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Risk Assessment Profile

While considering the investment in a digital retention strategy, please complete the following questionnaire so we may address benefits which are specific to your company. Your answers will remain completely confidential.

1. What is the size of your company?
# of full time staff    # of locations   # departments

2. How many employees share data?

3. What is your industry?

4. What is the primary need for sharing information?
  

5. Do you have a document management system in place?
Yes   No

6. When it comes to the importance of your documents, what issues are you facing that may motivate a transition to a digital retention strategy?

Legal defense
Regulatory compliance
Disaster recovery
Version control concerns
Internal or external audits
Space concerns or a move to a new location
Continuous misplacement of important documents
Improving current document management system
Growing cost to manage information
Off-site storage costs
Better organizing your information
Long-term storage/access of emails
Other (please explain)

7a. What percentage of your stored data is in hard copy?

7b. Can you access your present hard copy files in:
minutes   hours   days    weeks     longer

8a. Does your company use off-site storage? Yes    No

8b. If yes, do you have controls for management of records moving back and forth to off-site storage? Yes    No

8c. Can you access your offsite hard copy files in:
minutes   hours   days    weeks     longer

9a. Have you ever analyzed the cost of storage and retrieval of your hard copy documents?
Yes    No

9b. If yes, could you explain how you arrived at this figure?
  

10a. Do you have a records retention strategy? Yes    No

10b. If Yes, what year it was developed?

11. When was the last time you confirmed your data storage policies were in compliance with the most recent regulations?
   

12. Are you storing the right documents to defend your company in the event of a lawsuit?
Yes    No    Not Sure

13. Can you easily retrieve these files to minimize legal fees?
Yes    No

14. Has your firm established a policy to advise all employees that they may be required to furnish copies of their emails in the event of a legal action?
Yes    No

15. Have you ever considered the combined cost of having administrators, managers and outside professionals go through multiple boxes to locate specific documents?
Yes    No

16. Have you considered a disaster recovery program for your hard copy documentation?
Yes    No