Accident Proof Your Documents

By NE Docs | June 17, 2014

If you have ever saved a file on your computer – then you have most likely accidentally lost or deleted a file on your computer. Unfortunately, human error is an unavoidable aspect of technology – and these types of accidents can prove disastrous for your business if you are not prepared.

Sure – when it comes to files hosted on your own pc, retrieving a deleted file is simple. By accessing your trash folder, one can easily restore deleted files. But what about deleting a file from a shared drive or folder? While more inconvenient than our first scenario, these files can be easily retrieved by your IT team with a quick backup restore (as long as you are creating daily/weekly shared drive backups).

However – there are instances in which files can be completely lost. It could be caused by a system crash, a failure to backup your drives, or even the actions of a staff member. Regardless of the error – these accidents occur all of the time. Should a deletion go unnoticed, time becomes an enemy as the issue becomes increasingly more difficult to solve. Don’t take our word for it – just take look at the Veterans Affairs Tech Center and the 464,000 home loan data files they accidentally deleted!

The Largest Threat To Documents:

Employee Access

Document alteration or deletion is the largest risk when storing your documents in a shared location. While the accessibility of files is extremely useful for any organization, access rights to these files are often loosely managed. This means that more employees have access to files and folders that they do not need – the more employees you have with access, the more likely you are to lose or corrupt these documents.

Prevent Document Deletion:

Document Management

The best way to protect your documents is with a great Enterprise Content Management System (ECM). A proper document management system will allow you to protect your documents with both file and folder level access rights created to meet your company’s exact document retention policies. ECM systems can provide additional safety measures by providing automated data backups to your network or the cloud. Not only will an ECM system mitigate your risk of file deletion, it will also make disaster recovery even easier.

It is important to note – every employee, from your CEO to your summer interns, is susceptible to accidentally deleting precious information. Fortunately, an ECM system also helps safeguard system administrators from the same errors that a normal system user might make. A great ECM will come with several levels of security that can be put in place to verify the deletion of files.  For example, an administrator may be given permission to delete files, but a separate employee is required to confirm and accept this deletion. By adding multiple verification steps or “safety nets” around your business critical information, you will further decrease your risk of a catastrophic data loss.

Human error is an inevitable factor in the world of IT. When it comes to your most valuable asset – your information – it is important to battle disaster with prevention. With the proper system in place, your document management processes can be streamlined and safeguarded. In short, a little bit of caution goes a long way, and an Enterprise Content Management System is the ideal security measure – just ask the folks over at the Veterans Affairs Tech Center.

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