Document Storage Device for DSD giving you true control over your business information 15 years ago it was simpler. Business had one major form of This combined hardware communication, the paper-based letter. Employees knew if they wanted to find information, they simply went to the filing cabinet. and software system Today with the advent of email, word processing, online consists of: presentations and electronic spreadsheets, most companies’ Intellectual Property is held across unconnected mailboxes, Windows Operating System network drives, laptops and filing cabinets. SQL server database up to 2 terabyte of storage The Redmap DSD protects your business documents and emails in an easily accessible and antivirus hardened storage vault. RAID state of the art document technology provides additional protection from hardware failure management application ensuring that you will never lose a document again and ensuring 1 secure access via any web-browser compliance with all major document retention legislation. completely self-contained solution Document Types overview The Redmap Document Storage Device Storing all business information in one central system, regardless of file format Business Functions Document Types Strict user level and email level security authorisation Search across entire email archive, email rather than just individual mailboxes Massive reduction in mail server storage requirements Supports all major mail server platforms The Redmap DSD automatically archives all incoming, outgoing and internal email, thereby ensuring full compliance with email retention 2 regulations. In the archive process, emails and attachments are automatically indexed based on both meta data and document content. It is no longer necessary to spend hours or days trying to remember "who sent me that email?' or "where did I file it?" - you can find it using a plain- English 'Internet style' search. Furthermore, the information and knowledge According to a study residing in email is now held in one central by Radicati Group, location, making it significantly easier to be worldwide email backed up, ensuring you never lose an email traffic each day totals again. This facility means that individual inboxes approximately 136 or entire mail servers can be rebuilt in the event billion messages of a disaster. Paper documents, such as invoices, proof of deliveries, faxes, purchase orders, client files and contracts, are scanned at the multi-function device and converted to TIFF format for long-term retention. Once the documents are stored electronically the original paper documents can be destroyed, or at least stored in cheap offsite facilities, without the need to invoke expensive retrieval processes. paper By digitising this paper-based information, physical storage and manual handling costs are dramatically reduced. Data entry costs and human data entry errors are also eliminated. As with archived emails, scanned paper archives are searchable 3 by both content and meta data using the same 'Internet style' search engine. DSD enables clients to move towards a 'paperless office' environment Integration with existing applications, such as ERP, CRM or accounting systems, offers significant scope for additional productivity gains. Improve document security Decrease time required to search for information Increase productivity Utilise office space fully DSD is highly cost effective & extremely simple to use eDocs such as Word, Excel, PowerPoint and PDFs, are typically held in disparate file systems on network drives, local hard-drives Electronic Documents and backup media such as CD, DVD or Full 'version control' system for audit purposes removable memory. Easy to use search facility makes finding Typical document management systems information easier are over-engineered for the average user Store information in one central secure location and are prohibitively expensive. Redmap's Reduce storage requirements Document Storage Device (DSD) is highly cost effective and extremely simple to use. 4 Once archived, a document can be found via meta data (document type, creation date, author name, etc.) or text content. The document can then be 'checked out' for editing so that other users are aware of the situation. When the document is 'checked back in', a e-docs version control system ensures a full audit trail is maintained. client focus e-docs Rubin Partners Count Financial Ltd paper "The number one benefit of using Redmap’s "After some months of research, we chose software is the amount of space that has been Redmap as our partner because they stood created. By shredding the large amounts of out as having the required experience in our paper generated by the company we have been industry, as well as being strongly endorsed by able to create more space and expand our team current users of their systems. of income generating accountants. Redmap gave us the support we needed to get In a very short period of time after we decided through all the planning and execution required to move forward with the scanning, indexing to transition our client files within a very tight and shredding of paper files, Rubin Partners timeframe. They assisted with training the staff employed two new staff members. Instead of on the new system and continue to partner with moving to larger premises, we were able to us in further developing ways to use the systems replace the room full of archive boxes with office to improve our efficiency across our business. space for the new staff. Whilst there are many more areas for The return on investment was almost immediate improvement in our business through the use of as we were able to create space for the addition the Redmap systems that we are yet to explore, of new staff members, and the amount of time we are already reaping the rewards of our spent by staff retrieving and filing information