Disasters are occurrences that spring up when they are least expected. They can either be natural or man-made circumstances. Granted that no one has the absolute capacity to predict when a disaster will take place, it is best to always be prepared for the worst that could happen. Offices that store a lot of paper and electronic documents have the most to lose should a disaster such as a fire or a tornado destroy those documents. Losing these documents will not only cause potential problems to the company but also for the clients who have trusted their information with the company. It can cause the company a great deal of embarrassment to not be able to produce backup data that have been lost during a disaster.

Technology today has paved the way for more security in storing documents and data. Document management services offer document hosting on the Internet through a remote hosting site. The good thing about remote document hosting is that the documents are safely stored in a separate vault that is not affected by damage to the users’ computers or hard disks. This also allows for access to the documents with a PDA or a laptop wherever the users may be.

Computer Viruses
Computer viruses are the biggest threats to documents and data that are stored in computers and electronic storage devices. They are the reason that a lot of budget is being allocated for efficient anti-viruses and anti-spywares. The problems that computer viruses pose are endless and potentially devastating for the offices and companies. From destruction or corruption of data to theft of important information, the possibilities on how viruses can inconvenience companies are matters that should never be taken lightly. Practically anyone who has a computer or a PDA has experienced some form of virus or spyware attack that has caused damage to their computer systems. Viruses can cause minimal problems such as slowing down the computer processes but they could eventually cause a total breakdown of the computer system when undetected early. Loss of data is one of the primary concerns of any computer owner but there are devastating instances when virus attacks cause the computers to be completely inoperable.

A computer virus is a small software program that spreads from one computer to another and interferes with computer operation. Viruses can be spread from infected external hard disks or electronic storage devices. They can also be spread through the Internet, from corrupted e-mails or attachments. Malignant websites disguise themselves by offering “free” services or prizes that are really spywares that infect computer systems once they are clicked or downloaded. They also come in the form of attachments of funny images, greeting cards, or audio and video files. It is important to remember to only open or download attachments from trusted senders since e-mails from unknown sources can potentially contain viruses or spywares. Viruses can also be hidden in websites that offer free audio, video, game and file downloads. A lot of people fall prey to this type of virus scheme since mp3 files and videos are all the rage nowadays. They are also often sold at a price in music stores hence websites that offer such files for free can easily trick people who are looking to save a few dollars for entertainment. Yet there are instances that despite having saved some money from the free downloads, the users will need to spend quite a bit to have the damages caused by the viruses that came with the free downloads. Viruses can also come from pirated softwares that usually come with a hefty price tag but are being offered as a free download. There are also websites that ask for e-mail addresses before giving access to the file downloads. These are being sold to spammers or to advertising companies that use e-mails to advertise various products and services for different companies.

The people who create computer viruses use their innate intelligence and cleverness to wreak havoc in cyberspace. The viruses created constantly change and mutate to continually escape detection and cause damage before they are screened by anti-viruses. The probable reason for creating a virus is for the creators to feel a sense of satisfaction that they can cause so much destruction and watch as panic is being spread via the news and television. Their know-how on computers and information technology is being used for destructive purposes that could have otherwise been used for more productive innovations. Their extensive knowledge of computer networking, security systems, operating systems and file structures are utilized to carry on with their criminal acts in spying on other people via the Internet and destroying important data stored in users’ computers.

Water

Electronic devices’ primary weakness is water and moisture in general. Water corrodes the metal in the computers and damages their electrical system. Computers or laptops, once damaged by water, can be expensive to be repaired if they can be repaired at all. The hefty price of repair is comparable to the price of a new desktop or laptop hence, more often than not; people with electronics damaged by water are compelled to buy new computers. The loss of expensive desktops or laptops is aggravated by the loss of important data that is stored in the computer’s hard drive.

There is a possibility that complex pipelines inside building can burst and cause flooding inside the offices. Paper documents and computers are the valuable resources of offices that are most susceptible to the damage flooding can cause. Natural disasters like storms or hurricanes can break windows of the buildings and damage the contents of the offices including computers. In cases of fires, the built-in water sprinkler inside buildings can be set off and drench the computers inside the offices. The damaged computers is almost always synonymous to lost data hence saving important files in computers is not the most secure way of storing data. Online document management solutions offer a safe and secure way of storing data in remote hosting sites to avoid unnecessary data loss.

