Document Imaging – Back Up Tips

How to make sure your documents are securely archived in
case of a disaster!

Document imaging systems are a wonderful way of protecting
information that was traditionally stored on paper.
Typically, once the documents are scanned into the system,
the paper is destroyed.  Many people rely on their tape back
ups as the sole source for insuring that their documents
are protected in case of a disaster.

Here is my recommend method of setting up a document imaging
system:

1.  Your document imaging server should be a dedicated commercial grade
server such as a HP.

2.  Store the documents and metadata on the hard drives of
the server using RAID technology or on a SAN.

WARNING!

Do not seperate the image server and the document storage across a wide
area network.  Based on my experiance this will cause performance problems.

3.  The imaging data should be backed up on a tape back up unit using
a proven rotation scheme such as a 12 tape rotation. I highly
recommend using the SQL back up agent of your back up software such
as Veritas Backup Exec.

4.  I also, recommend that the imaging data be burned to CD or DVD’s
and kept off site.  These should be kept in a bank vault or secure
place at least 30 miles from the office. Also, the media should be
kept in their protective cases and in a cool and dark environment.
 
I don’t recommend using Laserfiche Plus because incase of a disaster would take place it would be a lot of work pulling the whole imaging system back from these CD’s.

I do recommend that you use the volume feature of Laserfiche to separate
the imaging database into a size that would fit on your media.  And,
if you use the proper procedure for transferring that volume to
removable volume on CD, you will have the necessary media with images
and meta-data to completely rebuild the imaging system from the ground
up if necessary.

I hope this helps, if you would like to contact me
feel free to send me an email at larry.phelps@solbrekk.com

Take care,
Larry

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