As organizations increasingly travel towards a paperless environment due to an increasing need in storing more and more documents, a proper Document Management System (DMS) must be in station to cope not only with the increasing volume to keep these documents but also to accomplish sure that these documents are searchable for exercise in the future.
There are a few basic components of how an electronic document management system ought to have. Any organization contemplating the feasibility of such a system would have to consider these factors before implementing it.
1. Capturing
There are two parts to this – (1) migrating all frail documents into the new platform and (2) capturing of future documents. For the stale, documents are usually in hardcopy form and needs to be scanned. All softcopy documents can be imported in their native formats. Current processes may need to be planned to incorporate capturing of future documents in electronic formats, bypassing the need for scanning.
2. Storage and Archiving
There is a need to know the loyal location where the documents are to be stored – offsite in an external server or hosted in-house. Requirements needed are the amount of storage space and the accessibility of data.
3. Indexing and Retrieval
Indexing and retrieval are intricately linked. Without a proper indexing process, searchability of electronic documents is considerably reduced as volume exponentially increases with the growth of the organization. Indexing can be done via text indexing, templates, meta-data and a file/folder structure.
4. Distribution
An electronic DMS can benefit any organization that has many offices separated by large geographical distances. Email systems have already attested to the benefits of increased and effective communication across large distances. An electronic DMS can aid in greater and more efficient collaboration.
5. Security
Data stored in electronic forms have different security requirements from hardcopy storage of documents. Less physical in nature, electronic documents can be easily accessed, duplicated and transmitted. Security procedures like authentication, access rights management, audit trails ought to be established so as to protect the confidentiality and sensitivity of certain information. A disaster recovery plan ought to be implemented in case of emergencies as well.
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Filed under Hosted Email Archiving Solutions by on May 12th, 2011. Comment. 
eDiscovery is a process executed to help legal teams and departments sort, cull and retrieve relevant electronic data as proof for litigation. The results can large, and now there is an overwhelming increase in the question for eDiscovery solutions. The complexity of the process can cause many corporations to seek help from outside sources, but those same corporations are gradually awakening to the fact that outsourcing is often an expensive endeavor.
Organizations are now taking the initiative to implement in-house eDiscovery solutions in order to cut down on those heavy expenses. In doing so, it is essential that companies first evaluate the nature of their eDiscovery process and which segment should be in-sourced to generate obliging ROI. There are also other factors that govern the decision for implementation of in-sourced electronic discovery solutions:
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Transparency – In-house eDiscovery solutions facilitate cost visibility for the duration of the eDiscovery process, and also assess its effects on the entire management.
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Control – Managing the data, people and tools in-house gives better insight into eDiscovery search performance and also minimizes the risk involved in trusting outsiders with internal investigations.
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Greater efficiency – You can build your data and processes, thus reducing your costs over a span of time. With every case you will gain experience and become proficient in collecting, processing, analyzing and reviewing documents. There is no need to hire novel people or install new software for each new case.
When any organization decides to implement an in-house eDiscovery solution, they should follow these tips:
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An eDiscovery solution should have the capacity to perform all the processes defined by the EDRM standard. It should be adept in information management, identification, preservation and collection, processing and early case assessment, providing concise data to the legal team for review. If the eDiscovery solution fails to serve its overall purpose, it only adds to your woes.
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Companies who plan to use in-house eDiscovery should pronounce on using an open integration platform that supports various email systems, storage and archiving systems, content and document management systems. When the data is migrated from one server to another, the system should be able to read from both servers. The eDiscovery tool’s versatility is the key to an effective eDiscovery process. It should read data from desktops, laptops, shared file servers, PCs, voice management systems and storage systems as well.
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The performance of in-house eDiscovery tools should not waver in the absence of employees, and should have a flexible schedule that can be processed with no disturbance to normal functions.
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The tools should be compatible with corporate records and management policies such as data back-up, migration, etc., to avoid any accidental data deletion.
