Converting

13200 NW 38th Court - Miami, Fl 33054

Office:305.688.2900 - Fax: 305.688.2916

SCAN IMAGING & DIGITAL FILE STORAGE

WHY DO I NEED DATA PROTECTION SERVICES?

Data processing operations have evolved with breathtaking speed over the past few years, expanding from very large mainframe operations to small business networks. Today, most business enterprises, whether large or small, cannot function without their electronic data; ushering in a new age of risk and vulnerability to their continued existence. Critical data loss is expensive, may involve illegal acts, and can seriously threaten the continued survivability

of the unprepared business. At a minimum, recovery of lost data can be very

expensive. Moreover, the recently enacted Sarbanes – Oxley law provides civil and criminal penalties for some companies if data supporting financial reporting cannot be recovered on a timely basis. Protection of critical and compliance data must be taken very seriously. Your job may depend upon it.

• A large distributor of periodicals and newspapers operated via branch offices

throughout the United States and Canada. The home office relied on wide

area networks to receive critical data input from the field, but depended on

each branch to protect its own locally produced data. One branch, located in

a downtown office, was destroyed by a fire, which consumed the entire row of

buildings in the block. Having faithfully backed up their critical data, the staff

relied on a fireproof safe in an upstairs office for protection. It took seven days

for the fire department to cool the ashes enough to permit a search for the safe.

It was found in the basement cavity; and when opened the company found

the plastic covering for their media had melted and the tapes were unreadable.

• The State of Ohio backed up critical data from one of their networks to a

removable storage device, but delegated responsibility for offsite storage to an

IT intern. Sadly, one night the intern’s car was broken into and the device

stolen. It was soon discovered that the device contained personal data of a

very large number of state employees. The state incurred a huge unbudgeted

expense estimated to be in excess of $3,000,000 to implement identity theft

and credit monitoring measures for the affected employees

WHY AM I AT RISK?

Data in electronic form is vulnerable to loss or corruption unless protective measures are taken. Risk takes many forms, and nothing short of a thorough understanding of internal and external threats will permit IT professionals to develop plans and design actions to protect their critical data. From its earliest days the industry has recognized the absolute necessity for strong measures designed to permit timely recovery from serious loss. To insure the survival of their critical data IT professionals have adopted a series of best practices to eliminate or mitigate the risk. All credible threats must be taken seriously.

THREATS

Threats can come from both internal and external sources, all of which must be considered in developing a recovery plan. Internal threats include equipment failure, power surges, employee dishonesty, sabotage, fire, flooding and environmental contamination just to mention a few. The greatest threat, however, is employee negligence, carelessness, user error, unintentional mistakes or improper operating procedures. External threats can affect a single building or an entire region. Acts of nature, (such as hurricanes, tornadoes, floods, blizzards,

and earthquakes), frequently shut down major data processing operations when

they occur. Other external threats such as power failure, communication failure,

environmental contamination, urban riots, strikes, localized explosions and transportation disasters can also shut down computer operations.

LEADING CAUSES OF DATA LOSS CONSEQUENCES

Data compiled by the Disaster Recovery Institute finds that the majority of businesses experiencing a serious loss of critical data will fail within two years. The reason is simple: They are not prepared to deal with the consequences. These include bad publicity, loss of customer confidence, loss of internal workflow, loss of sales capability, inability to process customer orders, loss of cash flow, and the extremely high cost of manual restoration of critical databases. In short, a business that is unable to quickly recover computer operations is at high risk for failure.

CONTROLLED ACCESS

Controlling who has access to your critical data is a matter of serious concern. File Pro will advise you in setting up protocols and levels of access for you and your staff. Thereafter, these will be strictly enforced, insuring that only authorized persons are able to gain access to your offsite media. Visitor access to the facilities is closely controlled, and is not permitted unless they are properly identified and have a clear reason for being there. No one other than your authorized staff and member employees are ever allowed direct access to your media.

EFFICIENCY

File Pro can become and extension of your IT staff by performing functions that will free them up for more productive tasks.

CUTTING COSTS

While your ultimate goal must be eliminating or reducing risk to your computer enterprise, File Pro can work with you to find the most cost effective way to accomplish this goal.

ACCURACY

State of the art software tools, standardized operating procedures, and a well trained, professional staff will insure accuracy so you can relax.

ACCOUNTABILITY

Trust is the most important element in your relationship with File Pro . Our software systems know exactly what media is located at the facility, to whom it belongs and where it is located. When auditors demand high standards of accountability, File Pro is prepared to meet their requirements.

International (Professional Records & Information Services Management) is the not-for-profit trade association for companies that provide their clients with protection, access, retention, storage and disposal of their vital information.

International Trade Association for companies providing information destruction services. NAID’s mission is to promote the information destruction industry and the standards and ethics of its member companies.

With the growing concern over environmental issues, we at file Pro understand the importance of recycling. Our services actually have a positive impact on the environment. All of the documents that we shred for our

clients are recycled and used to produce hundreds of different products produced from paper. The recycled material from one console alone will save over 25 trees a year. Not only is shredding good business sense but it is good “green sense.”

Environmental Responsibility