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Everteam Document Management from Everteam
Secure storage, comprehensive compliance features, integration capabilities, and mobile access for documents.
Product analysis by function
Secure Document Storage Systems for Compliance and Legal
Specialized hardware and software solutions that maintain sensitive legal and compliance documents with appropriate security, retention, and destruction protocols.
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Security and Access Control
(12 Yes /12 Known /14 Possible features)
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Multi-factor Authentication Requires users to provide two or more verification factors to access the system. |
Everteam supports multi-factor authentication as a standard security feature. This is typical for enterprise document management and referenced in their security documentation. | |
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Role-based Access Control Allows differentiated access based on job functions or levels of authorization. |
Role-based access control is described in Everteam product documentation as part of their access management. | |
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Data Encryption (At Rest) Encrypts documents while stored in the system. |
Data encryption at rest is cited as part of storage security in Everteam’s security features. | |
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Data Encryption (In Transit) Encrypts documents as they are sent across networks. |
Data encryption in transit (e.g., TLS/SSL) is standard for Everteam, mentioned in public security summaries. | |
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Single Sign-On (SSO) Permits users to log in with a single set of credentials via integrations with SSO platforms. |
Single Sign-On support is highlighted as a key integration for Everteam clients. | |
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IP Whitelisting/Blacklisting Restricts access based on allowed or disallowed IP addresses or ranges. |
IP allow/deny policies configurable in the admin/security settings per Everteam documentation. | |
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Automatic Session Timeout Terminates inactive user sessions after a specified period. |
No information available | |
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Granular Permission Settings Allows specific permissions (view, edit, delete, share) to be assigned at a document or folder level. |
Granular permissions (view, edit, delete, share) at document/folder level provided within security module. | |
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User Activity Logging Automatically records all document access and interaction for audit purposes. |
System tracks and logs all document access/actions for audit, as described in compliance overview. | |
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Admin Controls Enables administrators to monitor and manage user accounts, roles, and privileges centrally. |
Admin dashboard enables centralized user and permissions management. | |
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Configurable Password Policies Enforces password complexity, expiration, and reuse limitations. |
Password policy configuration is a documented admin feature. | |
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Audit Trail Immutability Ensures logs and audit trails cannot be altered or deleted. |
Audit trails are designed to be tamper-proof and immutable per compliance features. | |
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Device Authentication Enforces that only authorized devices can access the system. |
Supports device authentication via device tokens and management integration. | |
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Geo-fencing Limits document access to approved geographic locations. |
No information available |
Document Management and Organization
(12 Yes /12 Known /15 Possible features)
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Full-Text Search Supports searching of content within documents for keywords or phrases. |
Full-text search for document contents and metadata is a key functionality. | |
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Metadata Tagging Enables attaching custom tags or metadata to aid in classification and retrieval. |
Supports custom and automatic metadata tagging for all documents. | |
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Document Version Control Maintains multiple versions of a document with history and rollback functionality. |
Version control with rollback is explicitly listed in product materials. | |
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Automatic File Organization Automatically files documents into correct folders/categories based on rules or AI. |
Auto file organization with business rules and AI-based filing discussed in resources. | |
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Bulk Import & Export Allows large amounts of documents to be imported/exported simultaneously. |
Bulk (mass) import/export tools are noted in feature charts. | |
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Optical Character Recognition (OCR) Extracts and indexes text from scanned or image-based documents. |
Provided via OCR integration for scanning and indexing legacy or image-based documents. | |
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Custom Folder Structures Supports user-defined hierarchies and folder structures. |
Custom folder hierarchies can be defined and edited by users/admins. | |
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Bookmarking/Quick Access Allows commonly used or critical documents to be bookmarked for fast retrieval. |
No information available | |
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Advanced Filtering Options Filter documents by date, type, metadata, tags, and more. |
Document filtering by multiple criteria is a UI standard shown in demos. | |
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Check-in/Check-out Control Manages document edits by allowing only one active editor at a time. |
Check-in/check-out for editing control is supported, per documentation. | |
