Cloud Computing

The Dark Overlord

Last year, the biggest breach in healthcare occurred at the second largest insurer in the US-Anthem. The names, social security numbers, addresses, emails, employment info, and income data was stolen.

As of this week, there has been another data breach from an anonymous hacker who goes by the name of thedarkoverlord. This hacker has breached 3 different healthcare databases ranging from 50,000 to 400,000 patients and is offering to sell patients’ medical records.

Each and every employee of an organization has a trail of records, documenting information from the moment they are hired to the moment they leave. Organizations must understand the responsibility they have to protect both their client and employee information. Healthcare is an industry where they have had trouble keeping information confidential. The best defense mechanism against hackers is to implement security measures through an ECM – one with specific requirements, that is.

PICKING THE RIGHT ECM

Your ECM should also provide document authentication, integrity and privacy. It should be able to encrypt data and documents in a way that makes them only accessible through using the ECM directly.

1.      Your ECM should have access controls for admins to put permissions on users. A hacker would need to crack the admin level access in order to change the permissions.

2.      A retention tool that allows for records managers to destroy or archive documents so that confidential information is not sitting around when it shouldn’t be.

3.      Audit trails and reporting tools to show transparency for all user activity and changes to documents.

4.      Disaster recovery capabilities – your ECM data should all be backed up in case of a disaster so that your information is preserved.

5.      E-signatures in order to verify the authenticity of the documents and specify the owner of the documents.

Apart from internal ECM features, there are a few things you can do to add another layer of security to your organization:

1.      check for 3rd-party security audits

2.      ensure that each software release is scanned with a professional security tool

3.      optionally, contract for your own 3rd-party audit

If your company does not currently have an ECM or is running on an outdated one, chances are, you probably have already experienced a data breach. It’s time you migrate your data to a modern solution. Unfortunately, there is no such thing as a foolproof security system, but with an ECM, chances of hackers breaking into your database to steal information are much slimmer.

 

 

Operational Agility Through Updates

How has Tesla set itself apart from other auto manufacturers and created its own niche of the electric automobile industry? The answer lies in a simple software update.  Tesla was able to alter the performance of their cars by applying an over the air patch.  This allows them to respond to problems or new situations much quicker than other cars.

OUR NEXT-GENERATION SOLUTION

FileTrail has positioned itself like Tesla in this regard. Our scripted and agile upgrade process allows the client to update their FileTrail software so easily that applying a patch or new release feels as smooth as butter. The process involves simply downloading a file to your server and logging into FileTrail. Because we have streamlined the process, our development team is able to respond immediately to new situations and problems.

Further, because a solution can be distributed quickly, the problem can be solved for all other clients before they even encounter it. We release a series of small incremental changes, making it much easier on the user community, rather than massive changes that accumulate over years. Our consistent and timely updates provide a smooth transition for our users as opposed to jarring changes that make the system feel unfamiliar.

OUR COMMITMENT TO THE USER

Our approach to upgrading is the result of our foundational commitment to the client experience.  Since our founding, we have focused on consistently having a migration path for clients, implementing enhancements based off client feedback. We have made it easy for clients to stay current and benefit from all the latest enhancements.  That is why our software upgrades are available at no extra cost. These results stand in stark contrast to the traditional approach by software companies.  Typically, software releases are few and far between.  The process for applying an upgrade can be a daunting task, and often involves custom work, ranging from $20k – $25k in charges.  The changes are dramatic and create a lot of change management issues in the client organization. 

However, it can be even worse.  Some products never have new releases, even though the clients pay for the product’s maintenance fees year after year.  Or, the releases that come out every 5 years have only minor improvements or are only cosmetic facelifts, like getting to this decade’s color scheme.  But, no matter how much lipstick you apply, the pig is still a pig.

EVOLUTION OF OLD WORLD TECHNOLOGY

The old world approach of planning large and infrequent releases is out of step with the way technology works today and the way releases are planned for modern applications.  Think of all the change that is happening that would be missed or delayed by a long release cycle.  Here is what you would have missed…

Today Touchscreen and High Def technology have become economical alternatives to the traditional screen, making UI design much more important. At FileTrail, we have designed a modern and straightforward user interface for our clients. 

Along with making superficial changes, technology has become more efficient and reliable through the invention of the Cloud. Not only have we beautified the face of traditional records management software, but we have revolutionized its inner workings as well. Here is a brief overview of the evolution of the Cloud:

In 1 year, Organizations started using the Cloud, resulting in sales growth approaching 50% annually for Cloud solutions.

In 2 years, people started using their smart phones for work much more than ever before. 

In 3 years, the tablet became a viable alternative to the laptop or notebook PC in the office.

