New Jersey Scanning and Indexing Company

Security

When it comes to security in document conversion and access, most imaging users have three concerns:


  • The physical security of material from the time it leaves your site for document conversion to the time it returns
  • Access security to the document images once they are in electronic form
  • Storage security in the event of a disaster or disruption to your business

IPS has solutions for all three.

Document Security

The security of your original documents is ensured by IPS's ImageTrackSM software, a database-driven control system for the document conversion process that ensures the security and integrity of original documents and scanned images. For each document, Image Track records the time, date and responsible operator or clerk at each step in the document conversion process, from delivery and preparation to testing, uploading and return to the client or third-party storage facility. Quality assurance is provided by extensive control reports produced on any schedule desired. The result is document conversion audit trail for every document that passes through the hands of IPS.

Access Security

Following document conversion, security for access to the images and search engine is provided on both the Internet software and communications hardware levels. At every client company, each user is assigned an individual ID and password, and only the client's account administrator is authorized to request the issuance or cancellation of an ID and password. New users receive their ID and password from IPS via email. Communications security is available in four levels to meet the needs of every company:

Level 1

For Internet access via dial-up, xDSL or cable modem service, all client data is stored behind a secure firewall, and all images and requests for images are transmitted via 128 bit Secure Socket Layer encryption.
Level 2

IPS can also establish an Intranet or Virtual Private Network for client sites in order to provide a higher level of data security. Depending on your preference, IPS will provision the circuits itself or coordinate with the client's own IS or telecom management.
Level 3

IPS can establish or support the client in establishing dedicated 1.5 Mbps circuits between its hosting centers and any number of client locations.
Level 4

For the highest level of security, IPS can establish a dedicated server at the client's location, as an integral part of the client's private data network, and update it with new image files via secure FTP remote access.
Storage Security

During the document conversion process, whenever your image files are in the possession of IPS, they are protected by our comprehensive backup system. At the end of each day's processing, IPS:


  • Creates a full backup of all client images and indexes on-site
  • Backs up all client images and indexes to DVD as well, and stores them at an off-site disaster recovery location

These backups ensure that no disruption or disaster affecting either your facilities or ours can pose a threat to the security of your materials before or after document conversion.


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