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Duplicate Detection & Cleanup Identifies and manages duplicate files/documents within the system. |
Duplicate detection and file cleanup available via admin tools. | |
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Document Linking/Referencing Enables connecting related documents for easier navigation. |
No information available | |
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Retention Labeling Applies automated retention periods based on document type. |
No information available | |
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Document Previews Generates inline previews without downloading documents. |
Users can preview documents inline in browser/mobile without downloading. | |
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Batch Processing Permits actions or changes on groups of documents simultaneously. |
Batch (group) actions on documents are shown in admin and user manuals. |
Compliance and Legal Policy Enforcement
(9 Yes /9 Known /12 Possible features)
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Automated Retention Schedules Automates setting and enforcing document retention periods. |
Automated enforcement of retention schedules included, compliance-specific. | |
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Legal Hold Management Prevents documents from deletion or alteration during ongoing investigations or litigation. |
Legal hold support is highlighted to address litigation procedures. | |
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Regulatory Compliance Templates Prebuilt policy templates aligned with regulations (e.g., GDPR, HIPAA, SEC, NAIC). |
System ships with compliance templates for GDPR, HIPAA, etc. | |
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Comprehensive Audit Trails Produces detailed, timestamped logs for all access, changes, and destruction actions. |
Produces detailed audit reports on actions taken on documents. | |
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Certificate of Destruction Generates official documentation certifying permanent document deletion. |
Can generate certificate/documentation on destruction for compliance. | |
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Automated Policy Updates System updates compliance requirements as regulatory landscape changes. |
No information available | |
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Retention Exception Handling Handles exceptions to normal retention policies (e.g., litigation holds, early deletion). |
Handles policy exceptions like legal holds and custom periods. | |
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Destruction Approval Workflow Requires secondary or multi-person authorization to delete regulated documents. |
No information available | |
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Policy Enforcement Reporting Reports on policy enforcement, violations, and exceptions for internal/external audit. |
Provides compliance enforcement/alert reports for auditors. | |
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Policy Customization Allows creation of user-defined compliance and retention policies. |
Customizable compliance policies per business and regulatory needs. | |
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Event-based Retention Triggers Retention/destruction is triggered by predefined business events (policy maturity, claim settlement, etc). |
Retention triggered by defined business events (ex: claim closure) described in workflow management. | |
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External Regulatory Feed Integration Connects system to regulatory feeds for real-time compliance updates. |
No information available |
System Integration and Interoperability
(7 Yes /7 Known /10 Possible features)
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API Access Provides a documented API for programmatic interaction with the system. |
API access for integration and automation cited in developer documentation. | |
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Native Integration with Insurance Platforms Out-of-the-box support for top insurance and legal compliance solutions (e.g., Guidewire, Duck Creek). |
Standard integration with insurance and legal management platforms outlined as use case. | |
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Batch Import/Export Connectors Supports bulk data exchange between systems using ETL tools or file transfer. |
No information available | |
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Single Sign-On Integration Seamless authentication with enterprise identity management providers. |
SSO integration with enterprise identity providers (Azure AD, Okta, etc.) is described. | |
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Document Synchronization Ability to sync documents with external cloud storage (e.g., SharePoint, OneDrive, Box). |
No information available | |
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Email Integration Allows storage and retrieval of documents via email messages. |
Allows archiving and retrieving documents via email communication. | |
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Customizable Webhooks Sends event notifications to external systems based on actions or triggers. |
No information available | |
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Legacy System Support Supports data migration from old or legacy document management platforms. |
Assists in migration and support of legacy document management platforms. | |
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E-signature Integration Built-in or integrated electronic signing for compliance documents. |
Product integrates with e-signature platforms (DocuSign, Adobe Sign, etc.). | |
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Mobile App Integration Ensures robust interoperability with iOS and Android mobile platforms. |
Mobile device access and management available via dedicated apps and responsive web interface. |
Storage, Scalability, and Performance
(4 Yes /4 Known /10 Possible features)
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Maximum Storage Capacity The total volume of data the system can manage without degradation. |
No information available | |
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Maximum Concurrent Users Number of users who can simultaneously access the platform. |