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The eDiscovery solution that you implement should be able to identify stored information with relevance to bid type, access time, system location and size, and create a complete profile of that data so you are aware of the liabilities and can respond quickly to legal requests.
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The solutions provided should not alter the existing data while moving or copying it. It is essential to gain data in its original beget.
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All relevant information should be available when required for any legal or auditing purpose before the collection process is completed. This means that during the process of collection and preservation, the solution should be capable of providing data that has been saved and indexed.
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Any processing action should not change the current content. Attaching digital signatures validates the authenticity of the content before and after the collection process.
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Searching for items, terms and language in files, emails and attachments accurately is what makes eDiscovery solutions worth the investment. Performing critical search operations with complicated language helps reduce the cost and time of the companies.
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Invest in a solution that is easy to use and maintain.
Many organizations are beginning to understand the value of in-house eDiscovery for internal investigations. The costs that can be saved, the reduction of time lost when responding to legal requests, the better handling of internal data storage and management are some of the advantages that are prompting organizations to adopt this new arrive.
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Filed under Hosted Email Archiving Solutions by on Mar 15th, 2011. Comment.
Today electronically stored information is increasingly being used in legal matters as evidence. Hence, laws have been enacted for the preservation and disclosure of electronic evidence. In the past, lawyers had to perceive through hundreds or thousands of physical documents for evidence, but now the increase in electronic data has made searching for evidence an arduous task involving millions of files. Digital evidence includes email, word processing documents, instant messaging histories, digital photographs, backups, printouts, ATM logs, spreadsheets, databases, internet browser histories, digital video and audio files. Basically anything that is stored or transmitted in digital format is considered digital or electronic evidence.
Recently, it has been noted that digital evidence has become an indispensable factor for lawyers losing cases or facing fines. And this has been happening not because courts have reservations regarding the authenticity of digital evidence (as it can be easily modified) but because of the inability of lawyers to process digital information accurately.
Challenges of Processing Digital Information
Lawyers identified three major reasons behind the worry in producing digital evidence. They are the voluminous amount of electronically stored information, time constraints for conducting investigations thoroughly and, above all, the absence of good eDiscovery technology that can carry out eDiscovery requests successfully. Let's explore it further:
1. Electronically stored information is voluminous.
Corporations today rely heavily on electronic communication because it is simple, easy and fast. Hence, a great amount of information is stored in digital form. Enterprises and organizations retain almost all these records on the belief that it might be useful in the future as proof for litigation. And in some cases, due to simple retention rules which are usually event dependent, much unnecessary and insignificant data gets stored. Therefore, during corporate investigation s, lawsuits, or regulatory audits, lawyers would have to sift through a mountain of significant as well as insignificant information.
2. Filtering electronically stored information is time consuming
Since everything that is in digital form is permissible as evidence per federal and residence regulations, it is a time consuming process to filter data stored in network drives, both Mac and PC, desktops, laptops, PDAs, Smartphones, voicemail, content and document management systems and storage and archiving systems. Moreover, good keyword choices are also crucial in identifying and processing electronically stored information. If dreadful search terms are used, then filtering such voluminous data would lead to nothing, and lawyers would have to wade through every single page.
3. Absence of good eDiscovery technology
An effective eDiscovery technology is crucial for successful processing of eDscovery requests. When an eDiscovery request is made, enterprises and organizations have no other choice but to comply with the request since non-compliance could mean incurring millions of dollars in fines. Therefore, if the eDiscovery solution deployed fails to serve the purpose, it means huge losses.
How to Process Digital Information Successfully
The acknowledge is a pleasant eDiscovery solution. It would put an demolish to all the problems faced by lawyers in processing digital information accurately. Let's look at what a good e Discovery solution should be capable of:
. Managing all eDiscovery tasks defined by the ERDM standard
• Reading and retrieving data from diverse sources
• Optimum search accuracy
• Easy to deploy, use and maintain
• Cost effective Hence, investing in good eDiscovery software translates into the easy management of enormous amounts of information and the effective processing of digital information.