investment." has been reduced considerably. Finally, Redmap has provided a quick and easy solution to our compliance and audit requirements. Lost or Stephen Aguilera-Mendoza misplaced files are a nightmare of the past." Business Development Manager Irene Budd Practice Manager DSD Business Functions Emails that are CC'd or BCC'd to multiple mailboxes, are stored many times over in the various email systems, inboxes and personal folders. The resulting storage waste is magnified when large attachments are involved, which are often also copied to local hard-drives. Electronic documents are stored in their original format, allowing for easy version controlled editing 6 With the Redmap DSD, only a single instance of an email is store stored. If it has been copied to multiple people, this information is captured in the database for search purposes. This lack of duplication results in significant storage reductions in the DSD and because emails no longer need to be retained across inboxes, the storage required on the Mail Server is dramatically reduced. Paper documents are scanned and stored in the unalterable TIFF format, which is required by all electronic document legislation. Locating emails or attachments in your own inbox is difficult and it is impossible from a colleague or ex-colleagues mailbox. Human error often means that paper and electronic documents are mis-filed or wrongly indexed. In addition, the rising cost of office space means that many documents are stored in offsite facilities, making retrieval a costly and time consuming exercise. search The Redmap DSD allows any authorised user to run a web-style search across all of a company's documents and emails regardless of format. For example, searching for "Redmap Licence" would find all scanned paper contracts, Word or PDF documents, and any emails with the phrase "Redmap Licence" in the text or attachment. Of course, you can also search on the metadata, such as document name or date, or in the case of email, the sender or recipients email addresses. This truly powerful discovery tool means that you will never lose an important 7 document again and paper documents will rarely need to be retrieved from offsite storage. In the event of a disaster in the Mail The Redmap DSD allows individual Server environment, a business is emails, Inboxes or entire Mail Servers usually dependent on restoring from to be restored at the touch of a button PST files. Often these PST files are out of date or have not been maintained, A scanned TIFF image of a paper and significant data is lost. PST document is a fully compliant version backups also require the entire file to be restored, not just a particular of the original, and TIFF versions have been used during discovery for recover message. In the case of paper court cases and in fulfilling legislative documents, there is seldom (if ever) a requirements. You never need to fear backup copy made, so if the original a disaster resulting in loss of valuable is lost or destroyed then there is no data again recovery option. Out of the box document compliance with key legislation: Electronic Transactions Act 1999 Email, like paper, is now considered form a busi- ness correspondence. Corporations Act 2001 All business related electronic communication must be kept and archived for the same period as paper; Tax - 5 years, Finance - 7 years, HR - up to 75 years. SEC Rules 17a-3 & 17a-4 In Dec 2002 the SEC fined 5 Wall Street firms (inc. 8 Morgan Stanley & Goldman Sachs) A$13.4 mil- Sarbanes-Oxley Act lion for poor email retention. They subsequently Health Insurance Portability and Account- introduced rules requiring emails to be kept ability Act (HIPAA) for 3 years minimum in a format that cannot be overwritten or erased. Archives Act 1983 Evidence Act 1995 legislation Income Tax Assessment Act 1997 A New Tax System (GST) Act 1999 Work Place Relations Act 1996 Never lose a document again Scanned paper documents, emails and electronic docs all stored in the same archive. All documents searchable based on content or metadata (Date, To, From, etc). benefits Ease of use Automated email and document capture means minimal administration. ‘Web search’ style interface requires zero end user training. Security 9 Full document level and user level protection. Full audit trail of document access and life cycle. Key Productivity Benefits Productivity Take seconds to find documents. Search for emails and documents created by other users. No longer need to store emails in Inbox, eliminating mail server capacity issues. Intel(r) Celeron D352 3.2GHz Processor Two (2) 250GB SATA-II Hard Drives 512MB DDR2 RAM One (1) Marvell Yukon 10/100/1000 (On-Board) Four USB 2.0 Connections Dual Auto Sensing Gigabit Ethernet Ports 10/100/1000 RJ-45 Connector, with Teaming and Load Balancing One PCI Ultra 320 SCSI Connector (68-Pin VHDCI) One Iomega StorCenter Pro NAS Solutions CD StorCenter Pro NAS Discovery Utility Computer Associates(r) eTrust(tm) Antivirus 7.1 EMC(r) Retrospect(r) Express Backup and Disaster Recovery HTML User Manual and Help Files Iomega® StorCenter Pro NAS 250d/500GB with REV 70GB 250D 400R Iomega® StorCenter Pro NAS 400r/2TB & 1TB Intel® Pentium 4 Processor 3.0GHz, 128KB L2 Cache 1GB ECC DDR RAM RAID 0, 1, 5 and JBOD 4 x 500GB Serial ATA-150 Hot Swap, Hard Disk Drive, 7200RPM, 8MB Cache Dual Auto Sensing Gigabit Ethernet Ports 10/100/1000, RJ-45 Connector, with Teaming and Load Balancing One PCI Ultra 320 SCSI Connector (68-Pin VHDCI) Two USB 2.0 Connections One Iomega StorCenter Pro NAS Solutions CD StorCenter Pro NAS Discovery Utility Iomega Automatic Backup Software HTML User Manual and Help Files Toshiba (Australia) Pty Ltd Building C, 2-24 Talavera Rd North Ryde NSW 2113 T: +61 2 9887 6000 E: firstname.lastname@example.org * Where mentioned in this document, Toshiba refers to Toshiba (Australia) Pty Limited.