In 4 years, businesses started using cloud document solutions like Office 365, Google Docs, etc.

In 5 years, Windows applications became history as browser-based applications became commonplace.

Given the pace of change for the business organization today, how can a software vendor provide value to their clients when releases happen every 5 to 7 years?

FileTrail Now Up On NetDocuments' Marketplace

FileTrail for Physical Records Now Available on NetDocuments' Marketplace

FileTrail is excited to announce a partnership with NetDocuments for advanced Physical Records Management (PRM). FileTrail has integrated their PRM system into NetDocuments cloud document and email management services. Through an easy to deploy plugin for NetDocuments, FileTrail offers full visibility to your physical records within a unified workspace. All of your sensitive client matter data, whether electronic or physical, can be seen in a centralized location, accessible with a simple point and click.

Visibility and Ease of Use to Obtain Business Goals

FileTrail’s PRM solution through NetDocuments is able to meet and exceed the most demanding requirements of Law Firms. By offering an effortless PRM solution where files and folders can be seen within one location, FileTrail will improve workflow needs by increasing productivity for attorneys and support staff. Whether at one office or 50, stored in the same building, or with an offsite vendor, physical records are now made easy.

FileTrail’s plugin will offer visibility to physical records in a unified view with your electronic documents. The creation, retrieval, and retention of physical records can be openly managed through NetDocuments cloud service. A browser based PRM solution provided by FileTrail and NetDocuments will simplify the way you think about physical records.

Specifically designed tools to help with on boarding and lateral moves, saves the firm time and money. FileTrail offers the best solution for law firms by minimizing compliance and litigation risks through a PRM solution built around good information lifecycle management. FileTrail for physical records provides compliance and regulation driven PRM, to meet legal obligations and business values, in addition to the defensible disposal of data.

FileTrail and NetDocuments: Physical Records Integration

FileTrail and NetDocuments has powered up to offer physical records management for NetDocuments.  With FileTrail’s easy to use plugin for NetDocuments, there will be no need to utilize separate platforms in order to search for, request, or obtain physical records. Visit the NetDocuments' Marketplace, today. Physical Records are now just a click away.

 

For more information, please visit our legal page and check out our datasheet.

Who Are the Cloud War Winners?

Here’s a common problem that your business is probably experiencing today - you want to get with the times and begin enjoying all the benefits that come along with moving your piles of legacy data, up into the cloud but you just don’t know which cloud provider offers the best solution for your specific needs.

It’s time to tackle this issue head on, and fear not, you couldn’t have chosen a better time to be in this  predicament. An all out war has broken out as cloud vendors are fighting for the right to store your data in their cloud. With billions of dollars at stake, competition among vendors is at an all time high. Rapid innovation along with falling prices continue to drive this market forward. It’s easy to see that customers are the real winners right now, with so many cloud solutions available today.

The three established heavyweights in the cloud market: Amazon, Google, and Microsoft, have each ramped up their data migration capabilities in an effort to set themselves apart from one another.

Each of these vendors has a unique set of migration features that will appeal to the needs of a broad range of potential buyers.

Amazon – With recent updates added to Amazon Web Services (AWS), the market’s leading vendor has remained aggressive in the development of their cloud services platform. Amazon’s Snowball data transfer solution has been optimized for customers that need to move large amounts of data (10 terabytes or more) to AWS. Amazon will ship a data appliance or “Snowball”, and from there customers can copy their data to the Snowball and then send it back to where it will be moved to AWS cloud. Amazon AWS is an ideal cloud service for customers that need to do a physical migration of large amounts of data, however, their pricing structure can be unclear for customers with more complex cloud computing needs.

Google – Google allows for legacy data to be imported into Google Cloud Platform (GCP) either over-the-wire or through physical migration. A variety of files, data, and databases can be imported into GCP over the wire, including content: from Amazon S3 to Google Cloud Storage, from MySQL to Google Cloud SQL, and more. For offline media import, customers can send their physical media to a third party service provider that will upload the data to Google Cloud Storage. The involvement of a third party service provider for offline media imports may be a dealbreaker for customers that list a single vendor solution as a primary objective.

Microsoft – Microsoft’s Azure Import/Export Service allows for offline transferring of data either into or out of Azure Blob storage. Hard drives can be loaded with file data and then shipped to an Azure data center where they will be uploaded to Blob storage. For over-the-wire imports, Microsoft offers Azure Site Recovery, a disaster recovery tool that has online migration functionality built into it. Microsoft’s Azure makes a lot of sense for customers heavily invested in Microsoft technology and applications. Seamless integration between applications provides a unified experience that non-Microsoft vendors have a tough time matching.

