For many professionals, 2017 was a harsh reminder that mother nature can put an immediate and unexpected halt to business.
With natural disasters ranging from the devastation wrought by Hurricane Irma and multiple wildfires in California, company owners fortunate enough to have avoided these catastrophic events now have the motivation and opportunity to scrutinize their own strategies for business continuity in the face of natural disasters.
In the modern business world, one of the most important aspects of business continuity (that is to say, the ability to continue normal operation as quickly as possible after a natural disaster) is the protection of business data.
Ask yourself the following question: would you be able to continue operating your business tomorrow if the hard drive in your computer was destroyed today?
For many, the answer is no.
In this post, we’ll explore how and why you should protect your business data—whether it’s lost due to a natural disaster or a simple hardware failure—and how Xerox products are equipped to make the process as easy as possible.
Why Off-site Storage Works
If you have sensitive data, storing and backing up that information in a physical location other than your place of business is perhaps the best way to protect it from natural disasters and hardware failures.
Xerox ConnectKey technology makes cloud integration easy. Your multifunction printer can access and store documents from services including but not limited to:
- Google Drive
- Dropbox
- OneDrive
- Office 365
In addition to streamlining your workflow during day-to-day operation, storing your data in the cloud is a secure, simple way to protect your data.
Converting Print Media to Digital
For most businesses, a large part of disaster preparation involves converting hard-copy-only documents into a digital format. Depending on how large your backlog is, this can be a process that takes a few days—but the peace of mind alone makes it well worth it, and Xerox products available in our Colorado Springs location make it even easier.
Whether you’re using a multifunction printer or a dedicated Xerox scanner to scan documents, backing up your important documents off-site means that even if the originals are destroyed or lost, you’ll still have access to that information.
In fact, accessing that information will most likely be considerably easier, since you’ll be able to quickly search for the digital documents you need rather than pulling out dusty file storage boxes.
Streamlining Digitization
Once you have your older documents digitized, establishing a system to keep new, incoming documents digitized will make the whole process much easier. Multifunction Xerox printers that are configured to use ConnectKey can help organize scanned documents.
Scanned files can be automatically placed in specific folders, uploaded to one or more cloud accounts, and even sent to other ConnectKey-compatible apps. You can even have scanned documents automatically sent to your email, if desired.
Securing Digital Data
After your important documents have been digitized and stored in the cloud, making sure that they remain secure is important. Most modern Xerox multifunction printers offer a variety of ways to authorize users, including password protection, PIN codes, and more. Additionally, documents being transferred to and from the device can be encrypted to ensure that nobody but authorized personnel can access the data.
Learn More About Data Protection & Xerox Office Products
If you’d like to learn more about how Xerox products make protecting your data easier than ever, please feel free to stop by our Colorado Springs location today or by calling (719) 634-1134. At Preferred Document Solutions, one of our trained staff members would be more than happy to answer any of your questions or provide you with a free, no obligation quote.