Fire

Even the safest buildings have the possibility to be damaged by fire whether by accident or by arson. If by sheer luck or early containment of the fire some computers are saved from total destruction; there is still the possibility that the computers can get damaged by the intense smoke caused by the fire. The intense smoke can corrode the delicate microchips inside desktops and laptops and can ultimately ruin the computer’s operating system. Fires can also occur from short circuiting of electrical wires inside buildings or even houses. It is quite devastating when such unpredictable incidences occur since they usually happen when no one is around to do damage control. Oftentimes, fires are detected when it has already been going on for a while and has caused substantial property damage. There are also instances when computer systems themselves experience overheating and electrical short circuiting which can cause fires. Irretrievable data loss is a huge problem that can cause the company to have decreased productivity and increased work to compensate for the lost information that are stored in the computers.

Identity Theft

People with ill intentions have penetrated cyberspace and have been committing crimes against individuals and companies at large. Computer crime can be broadly defined as any criminal activity involved in information technology infrastructure; including illegal access, illegal information interception, systems interferences, misuse of devices, forgery or identity theft and electronic fraud. Identity theft is potentially the most devastating of all the mentioned cyber crimes that are currently occurring all over the world today. A cyber criminal who has used the identity of another to create damage in a cyber community can cause irreparable damage to the involved person’s reputation and relationships with other people on the web. Valuable personal information such as access to credit card information and online bank accounts can be stolen through ingenious and devious means by scheming cyber thieves. They can also use credit information and online bank accounts to embezzle money without detection thus driving the account owner to bankruptcy. Credit ratings can be ruined and there is no easy way to quickly reverse the damages caused by the fraud. Usually, the criminal is able to make a string of illegal purchases before the owner can discover that the credit card is being used by someone else and report it to the bank. Stores cannot refund the bought products to the credit card owner since the criminal has already taken these products. While some credit card companies offer insurance against inappropriate charges, there are many kinds of purchases or services bought that are not fraud-proof.

Mother Nature

Hurricanes and earthquakes appear more often in the news more than before. The devastation caused by hurricanes can be lingering in terms of the financial effects from the damaged properties and lost manpower. The massive force from a hurricane can destroy a building’s windows and doors thus exposing the electronics and furniture inside to water and fire. Tornados can rip the roofs of houses and establishments and take with it the contents of these structures. Tornados have the power to carry with it debris as big as trucks and drop them in a place very far away from where they were picked up. Hurricanes and tornados can potentially damage computers even if they are inside buildings and offices by the sheer force of the wind and water getting into the buildings and destroying everything in its path. Areas that are prone to tornado attacks are never safe from potential destruction of their offices and homes and the valuables inside. Computer can be easily destroyed during a tornado or hurricane and the data inside the computer is inevitably lost. Saving important files through an online document management solution is still the safest way to protect data from loss and damage.

Terrorist Acts

Terrorist acts are performed when people least expect it. Like the calm before the storm, they strike during a day that seems no different from any usual day. During the 9-11 terrorist attack, many computers and data centers lost their valuable data due to the destruction of the buildings and some surrounding structures. The power outage also caused damage and loss of data to computers that are located in the New York area. Due to the money lost from losing important files and information, companies have become reluctant to trust data centers with their documents. Major cities like Los Angeles, Chicago and New York should not be the only ones to be concerned with the effects of terrorist attacks on the companies’ workflows and productivity. Terrorist activities can take place anywhere in the United States. Terrorists may decide that less lesser-known cities are more attractive targets since security has been increased in major cities in the United States due to the 9-11 attack. Today, storing documents in an online document management platform is the safest and most convenient way of keeping documents accessible and secure. Employees in charge of computers for document storage no longer need to bear the responsibility of lost data when online document hosting solutions offer a secure environment for documents.

Personal Sabotage

Successful companies and individuals are both susceptible to personal sabotage due to the envy harbored by detractors and rivals. A disgruntled employee, an ex-spouse or ex-lover who may have known the company passwords to have access to the desktop and laptop containing important information can easily destroy those data or use it to damage the company. The damage may come in the form of viruses being spread behind corporate firewalls to insidiously destroy company files. Data with no remote backups or extra copies will be forever lost.

If an individual or company is at risk for any of the aforementioned dangers, it makes sense to store important programs and data remotely. The cost of lost data dwarfs the cost of paying proven backup services to maintain multiple copies of data in multiple locations. The advent of online document management has helped companies in resting assured that their documents are safe and well-protected from destruction or theft.

Electronic discovery or eDiscovery was a digital tool used in only the biggest document encompassing cases. Over the past 15 years eDiscovery has become a common trend in the majority of litigation processes conducted daily. The cutting-edge technology in electronic discovery simplifies the document review procedure in criminal and civil cases. Between 55% and 88% of all litigation costs originate from the document review phase. It’s a crucial and hefty expense for legal firms. Up to 70% of data can be reduced by using eDiscovery. Considering that generally the review phase in the litigation process is conducted manually this is an incredible improvement.