No information available | |
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Average Document Retrieval Speed Median time for a user to retrieve a typical document. |
No information available | |
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Storage Redundancy Utilizes redundant storage for high-availability and disaster recovery. |
Redundant storage/mirroring for business continuity described in product docs. | |
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Elastic Scalability System can automatically scale storage and compute to handle workload spikes. |
Elastic scaling for both storage and compute detailed for cloud deployments. | |
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Disaster Recovery RPO Maximum tolerable data loss measured as Recovery Point Objective. |
No information available | |
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Disaster Recovery RTO Maximum tolerable recovery time after disaster (Recovery Time Objective). |
No information available | |
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System Uptime Guarantee Guaranteed percentage of time the system is operational and available. |
No information available | |
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Data Center Geographic Diversity Stores data across multiple physical regions to mitigate risk. |
Multi-region, geo-diverse data storage referenced for risk mitigation. | |
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Auto-Archiving Automatically transfers older or infrequently accessed documents to lower-cost storage tiers. |
Older/inactive documents are automatically moved to archival storage tiers. |
User Experience and Accessibility
(7 Yes /7 Known /10 Possible features)
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Customizable User Dashboard Users can tailor dashboard views and features based on roles and preferences. |
UI dashboards are user- and role-customizable according to preferences. | |
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Accessibility Compliance System meets accessibility standards (e.g., WCAG, Section 508). |
System adheres to accessibility standards (e.g., WCAG compliance listed on site). | |
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Mobile Responsiveness Platform is usable on a variety of mobile devices/browsers. |
Web portal and apps are mobile-responsive; mobile app available. | |
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Drag-and-Drop Uploads Users can easily upload and organize documents using drag-and-drop functionality. |
Drag-and-drop upload demonstrated in product videos. | |
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Multi-Language Support Provides system UI options in multiple languages. |
No information available | |
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In-product Guided Help Contextual assistance and tooltips provided within the application. |
In-app guided help, walkthroughs, and tooltips described in UX documentation. | |
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Customizable Notifications Users can configure types and methods of system notifications. |
Notification preferences are user-configurable at multiple levels. | |
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Advanced Search Suggestions Intelligent prompts to speed document search/discovery. |
No information available | |
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Offline Document Access Documents or folders can be temporarily accessed offline. |
No information available | |
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Bulk Action Tools Perform bulk edits, deletions, moves, or tagging efficiently. |
Bulk edit and mass action tools exist in admin and document management UI. |
Audit, Monitoring, and Reporting
(4 Yes /4 Known /9 Possible features)
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Real-time Audit Logging Instant capture of user actions with timestamp and geolocation (if available). |
User actions are logged with real-time capture, per audit module. | |
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Automated Anomaly Detection System monitors for unusual or potentially unauthorized access patterns. |
No information available | |
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Customizable Compliance Reports Polished, exportable reports tailored for auditors or regulators. |
Compliance/audit reporting is customizable and exportable for auditors. | |
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Exportable Access Logs Full user and document logs exportable in common data formats. |
No information available | |
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Automated Scheduled Reports System can generate and send recurring reports on document status/compliance. |
No information available | |
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Event Notification System Alerts admins to key events such as failed logins, policy violations, or large deletions. |
Notification/alerting for failed logins, violations, etc. is highlighted in documentation. | |
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Tamper-Proof Audit Trail Immutability and timestamping ensure audit integrity. |
Audit logs are stored with immutability guarantees/timestamps. | |
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Custom Dashboard Widgets Admin dashboards support custom reporting modules/widgets. |
No information available | |
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Integration with SIEM Tools Connects directly with security information and event management systems. |
No information available |
Retention and Destruction Processing
(3 Yes /3 Known /9 Possible features)
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Automated Deletion Scheduling Enables pre-set calendar or rules-based automatic deletion of expired documents. |
Automated deletion of expired documents via policy/rule scheduling. | |
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Secure Erasure Process Overwrites files securely so they are unrecoverable. |
Secure erasure process with data overwrite described for compliance-sensitive deletion. | |
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Manual Override Capabilities Authorizes certain users to bypass normal destruction timelines when justified. |
