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Document Storage

Your firm or organization could be handling and storing Paper Documents such as Certificates, Licenses, Agreements and Photographs. Some of these might need frequent access without compromising their integrity and security. To help you access your important documents without necessarily carrying them around, Storage Companies offer document archiving solutions.

Document storage facilities have been liasing with people both domestically and commercially for years and will continue to do so for the foreseeable future… Are you like most people and keep important and sometimes irreplaceable documents in your home? Can you imagine the problems should they be mislaid, lost due to fire, or if you had a burglary and those documents were taken. Or have you taken the other course of action and spread everything about, leaving the Deeds of your house with the building society, your Will with the bank and placed the insurance policies in a tin box under the bed. Consider document storage. Apart from keeping those important documents together for security reasons, you would be helping your family or solicitor, who frequently experience problems when administering an estate, to know what documents do exist, should the unforeseen happen.

Storage companies who offer secure document storage use Document Management System. A document management system (DMS) is a computer system (or set of computer programs) used to track and store Electronic Documents and/or Images of Paper Documents. The term has some overlap with the concepts of Content Management Systems. It is often viewed as a component of Enterprise Content Management (ECM) systems and related to Digital Asset Management,Document Imaging, Workflow Systems and Records Management Systems. Document Management Systems commonly provide storage, versioning, metadata, security, as well as indexing and retrieval capabilities []

Document Storage

Records Management is the practice of maintaining the records of an organization from the time they are created up to their eventual disposal. This may include classifying, storing, securing, and destruction (or in some cases, archival preservation) of records. A record can be either a tangible object or digital information: for example, birth certificates, medical x-rays, office documents, databases, application data, and e-mail. Records Management is primarily concerned with the evidence of an organization’s activities, and is usually applied according to the value of the records rather than their physical format.

PDF

Archiving is a rather loaded word since doing it can be a widely varying activity. In many situations, archiving PDF files is a very good solution. In fact it was so attractive to some US Government Agencies that they encouraged their personnel to work on an ISO committee/working group to define a special subset of PDF called PDF/A that meets their needs better than plain old PDF might.

Generally PDF/A restricts the use of features of PDF that might make the visual presentation unreliable. Things like content that might change according to the day on which it is viewed. (Yes, you can do things like that in unconstrained PDF!) PDF/A also requires the use of certain features in PDF, such as including structural information that allows the content to be read, in a superior fashion, to people that are blind and to be extracted for reuse.

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