand the value of digital document storage: here are the basics.