The saga surrounding the vulnerability of SAPS automated fingerprint identification system (AFIS) could have been prevented with a proper electronic record and document management solution.
SAPS does not have back-up for about 8 million fingerprints, a situation that could be disastrous if this information were to disappear, especially considering that there is no disaster recovery capacity.
Paper 2 Digital Storage Solutions (P2D), a specialist electronic record and document management solutions provider, is adamant that legislation should change to force companies to capture and store their information electronically to prevent similar incidents.
The company says technology is available to enable companies to digitise paper-based documents into tamperproof electronic documents that can be easily retrieved in seconds.
The company’s CEO and former SAPS fingerprint expert Dawid Jacobs says technology provides version control and a full electronic audit trial of every scanned document.
“This will prevent incidences like the current SAPS saga and more importantly, it will also prevent SAPS from losing case dockets.”
Traditionally, companies stored their physical documents in archives and encountered major problems trying to manage and retrieve specific documents. This method proved to be costly and with many legal implications, especially with lost or damaged documents being a common phenomenon.
“The reality is that companies and directors can face large fines when documents are not stored and managed correctly. Technology enables companies to digitise all their documentary evidence, but it remains a complex task with all the legislation and regulatory requirements,” he explains.
The growth towards electronic storage and record management has become the fastest growing industry worldwide, with South Africa following as one of the fastest emerging markets. Record management is critical to every businesses success or failure, from SMEs to the larger corporations.
To remain competitive, companies must realise the value of secure and rapid access to authentic documents by utilising a high-quality electronic record management service.
Although paper-based document management is still the norm, most companies now realise the risks associated with maintaining and managing their information. This information is crucial to decision making and needs to be easily accessible. They are fast realising the importance of capturing and storing their information electronically.
“Our Electronic Record Management System enables our clients to store and access all their records instantaneously through live operational electronic data. We are a full-service, end-to-end solution provider ranging from scanning and indexing of archives to electronically storing and managing of secure documents and records on highly secure database servers,” says Jacobs.
Paper 2 Digital Storage Solutions has implemented all the required policies and standard operational procedures according to SANS 15801, ISO 15489 and the Electronic Communications and Transactions Act (ECT Act), and it provides an audit trial of every scanned document.
“Combining our state-of-the-art technology with highly skilled support, we can offer the full array of services needed for you to be a paperless business – electronically scanning, indexing, filing, storing, maintaining, and retrieving all your documents – all at a very low monthly cost. Our models accommodate our client’s business needs, not the other way around.”
He says the electronic file cabinet is the way of the future. “Imagine how cost-effective and efficient it would be if you were able to retrieve your files quickly and economically. Locate and distribute your documents without leaving your desk. With Paper2 Digital Storage Solutions, it's a reality.
“We have conquered the difficulties associated with going digital. With Paper 2 Digital Storage Solutions there's no need to change your standard business practices. No implementation nightmares and no intensive training procedures. We are able to implement and train your staff in a cost effective and efficient manner that ensures that P2Dss accommodates to your working style,” he concludes.