Benefits

Electronic Document Management (EDM)

Discover the protection and time-saving benefits of switching to a paperless office. First, your filed documents are never more than a few clicks away. Second, no more leafing through file cabinets looking for a file someone borrowed and forgot to return! Third, you get built-in protection against disasters (fire, flood, hurricane, stuck file drawer) which can destroy your paper files. Duplication of electronic files is the fastest and least expensive method of document backup. Departmental file sharing increases work flow, and at the same time, adds file security so documents are only accessible to those who have rights to them.

A solid data backup strategy is one of the basic tenants of a business plan that utilizes any sort of computer infrastructure.

This strategy protects critical business information from mistakes that will occur, failure of the mechanical hard drive within a computer and intentional damage.

It may sound like a subject that receives much more attention than needed, but it continues to cost businesses millions in lost revenue, repair costs and worst of all, lost customers. Customers you spent a lot of effort and advertising dollars to win in the first place. JAS can help you by partnering with you and providing you the Electronic Record Management tools you need to execute your company strategy plan. 

Case Studies

And smaller businesses are at the highest risk. Why?

So, a few $0.25 CDs protect the financial records of a million dollar business. That's a wager for the truly adventurous!

Here are some of the most dramatic examples of actual events. In each case, the business believed their backup strategy covered their needs. In most cases, they contacted JAS Document Solutions after a serious flaw was discovered in their strategy.

• Nov '03, medical practice with six physicians in the office lost six months of patient records due to unreadable tape backups that were discovered in the process of recovering from a hard drive failure.
  • Losses ~ $312,000 in billable time, patients who left the practice and repairs.
     
• Sept '03, dental clinic lost four months of appointment records due to disgruntled employee damage and a failed backup process.
  • Losses ~ $148,000 in billable time and additional employee wages attempting to reschedule appointments.
     
• July '04, contractor loses five months of payroll and project financial records due to the failure of a manual backup process that generated unreadable CDs.
  • Losses ~ $12,000 of additional wages to re-enter some data and a total loss of project financial and IRS payroll records.
     
• Feb '04, law firm loses two years of client records due to a failed hard drive and a tape backup process that failed to actually write to tapes.
  • Losses ~ $5,000 in additional wages to reenter some data and a total loss of client records.
     
• Oct '04, An evaluation of backup procedures saves the records of a legal firm!
  Backup control software on the office file server did not exist. An analysis of the situation determined the application had been removed over one year ago! Employee tampering is suspected. Backup processes were implemented immediately to protect against any loss of information and avoid any impact to business operations.

This is not a backup strategy!
Think about the physical aspects as well as overall strategy...

• Sept '05, an employee of a financial firm plugs a space heater into a power source used by the office file server. The overload protection trips, corrupting the file structure on the server's hard drives, leaving client information destroyed. No backup process was used according to an employee because the server was "new and should not be an issue".
• Losses ~ $650 for data recovery services along with an untold loss of client accounts.
   
• Jan '06, a firm is burglarized.
Computers that were not removed from the premises were smashed beyond repair, along with most the office furnishings. Backups were kept locally and as a result, a complete lost of business data.
• Losses ~ no dollar estimate at this point in time. Many questions remain as to the ability to continue business activities.
   
• April '07, a medical firm loses a majority of its patient records due to an employee "forgetting" to change backup tapes over an extended period of time. The oversight was identified only after the loss of a hard disk drive on the practice server.
   
• May '07, a pet care company loses two months of critical business information due to the failure of a tape backup system.

  This is where JAS Document Solutions partners with you to provide Any Document, Any Where, Any Time.

• Nov '07, Earlier this month, southern Mexico suffered massive flooding after 10 days of storms and heavy rain. Hundreds of thousands of people lost their homes and were left stranded in the muddy flood water. This was a great help to the relief efforts due to the lack of supplies and shelter. Initially, 1,000 temporary shelters were opened and housed more than 110,000 people. But, the waters kept rising, forcing 800 of those shelters to close down and relocate their occupants. The floods in Tabasco are being likened to the aftermath of Hurricane Katrina, which hit the southern United States in August 2005. Villahermosa, much like New Orleans, lies at sea level or lower and became a bowl for collecting the overflow of the seven rivers surrounding the area. Water levels rose up to 6 meters deep, causing an estimated $5 billion in damage.