Company Data Archive
Do you want a Document Management System that
provides a data backup archive and recovery system and
is...
- technology proof
- future proof
- duplicated offsite for complete data security
- efficient with office space
- legally admissible
- financially inexpensive
- accessible by the latest digital technology
- and will last for 500 years?
What you need is a Corporate Data Archive (CDA)
A CDA is an entity that holds the
electronic
records of an organisation in a fixed, frozen format for 500 years. It transcends obsolescence, whilst allowing digital or analogue access at any time using the latest digital technology.
The fundamental weakness in many Optical Disc (OD) or digital document systems is exposed when, in quite short periods of time, it is necessary to migrate away from obsolete to "new" technology. Migration of basic data is not always achieved easily, cheaply or necessarily accurately.
At the time of migration (or initial creation) a CDA can be automatically created at minimal cost. The CDA can be used for future migrations of digital data without the fear of corruption.
A CDA stands up to Cost Benefit Analysis
Every company should have a Corporate Data Archive (CDA). Very few actually do and even then most will not stand the test of time against technology.
A CDA can be created using your existing Document Retention Programme usually at a lower cost than storing information either digitally and/or on paper.
When preserving data long-term (5 years plus), digital technology does not provide the data security that such records require. If the hardware and/or software used 5 years ago no longer exist, then the data itself is at risk. Many State Legislatures in the USA now insist that mandatory public records with a life of more than 10 years must have one copy kept in analogue format (paper or film).
A CDA that is designed to maintain information for the long-term - 5 to 500 years - cannot be digitally based, IT MUST BE ANALOGUE. Using Film Based Imaging (FBI) a CDA can be constructed for any organisation that will keep all records, either electronic or paper, for 500 years: always accessible by the latest technology; most likely at a price lower than your existing long-term storage program.
A CDA contains the basic information that lets the organisation survive. Without this hard won knowledge there is no future.
Few organisations contemplate the cost of not having the basic corporate information available. Switch on the PC, open the filing cabinet or turn on the computer - and nothing happens! The cost of such a crisis can be oblivion. (It is recognised that 75% of organisations that lose their basic data in a disaster are likely to cease trading). Fire, flood, maverick employees, technology/software obsoloscence and plain stupidity can all produce such a nightmare scenario.
A CORPORATE DATA ARCHIVE (CDA)
provides against all of these eventualities.
Because it is - ANALOGUE
- technology proof
- 
future proof
- duplicated offsite for complete security
- financially inexpensive
- efficient with office space
- instantly accessible (delivers to the point of need)
- run by staff who do not demand premium salaries
A CDA is suitable and desirable for all organisations whether their current information is:
- only digital (of any type or types)
- only paper based (now)
- a combination of both
The premise of a CDA is that no matter what type of data has to be preserved in the next 500 years, it can be catered for. Peace of mind at a price within existing budgets. All data in a CDA is in a permanent, fixed position. No record can be altered, moved or deleted. The media will never invalidate the message.
The base on which the CDA is built is FBI (Film Based Imaging). All information whether on paper, disk, tape, hard drive or mainframe is reduced to ONE analogue medium with a 500 year life span - MICROFILM. The CDA holds all records centrally with a duplicate copy offsite in a secure location.
A CDA using FBI technology is year 2,500 compliant
These film based images can be used throughout an organisation of any size. From here the CDA can supply the basic data back to paper, any PC, fax or mainframe computer - anywhere, anytime, quickly, cheaply and more importantly, forever.
Even if your organisation is the "first" member of the paperless society the advantages of a CDA are enormous.
If all computer systems within the organisation are completely compatible i.e. every departments data can be interrogated by every other department, then having all data downloaded into a CDA is still very important. Not only is all data very secure, but it can quickly be re-digitised back into the main system if it crashes (100% disaster recovery) or of course, into any new technology that comes along (technology and future proof). Rarely used information can be kept only in the CDA to save disk, hard drive and juke box space without loss of access.
If like many organisations, the various electronic systems are not compatible with each other, then a CDA provides a complete remedy. All data is downloaded to the CDA using the appropriate digital to FBI software. All data is now in one fixed, permanent format. Again using the appropriate FBI to digital software, department A's incompatible data can now be interrogated by department B's system and vice versa - complete corporate workflow practices now become possible for the first time!
How a CDA Works - Inputting Data
Digital Information
There are many formats of disks and tapes and in the main there is equipment and software available to cater for most types. Even with obsolete technology, if the information can be downloaded to paper, then conversion into the CDA is simple and the data has been rescued.
Existing OD or Digital system
It is possible to have all your information downloaded into the CDA at any time. This provides a complete systems back up, demonstrating a major capability of this active archive. Also, at the time of migration to a "new" system from an "obsolete" one the CDA can be created simultaneously at either little or no cost.
Mainframe tapes and disks...
...can be converted using COM (Computer Output to Microfilm devices). There are a number of companies who do this as an outsourcing service. Conversion takes place at speeds of up to 250 documents per minute. However, where internal demand is substantial this can be completed in-house using the appropriate equipment.
...can be converted using a Flexible Digital Converter. Similar to COM equipment, these have been specifically designed to take digital data from many sources with various formats and convert it to FBI. This can either be outsourced or depending on the existence of an economic workload, completed in house. Conversion takes place at the rate of 240 documents per minute.
...of any type can be converted with many items of tried and tested equipment. This conversion into the CDA can be completed in house using FBI Paper Convertor Input Devices or outsourced. Sales or Purchase invoices; computer printouts (any width); personnel, costing, marketing records etc. can be converted at the rate of up to 300 documents per minute.
How a CDA Works - Outputting Data
There are many ways of obtaining output from a CDA. These depend on the level of technology that is economically desirable to employ. The technology can vary in sophistication - from looking at a screen; having a printout produced; or interrogating information by PC anywhere in the world. The level of sophistication required should be governed by the number of times that each type of data is going to be interrogated - what is the point of having large amounts of expensively held data on-line when it is rarely referred to with urgency? From a CDA, it can be supplied to a PC upon demand within minutes anyway.
Electronic data only system
The computer system is used at present and the CDA is only used as a disaster back-up. However rarely used data can be purged from the system freeing up expensive memory and recalled digitally using "On Demand" Digital FBI Output equipment for low volumes of information and FBI Production Scanners for high volumes of information.
Hybrid Electronic and paper based systems
The computer system is used at present. Once the paper based information has been converted into the CDA there is no longer any need to keep the original paper work. The information is available from the CDA using "On Demand" Digital FBI Output equipment direct to any PC in the organisation. After using the information on the PC, it can be discarded as the original data is always in the CDA. If paper output is required at any time then an FBI reader/printer can achieve this.
Paper Based Systems Only
Using an FBI reader/printer, the information can be interrogated from the CDA either by reading from an FBI screen or obtaining a paper copy. It is also possible to obtain, very economically, a duplicate copy of various parts of the CDA - e.g. all sales invoices for the accounts department. These duplicate copies can be used as an independent information centre. The CDA will still have the original records on file for other users needs.
Conclusion
A CDA based system can easily be adapted as an organisation grows and needs to embrace new digital technology in the future.
The CDA will always have access to the latest equipment and never be parked in a technological cul de sac.