Data hosting is as common as breathing now, and is the default choice for record storage (compared to onsite/installed records management platforms).
Even so, you can’t just wing it and hope that your scanning partner’s cobbled-together “hosting platform” is going to be the solution that’s right for you. No, you need to confirm that it does what your organization requires and that it protects your data.
In this article, we’ll briefly cover what to look for when choosing a hosting partner; it’s not just the product, but the company you partner with that will make you successful.
What Does Data Hosting Do For You?
Hosting can provide a range of benefits, but one of the most important is that you don’t have to deal with the storage and maintenance of a system. If you utilize a hosted platform through a vendor, you eliminate these hassles. One of the common concerns clients have is about the amount of storage space required. Depending on the number of records digitized and needed for hosting, it could range from gigabytes to dozens or hundreds if gigabytes to even terabytes of data. Your IT folks might think, first, that this is very expensive, and second, that you don’t have enough storage and will have to keep acquiring more to maintain this data.
Instead of managing this yourself and maintaining a potentially on-site system where you have to do upgrades, handle on-site maintenance, or contact your vendor for assistance, a hosted system simplifies things. Most updates and maintenance are done in the background, so you don’t have to worry about it. The data provider or hosting company will take care of that on an ongoing basis.
Additionally, hosting allows for more accessibility to records by numerous users who can be remote or at different offices. They can access it from wherever they need to, compared to potentially using an on-site system or local network. As long as you have the right security protocols in place and the hosting platform has the right security features to protect your data and ensure only authorized users are accessing it, then it’s a no-brainer to go this route.
Essential Technical Aspects Of Data Hosting
The first essential technical aspect of data hosting is security. An account should be password protected, and there should be the ability to have multi-factor/two-factor authentication to prevent single-factor access to a user’s account.
Document types, data sets, and different types of information should be segregated based on permissions-based access. Basically, only certain people should be able to view certain records, and if you don’t have the ability to do that in the system, you may have issues with showing too much information to the wrong people.
The ability to lock your account to specific IP addresses can be essential to ensure only individuals in certain locations can access the data. When combined with two-factor authentication, you’re really layering your security by creating a defense-in-depth strategy to prevent unauthorized access and data breaches.
Make sure to ask about the disaster recovery plan of your potential hosting partner and how the data is maintained. Something you should check into is whether the data is co-located; meaning, are there multiple sites housing the data? This ensures that in case one site fails or is damaged in a disaster, your records remain available and accessible.
Confirming The Security Of Your Hosting Vendor
Choosing the actual hosting platform is important, but you have to make sure that you’re choosing the right hosting company and vendor as well. The hosting application is just one piece of the puzzle. The way to check the security of whichever company you choose is to ask a lot of questions.
Some examples of what you could ask for include company audits. This might be an internal audit they perform themselves, or it may be something done by a third party, such as a SOC 2 Type 2 audit.
You can also ask about certain credentials related to the type of data you will be hosting. For example, if the data includes criminal justice information, are they a CJIS-listed vendor?
If you’re hosting student records, how do they handle FERPA protections?
If the data includes medical records or information, do they follow HIPAA guidelines?
It really comes down to asking questions related to the type of data you have, how it’s going to be accessed, and how it’s protected.
Is Hosting Right For You?
When it comes to choosing a data hosting partner for your digital images and records, there’s a lot at stake. This decision isn’t just about finding a place to store your files; it’s about entrusting someone with your valuable data. So, how do you ensure that you’re making the right choice?
The first step is understanding your own needs. Are you prioritizing storage capacity, security features, or perhaps scalability? Knowing what you require can significantly narrow down your options. Here’s a checklist to help you get started:
- Storage Capacity: Evaluate how much space you’ll need now and in the future.
- Security Measures: Look for robust encryption methods, two-factor authentication, and compliance with industry standards.
- Scalability: Consider whether the hosting partner can grow with your data needs.
- Data Accessibility: Ensure you can easily and quickly retrieve your data whenever needed.
- Cost: Balance the features offered with the pricing to ensure you’re getting the best value.
By thoroughly evaluating your needs and researching potential partners, you’ll be well on your way to making an informed decision that provides security and confidence.
In Closing
Choosing the right data hosting partner for your digital images and records doesn’t just ensure the security of your valuable assets, but also provides peace of mind knowing your data is in capable hands. By focusing on factors like performance, reliability, and technical support, you empower yourself to make an informed decision.
Remember, a little research now can save you from bigger headaches down the line. Always prioritize a provider who meets your needs and helps you navigate the ever-evolving landscape of data hosting with confidence.
Next Steps
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Further Reading
Ensuring Data Security During the Digitization Process
Choosing a scanning partner is tough. Knowing they’re keeping your records secure is tougher. Learn about different security aspects of a digitization project and how to check if they’re being followed.
Striking The Balance Between Efficiency & Security In Digitization Projects
Explore the advantages of efficiency and security in digitization projects, how they intersect, and strategies to balance them when you decide to digitize.
Digitization Projects & Compliance Standards
Digitization projects require more than just machines and labor – they require compliance with established processes and standards to ensure records are handled and protected properly.