The cloud services future remains bright and if there is one key takeaway from this cloud war, it is that customers looking to migrate their legacy data to the cloud will remain the key beneficiaries. Tight competition among vendors will continue to drive innovation and bring prices down. If your business is sitting on a ton of legacy data and looking to make the move over to the cloud, there is definitely a solution available that will be able to satisfy your exact needs.

 

Sunsetted PRM is a New Opportunity

6 Solutions for Legal Firms with Sunsetted PRM 

Sunsetted and soon to be, PRM solutions share one important thing in common; they are obsolete. For reasons that shouldn’t be ignored, your PRM solution sunsetted due to either an antiquated software lacking updates, or poorly managed information governance. Those were risks were then, unfairly shifted onto your information systems team. Saying goodbye to your old PRM should be similar to taking in a deep inhale of fresh air. Out with the old and in with the new, better and improved. This is the life cycle for systems that no longer serve a purpose and their sunsetting allows for new growth in a superior direction.

This transitional period is a favorable state in which to help your firm re-organize, restructure, and develop a records management strategy that is supported by good information lifecycle governance, while serving to help workflow and business goals. Good information lifecycle governance is the practice of applying policies to effective information management, guiding the information from creation to disposition. IG focused policies reduce compliance risks and offer enterprise level security to privacy sensitive matters.

This transition can be and should be, simple and pain free. We understand that, “every company is different, but the principles of a sound IG policy are often the same. What teams need to be involved, what interests are at stake, and what can you do to help them align?” (IGI) Listed below are standard steps all firms should take after a sunsetted PRM system. (Soares)

6 Step Records Management Strategy for Firms Integrating Physical Records 

  1. Establish a Records Classification Scheme and Taxonomy

Now is the time to really take into consideration, the skeleton of your Information Management. Think in the mindset of simple and comprehensive. You want this new classification and taxonomy scheme to work for your physical records as well as your electronic documents. Start small and build from a few core imperatives.

Also, keep in mind the flexibility you are going to want and need from your next PRM provider. A good question to ask is: Will I be able to add to and configure my taxonomy once it is in place, if so, how easy will it be to deploy?

  1. Establish Access Restrictions for Security and Privacy

Appropriate restrictions are necessary for the planning and practicing of good Information Governance. Good IG applies directly to the security of Client Matters and offers a comprehensive strategy to minimize compliance and litigation risks.  Sensitive Client Matter requires a strong foundation of good IG practices which should be applied to the building process of establishing restrictions for your physical records.

  1. Establish Records Disposition Schedules

It’s time to clean up all the bad data that could come from mismanagement and neglected records, as you integrate. Establishing records disposition schedules allows for legally defensible disposition. So now is the time to make sure that you are following the necessary policies required for managing your data and apply it to your physical records as you integrate, simultaneously cleaning up your data and protecting yourself from further headaches.

  1. Implement Legal Holds Processes

Placing legal holds allows restricted access to information that is in process towards disposition, enabling proper review before final destruction. Applying legal holds to a review system minimizes compliance risks and improper handling throughout the information lifecycle. Legal holds are important to ensuring that proper, good information governance practices are being done.

  1. Support e-Discovery requests for Information

E-discovery support is vital to maintaining an efficient workflow within Law Firms, through the use of simple search tools, locating crucial files to satisfy an e-Discovery request should be made simple. Understanding that you want your PRM solution to function similar to your electronic documents management service is the key to knowing making e-Discovery happen for your physical records data.

Another good question to ask is: Why shouldn’t my physical records data, be fully visible, searchable, and unified, like my electronic documents?

  1. Support Disposition as Dictated by Information Lifecycle Management

Supported disposition schedules decrease litigation risks by providing legally defensible destruction of information. Not only does supporting disposition schedules decrease litigation risk and support good information governance practices, it also reduces the size of stored data. Stored data can be and will be a expensive bill if efforts are not made to maintain a reasonable size. Good practice towards disposition schedules will save time and money.

 

PRM Solutions Should Work for You

Notes to take away are: don’t shy away from asking your next provider if their software is web based or hardware integrated, and then figuring out which works best for you. Don’t think that all solutions out there are old and difficult to use. Make sure their PRM software interface is user-friendly, easy to manage and configure, while offering protection of your data.

No matter how much we may try, paperless is still a dream that has yet to manifest and time spent on this dream is costly when realities need to be managed. Strengthen your IG initiatives, today.  Choose the solution that works the best for you and don’t settle for anything less than what you love about your electronic document solution.

Visit www.FileTrail.com for a comprehensive description of their Physical Records Management. FileTrail’s PRM solution enables businesses to track, manage, and monitor all of their physical records in a highly configurable, easy to use system.