No information available | |
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Destruction Workflow Approval Requires supervisor approval before destruction of high-risk or protected records. |
No information available | |
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Destruction Receipt Generation System documents and acknowledges every completed deletion process. |
No information available | |
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Partial Deletion Support Permits selective removal of specific document elements (e.g., pages). |
No information available | |
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Destruction Exception Alerts Alert administrators if a deletion process fails or is delayed. |
Alerting to admins if delete process fails or is delayed (exceptions) described in feature documents. | |
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Automated Legal Hold Release Automatically allows deletion once a legal hold is removed. |
No information available | |
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Retention Clock Support Manages multiple retention start points (creation, signature, claim close, etc.). |
No information available |
Hardware and Deployment Options
(5 Yes /5 Known /7 Possible features)
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Cloud Deployment Option Supports deployment on leading public/private cloud providers. |
Cloud deployment options on major clouds detailed on product web pages. | |
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On-Premises Deployment Option Installable and supported on customer-owned infrastructure. |
On-premise deployment supported for customers needing self-hosting. | |
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Hybrid Deployment Support Blends cloud and on-premises resources as needed. |
Hybrid cloud and on-premises deployment is supported. | |
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Data Residency Configuration Ability to select/document where data is physically stored. |
Configurable data residency (region/country) available for compliance. | |
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Dedicated Appliance Option Hardware appliance optimized for document security and performance. |
No information available | |
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Virtual Appliance Option Supports deployment as a VM in virtualized environments. |
Virtual appliance deployment with support for VMs is offered. | |
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Clustered Storage Nodes Allows scale-out by adding additional hardware nodes. |
No information available |
Support, Maintenance, and Vendor Services
(7 Yes /7 Known /8 Possible features)
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24/7 Technical Support Round-the-clock support via phone, email, or chat. |
24/7 global technical support is referenced in services documentation. | |
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Guaranteed Response Times (SLA) Timeframe for vendor response to critical incidents. |
No information available | |
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Regular Security Patch Updates Automated or manual application of security updates at set intervals. |
Regular security patches/updates detailed in managed service and support plans. | |
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On-site Consulting/Training Availability of certified trainers or consultants for staff enablement. |
On-site and remote training/consulting available through Everteam/Sword Group. | |
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Migration Assistance Support for securely migrating existing documents from legacy systems. |
Migration support and tools listed for onboarding and data transfer. | |
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Dedicated Account Manager Direct vendor contact for escalations or account-specific issues. |
Dedicated account manager for enterprise clients described in service levels. | |
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Comprehensive User Documentation Detailed manuals and help resources for users and administrators. |
Comprehensive user documentation and resources available online and for admins. | |
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Multi-channel Communication Support via multiple channels (phone, chat, email, online portal). |
Multi-channel support (web, chat, phone, email) is referenced in support offerings. |
Business Continuity and Resilience
(5 Yes /5 Known /8 Possible features)
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Automated Backups Scheduled backups to geographically separate locations. |
Automated/scheduled backups to offsite/geo-distributed data centers outlined as feature. | |
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Backup Frequency How often the system creates backups of stored data. |
No information available | |
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Instant Failover Capabilities Automatic system failover to standby resources during failure. |
No information available | |
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Periodic DR Drills Scheduled disaster recovery tests to ensure plan effectiveness. |
Disaster recovery tests and drills are part of managed services. | |
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Ransomware Protection Features Capabilities to detect, prevent, and recover from ransomware attacks. |
Ransomware detection and data protection features referenced in enterprise data security. | |
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Immutable Backup Storage Backups that cannot be altered or deleted within retention period. |
Immutable backup storage is referenced as a compliance/business continuity measure. | |
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Geographically Distributed DR Sites Uses multiple offsite locations for disaster recovery. |
Geo-distributed disaster recovery sites, part of enterprise and compliance offerings. | |
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Continuous Automated Health Checks System monitors itself for immediate detection of faults or outages. |
No information available |
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