Document Hosting - Storetec

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Document Hosting

Use of Storetec's digitization services extends from sole traders to companies listed at the very top of the London Stock Exchange (LSE). Whether these services are needed locally (a financial adviser's clients) or globally (for company offices in Europe or Asia, for example), they provide everything an individual or organisation would want to create the kind of document performance to satisfy even the most hardened critic.

The vehicle generating this performance is Freedocs; the brand name of Storetec's document hosting service. Documents are prepared, scanned, indexed and then hosted on Storetec's servers. All you have to do is log-on to access a service that integrates seamlessly with your desktop applications, creating an outsourced advantage with an in-house experience.

Features of the document hosting service include: accuracy, power, speed, legal admissibility, regulatory compliance, security and simplicity. Created in the cauldron of the commercial arena, Freedocs is first and foremost a product of the marketplace: client-led in development; client-focused in on-going evolution. Freedocs meets people's need for secure electronic document storage (EDS).

But the real jewel is the document performance produced by Freedocs online:
• search, find and retrieve in seconds (while a client or colleague is on the phone to you?)
• review a document or file quickly utilising the specialist viewing capabilities within the Freedocs system electronic storage and document performance
• email copies of documents for multiple colleagues at the touch of a button
• Portable electronic archives mean that you can work from any destination desk with access, locally, at home or Worldwide

What Freedocs delivers is an increase in productivity and the quality of the organisational working environment improves dramatically, with a Freedocs service that facilitates dexterity with documents, empowering people to perform for themselves.
If Freedocs is only part of the solution to your document storage needs, then Storetec also offers a complete range of standalone bureau services, that include: colour document scanning, confidential document destruction, electronic document management consultancy, large format scanning, microfiche/film conversion, UK &worldwide collection service.

The History of Document Hosting: Hosted documents are quite simply documents that are hosted on the Internet and not on a local server. To understand the history of document hosting and the sophisticated retrieval of documents from anywhere in the world we have become used to today we need to start with the internet’s predecessor, the ARPANET.

The Advanced Research Projects Agency Network (ARPANET) was the first functional packet switching network to be used commercially and enabled documents to be sent from one host to another including a numeric host address, message type and a data field. This enabled the sharing of data between multiple hosts. However, this was a host to host data sharing network and used file names and hosting names unique to the hosts network.

It was the invention of the Internet that saw the development of the universal coding system known as the ‘IP address’ unique to the host and the development of the names of the hosts network known as Domain Names. It is the logging into to these Domain Names either through functions or typically FTP access that allows documents to be stored or ‘hosted’ with access from any internet connection around the world.

Documents and data can then be accessed on a ‘hosting server’ rather than passed from sender to recipient. document hosting nowadays allows companies to function throughout the world, sharing files and documents and has changed the way in which companies will operate forever.

To read more articles in this series click on the link below:

The History of Document Scanning

The History of Invoice Capture

The History of Box Storage

The History of Data Capture & Indexing

The History of Microfilm & Microfiche Conversion

The History of Archive Scanning
Document Hosting - A Bluffers Guide: Document hosting is a method of storing documents that are not stored directly on a computer or a local server. Hosted documents are stored on an independent server. The documents can be retrieved by logging into the server with a secured username and password, and locating the documents using extensive search parameters. This kind of hosted service can provide benefits for file sharing between colleagues in organisations with offices in different countries, can provide file sharing between organisations and their clients and for smaller companies can eradicate the need for a local onsite server, which can prove costly and if breaks can cause massive disruptions to a business.

Storetecs document hosting solution is called FreeDocs and is an unlimited user file hosting system. Data is held within this system in an encrypted format so that without the correct password permissions the data is inaccessible. The information is mirrored on the hosting system on three separate servers in remote locations so in the event of any one failing, continuity of service is guaranteed.

To read more articles in this series please click the link below:

A Bluffers Guide to Document Scanning

A Bluffers Guide to Invoice Capture

A Bluffers Guide to Box Storage

A Bluffers Guide to Data Capture & Indexing

A Bluffers Guide to Microfilm & Microfiche Conversion

A Bluffers Guide to Archive Scanning
Document Hosting Industry Sectors: Document Hosting can be beneficial for a variety of companies from SME’s to blue chip organisations.
Storetec provide bespoke document hosting solutions for the following industries and understand why each has their own unique requirements:

•   Medical and Healthcare
•   Public Sector, Councils and Government
•   Construction and Architects
•   Education
•   Legal and Law Enforcement
•   The Leisure Industry
•   Aerospace
•   Financial Services
•   Charities and not for profit organisations

Below are a few examples of specific sectors and why document hosting with Storetec is the ideal solution for their business needs.