The main objective of a basic first level document review procedure is to decipher if a document is ‘receptive’ or ‘non-receptive’ as it relates to a certain case or issue. This is the first step in the review phase designed to assist in dividing the documents in two categories. The process is started after attaining records following a legal “Request for Production of Documents.” Massive amounts of records in the millions often must be sifted through and examined by fellow volunteers and law firm associates. They must indicate four common principles during the review phase such as relevance to the case, confidentiality, legally protected information, and which documents are essential for the case.

Although, most individuals hired to aid in the examination of documents during the litigation are skilled like all manual tasks there will be inconsistencies. When different people are frantically searching boxes of information it’s bound to be error. These minor mistakes cost valuable time and money. eDiscovery provides legal professionals with an economic and efficient solution to their document review demands. Attorneys no longer need the assistance of large teams occupying entire floors painstakingly sorting through giant boxes stacked to the brim with paper documents in preparation for litigation. Now, legal professionals can utilize the eDiscovery technology to reduce costs, chaos, and inconsistency.

So, what is the legal professional’s alternative solution do? A litigation review program with eDiscovery simplifies your process creating an effective platform for you to win your case. It’s a computer program designed for the storage, sorting, reviewing, organizing, and accessing of files. This tool can effectively manage case files making the litigation process easier. A quality program eliminates the need to purchase software and permits users access from any computer with powerful data security enabled. Filter all of your records from a single database which allows collaboration and messaging. The ability to monitor reviewer activity quickens the pace of the process. The database should also be user-friendly. To completely ease the time consuming review phase compatibility with mainstream legal software such as IPRO and Summation is mandatory. This will increase productivity between tasks.

When investing in a litigation review program always remember to look for features that can ultimately speed up the discovery phase and create an efficient system to accomplish your objectives. A technical staff on call for around-the-clock assistance is an important feature to look for. Countless cases burn the midnight oil and having the assurance that if you do run into a problem at 2AM with the program help is available means the solution service has your best interest. Another must-have feature is a flexible interface which allows the resizing and rearranging of windows. Whenever you’re reviewing multiple documents the ability to switch windows with a click is essential. The best alternative solution for legal professionals is a litigation review program utilizing eDiscovery technology to save and simplify the process.

Data protection solutions are often fundamental for guarding your company’s continuity. The distinct Data Protection Act of 1998 requires the proper storage and use of personal records of customers by all businesses. If you fall into this category due to handling valuable client information, it’s regulated by law that you comply. This involves adopting a system that enables you complete access and retrieval of your information on a secure backup. Organizations that store all of their data on their own computer systems are at risk of a security breach. If a power surge occurs, your information is erased permanently. Acquiring data protection guarantees your records will be available when you need them. As a business, losing valuable information is not an option. It can cause immeasurable legal ramifications and a significant loss in profits.

An acceptable data protection solution provides a data backup system enriched in features capable to safeguard all of your information effortlessly. Any data that could damage your daily business activities if lost should be backed up. It’s difficult to restore financial transactions or accounts once erased. Always select those type of records to be protected. Data solution services should archive business data routinely. Storing data backups in a remote off-site area ensures additional safety. Generating copies on credible media formats is wise when implementing data protection in your business. Remember to primarily focus on your company’s documents. Files that you or your staff have created or edited. This category can even include specific emails displaying a recent transaction. Software programs that you’ve previously purchased do not need to be archived in a data backup system. These types of files can easily be reinstalled or purchased again.

In today’s industry, the collections of diverse infrastructures require specific solutions that can accommodate a variety of operating systems and platforms. What can e-Discovery services do for you business? The technology of e-Discovery can aid in the process of data protection. e-Discovery is an assembly of tools and actions used to make sure your electronic files are ready at all times. It converts your digital data into user-friendly unified formats. During the process, documents are transferred to TIFF files which can be easily managed on your most standard desktop applications. Although many businesses are familiar with the PDF format, TIFF is actually a better choice in archiving larger presentations. TIFFs have the ability to be edited and saved with minimum compression when archiving. Numerous images and vector based clipping paths can be stored and archived quickly. e-Discovery services use both forms of file formatting to accommodate users. Managing electronic files can be just as daunting if you do not use the right system. Document management and restoration tools produce a working environment where all files are quickly accessed in a streamlined format. There is no preparation time needed for presenting your documents, they are ready for display instantly in PDF or TIFF format. e-Discovery utilizes the perfected techniques of scanning, organizing, and document processing to secure your data. A team of professionals skilled in computer forensics carefully craft your data protection system for optimum performance.