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Filed under Hosted Email Archiving Solutions by on Mar 4th, 2011. Comment.
There is an updated version of a favorite messenger becoming even more popular then the previous free version was. With the updated version of Trillian instant messaging program you salvage better file transfers and much more all for free.
This program combines Yahoo, Aim, ICQ, IRC, and MSN instant messengers into one flawless application. If you have multiple instant, messaging programs this one free program can eliminate all of those multiple windows of instant messaging clearing your desktop and freeing up the power your computer needs to operate.
With Trillian, you no longer need to open all your instant messaging programs when you download install this free motivating force of an instant messaging program. It will open its enjoy windows to chat with your friends no matter which free instant messenger program they are using. It will eliminate some of the drain on your CPU so you can still surf the acquire or listen to your celebrated tunes as you chat with your friends or work.
Trillian users have always enjoyed audio chat capabilities, as well as text messaging across multiple instant message programs. This updated version allows for quicker file transfers, massive chatting in tons of chat rooms, icons for friends it now allows for message archiving, research with integrated wikipedia support.
If you bask in using the emoticons within the free instant messaging programs, Trillian has plenty, but with a twist, these emotions have sound with them, making chatting you’re your friends even more fun. They can be musty accurate here in this free application and many people who use chat programs cannot live without these little emoticons so this makes it much more enjoyable for them.
Trillian does handle multiple email accounts, so if you get new email on any of them, this program alerts you, so you will never miss that next important email. This is a well-rounded instant messaging program, perfect for both personal and work related chatting.
One very cool feature within the trillion instant messengers is the ability to run multiple identities within one program. This means if you have two yahoo names, a personal name and a business name you can use them both here, and the program keeps them separate.
Trillian has stout color capabilities along with multiple fonts so your chat windows can be colorful and exciting to spend. Best of all this is free!
This free combination instant messaging software is infamous platform, which means it will work on all operating systems. This means you can use the Trillian program if you are on win98, ME, 2000, Xp or vista which is great.
more information
http://www.ceruleanstudios.com/learn/
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Filed under Hosted Email Archiving Solutions by on Feb 10th, 2011. Comment.
As organizations increasingly move towards a paperless environment due to an increasing need in storing more and more documents, a agreeable Document Management System (DMS) must be in place to cope not only with the increasing volume to withhold these documents but also to make sure that these documents are searchable for use in the future.
There are a few basic components of how an electronic document management system ought to have. Any organization contemplating the feasibility of such a system would have to judge these factors before implementing it.
1. Capturing
There are two parts to this – (1) migrating all old documents into the new platform and (2) capturing of future documents. For the former, documents are usually in hardcopy form and needs to be scanned. All softcopy documents can be imported in their native formats. New processes may need to be planned to incorporate capturing of future documents in electronic formats, bypassing the need for scanning.
2. Storage and Archiving
There is a need to know the exact plot where the documents are to be stored – offsite in an external server or hosted in-house. Requirements needed are the amount of storage space and the accessibility of data.
3. Indexing and Retrieval
Indexing and retrieval are intricately linked. Without a proper indexing process, searchability of electronic documents is considerably reduced as volume exponentially increases with the growth of the organization. Indexing can be done via text indexing, templates, meta-data and a file/folder structure.
4. Distribution
An electronic DMS can benefit any organization that has many offices separated by vast geographical distances. Email systems have already attested to the benefits of increased and effective communication across large distances. An electronic DMS can aid in greater and more efficient collaboration.
5. Security
Data stored in electronic forms have different security requirements from hardcopy storage of documents. Less physical in nature, electronic documents can be easily accessed, duplicated and transmitted. Security procedures like authentication, access rights management, audit trails ought to be established so as to protect the confidentiality and sensitivity of certain information. A disaster recovery plan ought to be implemented in case of emergencies as well.
Related Posts
Filed under Hosted Email Archiving Solutions by on Jan 24th, 2011. Comment.