Using a hosted records management application is a fantastic way to store, access, and use your data. The idea is wonderful: you put your digitized documents in a web-based system, get a few user accounts, and access your records whenever you need them and from wherever you are.
But what’s actually going on in the background of the hosted system? How does it actually work, who owns the data, and how is it protected?
We don’t know how many hosted document management systems are available today, but it’s a lot. We’re not going to focus on all of the possibilities and variations of hosting but instead will focus on our own application, Digital ReeL. We created it, we maintain it, we improve it, and we sell it to our clients, so the ins and outs of our product are what we can accurately describe in this article.
Keep reading to learn how Digital ReeL hosts your data and what you can expect when you choose it for your hosted records needs.
What Is Digital ReeL?
Digital ReeL, or “DR,” is a records management application primarily geared towards archival collections, such as microfilm and microfiche. The “ReeL” part of the name comes from the microfilm reel, since it was originally created for microfilm records.
In the beginning, DR was solely utilized for microfilm because of a unique way we presented the records: they were shown in their original format as a ribbon (or strip) of film, just as if you were holding the hard copy in front of you. This was to preserve the historical context but still use technology for ease of use and better access.
Now DR can ingest all types of records including microfilm, microfiche, aperture cards, paper, and born-digital records, so it’s a platform for anyone that needs their physical copies scanned and hosted, or for someone that wants to provide already-digital data for hosting.
How Does It Work?
Most digitization projects follow a similar path, and below we’ll describe the major aspects of a conversion and how Digital ReeL comes into play.
Security Is Our Priority
Your records and their security are a top priority for our team, and we’re constantly improving Digital ReeL and our network security to keep them safe. Some of the ways that we protect your data include:
Reasons To Use Digital ReeL For Your Electronic Records
You have a lot of options when it comes to digital records management systems. We can’t say that Digital ReeL is the best application for everyone, but it does have its perks and some of the key reasons you may want to use DR for your electronic records are below.
The Parking Garage Analogy
A simple way to describe how Digital ReeL works is by comparing it to a parking garage.
We (BMI) built the parking garage (Digital ReeL). It started out as a lot, and we continued to build levels, improve the structure, and make it very welcoming for its users.
People (clients) started to use our garage and would leave their car (their data) in the garage for various amounts of time. Sometimes a car would be in the garage for a week, sometimes for a few years. During that time they’d pay their parking fees and the car would be comfy cozy in the garage.
At any time, these same people could get in their car and leave the garage! BMI only owns the garage, not the car.
By looking at Digital ReeL in a simplified way (as a parking garage), it’s easy to understand how it all works. We’ve created a useful, secure place for you to “park” your records so that you can use them whenever you want, but they’re your records and you own them. If you decide to leave, that’s OK!
Want to learn more about Digital ReeL? Call us at 800.359.3456 or send an email to firstname.lastname@example.org to talk to one of our reps and see how Digital ReeL could be the application for your electronic records!
Check out the below links for some more content about Digital ReeL:
“Traditional Microfilm Conversion vs. Digital ReeL” compares the “traditional” method of converting microfilm (PDFs, TIFs, etc.) to our Digital ReeL method. The article is focused on microfilm but is applicable for all types of records.
“Digital ReeL Training Videos” contains 20+ videos showing you how to use the various features and functions of the application.
“Choosing A Partner For Your Secure Scanning Project” describes some things you can look for when you choose a scanning partner. Security is important to you – make sure your partner thinks the same!