Hierarchical Storage Manager (HSM): Electronic Records Management
Store, move, delete, and back up records and documents electronically that meet administrator-defined criteria
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THE NEED
After you have scanned, indexed, stored, and archived your entire repository of vital institutional knowledge and confidential records, you need to manage those important documents. Your organization needs to make sure that your files are backed up—and backed up regularly—in the event of a catastrophic event or a serious hardware failure. In addition, you need to be aware of specific industry regulations such as HIPAA, Sarbanes-Oxley, Gramm-Leach-Bliley, and others, and how they relate to the document lifecycle. It can be a challenge to ensure that you retain files for as long as regulations stipulate and purge your system of the documents you don’t need.
THE DOCFINITY SOLUTION
DocFinity® HSM (Hierarchical storage manager) removes the human component to managing your document storage and information repository. Hierarchical storage management’s archiving and document storage software automates the records retention schedule and automatically backs up all of your vital information—all without human intervention after the initial set-up.
This module assists organizations in addressing the document-centered stipulations set forth in electronic record retention regulations and gets rid of the human element in ensuring compliance, as it can automate digital preservation and document retention as well as purge old records electronically. HSM includes retention schedules, audit trails, move and purge requirements, data migration, and various other records management tools, so you can implement retention and destruction schedules automatically. When it is paired with other products in the DocFinity suite, your organization will be empowered with a solution that not only addresses regulatory challenges, but also provides the means to increase the control of content, reduce risks, and ensure document integrity.
To maximize efficiency, it is often advisable to store current documents on a cache drive or stand-alone optical. Once data is no longer current (after 30 days, for example), you can move the data to permanent storage. DocFinity HSM will perform these functions automatically, helping you to migrate data to less expensive media at the right time and delete records electronically. You can specify when to move specific files, when to purge files, and how many files to move at any one time.
HSM will also allow the DocFinity system to back itself up whenever you specify. Your administrator can set up HSM to copy documents to off-site storage or to multiple servers at multiple sites. The options for backing up files are limitless, and the potential for human error is removed after the initial set-up. Disaster recovery can be assured with HSM.
HSM audit trails can protect your organization from a lawsuit. Regulations mandate that particular files be kept secure and private. No matter how secure your system is, some employees must have access to it and rogue employees with proper rights could potentially wreak havoc. However, HSM audit trails— combined with the full system security provided by the DocFinity suite—could protect your organization from litigation by demonstrating the security precautions you’ve taken and pointing the finger at the real perpetrator: the deceitful employee.