Public Sector, Government and Councils:

The Public Sector create documents that are required by law to be kept in their original format, however the majority of their paperwork can be stored in electronic format and the Government has set out targets to move towards an E-Government. Storetec are also dedicated to helping authorities comply to E Governments standards.

Storetec’s document hosting can benefit these organisations by:

•   Meeting Government targets & targets under the Freedom of Information Act
•   Reducing Costs
•   Sharing of information between organisations and departments
•   Scanning archive records

Legal and Law Enforcement:

Every Partner involved with the legal process knows access to up to date information is vital to the reinforcement of the law and the justice system. Using bespoke document hosting, all involved with the legal process could have the ability to access, search and retrieve information quickly and securely and have the right tools to efficiently manage all their documentation and information sharing.

Examples of documents that legal and law enforcement organisations may require scanning are deeds, evidence, court files, case notes and police records. The legal sector may hold extremely confidential information. Storetec offer a secure disposal service for documents that carry sensitive information making them an ideal solution for document hosting.

To read more articles in this series please click on the link below:

Industry Sectors Document Scanning

Industry Sectors Invoice Capture

Industry Sectors Box Storage

Industry Sectors Data Capture & Indexing

Industry Sectors Microfilm & Microfiche Conversion

Industry Sectors Archive Scanning
Document Hosting Legislation: Document Hosting describes taking a physical or electronic document and storing it in a hosted file; some of the reasons for implementing document hosting are as follows:

•   Reduce errors from lost documents
•   Improved sharing and collaboration
•   Make compliance with standards easier
•   Eliminate paper storage costs

The two main legislations governing hosted data files are the Freedom of Information Act 2000, and the Data Protection Act 1998 (sometimes known as The Freedom of Information Bill).

The Freedom of Information Act 2000 deals with the rights of individuals and organisations to have knowledge and access to any information that is relating to them. Under the Act, requests may be made to organisations to reveal any information held on a person or company so easy retrieval of documents and information is essential to the compliance with the Freedom of Information Act.

Under the Data Protection Act, a company must advise the ICO (Information Commissioners Office) of what types of information they may hold on individuals and the format and process it will be handling and storing private information such as names, addresses and passwords out of the public domain.

Storetec specialise in implementing data management solutions that ensure compliance with both the Data Protection Act and the Freedom of Information Act.

To read more articles in this series please click on the link below:

Legislation Governing Document Scanning

Legislation Governing Invoice Capture

Legislation Governing Box Storage

Legislation Governing Data Capture & Indexing

Legislation Governing Microfilm & Microfiche Conversion

Legislation Governing Archive Scanning
Document Hosting Case Study: Companies looking to outsource their data hosting should choose the company they use carefully.

“Companies and organisations had previously failed to take data loss seriously” according to Rupert Casey, partner at the MacFarlane law firm “that stemmed from the fact that data protection law never had any bite to it”. He was in this instance referring to the fine given to Zurich Insurance in 2010 for serious loss of data.

Margaret Cole, the FSA’s Director of enforcement and financial crime said: “Zurich UK let its customers down badly”.

In August 2008 data on policyholders, including in some cases bank account and credit card information went missing. Zurich UK were unaware of this until a year later. The data apparently went missing during a routine transfer to a data storage centre.

Margaret Cole on behalf of the FSA also commented: “Zurich UK failed to take reasonable care to ensure it had effective systems and controls to manage the risks relating to the security of customer data resulting from outsourcing arrangement”.

Margaret Cole added that “to make matters worse Zurich UK was oblivious to the data loss incident until a year later” and that “firms across the financial sector would do well to look at the details of this case and learn from the mistakes that Zurich UK made.

Storetec provide a document hosting solution where the information is held in an encrypted format, is constantly backed up and held on 3 separate servers in 3 separate locations. The information held in the system can be accessed from anywhere in world via an internet browser provided the correct security credentials are held by the user.

Acknowledgements: http://www.fsa.gov.uk/pages/Library/Communication/PR/2010/134.shtml

To read more articles in this series click on the link below:

Document Scanning Case Study

Invoice Capture Case Study

Box Storage Case Study

Data Capture & Indexing Case Study

Microfilm & Microfiche Conversion Case Study

Archive Scanning Case Study

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