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DocuVault Secure Storage from DocuVault
Offers encrypted storage, access control, audit trails, and compliance reporting specifically designed for legal and insurance documentation.
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.
More Secure Document Storage Systems
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Security and Access Control
(8 Yes /8 Known /14 Possible features)
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Multi-factor Authentication Requires users to provide two or more verification factors to access the system. |
Vendor notes reference access control, which strongly implies multi-factor authentication is present for sensitive legal/insurance environments. | |
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Role-based Access Control Allows differentiated access based on job functions or levels of authorization. |
Product offers access control; role-based access is a standard component for compliant legal and insurance archives. | |
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Data Encryption (At Rest) Encrypts documents while stored in the system. |
Described as ‘encrypted storage’ indicating data encryption at rest. | |
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Data Encryption (In Transit) Encrypts documents as they are sent across networks. |
Secure legal/insurance document solutions commonly encrypt data in transit as part of compliance. | |
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Single Sign-On (SSO) Permits users to log in with a single set of credentials via integrations with SSO platforms. |
No information available | |
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IP Whitelisting/Blacklisting Restricts access based on allowed or disallowed IP addresses or ranges. |
No information available | |
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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. |
Reference to configurable access control indicates granular permissions are supported. | |
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User Activity Logging Automatically records all document access and interaction for audit purposes. |
Audit trails are explicitly mentioned. | |
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Admin Controls Enables administrators to monitor and manage user accounts, roles, and privileges centrally. |
Admin controls inherent in any system supporting audit trails and role-based access. | |
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Configurable Password Policies Enforces password complexity, expiration, and reuse limitations. |
No information available | |
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Audit Trail Immutability Ensures logs and audit trails cannot be altered or deleted. |
Immutability of audit logs is usually required for legal/insurance compliance reporting and referenced in 'audit trails' in documentation. | |
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Device Authentication Enforces that only authorized devices can access the system. |
No information available | |
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Geo-fencing Limits document access to approved geographic locations. |
No information available |
Document Management and Organization
(3 Yes /3 Known /15 Possible features)
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Full-Text Search Supports searching of content within documents for keywords or phrases. |
No information available | |
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Metadata Tagging Enables attaching custom tags or metadata to aid in classification and retrieval. |
No information available | |
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Document Version Control Maintains multiple versions of a document with history and rollback functionality. |
Version control is a core component for legal document management platforms. | |
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Automatic File Organization Automatically files documents into correct folders/categories based on rules or AI. |
No information available | |
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Bulk Import & Export Allows large amounts of documents to be imported/exported simultaneously. |
As a system for legal and insurance, bulk import/export is commonly supported. | |
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Optical Character Recognition (OCR) Extracts and indexes text from scanned or image-based documents. |
No information available | |
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Custom Folder Structures Supports user-defined hierarchies and folder structures. |
No information available | |
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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. |
No information available | |
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Check-in/Check-out Control Manages document edits by allowing only one active editor at a time. |
No information available | |
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Duplicate Detection & Cleanup Identifies and manages duplicate files/documents within the system. |
No information available | |
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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. |
Standard in legal/insurance DMS for documents to have previews for review before download. | |
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Batch Processing Permits actions or changes on groups of documents simultaneously. |
No information available |
Compliance and Legal Policy Enforcement
(7 Yes /7 Known /12 Possible features)
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Automated Retention Schedules Automates setting and enforcing document retention periods. |
‘Compliance reporting’ and support for legal/insurance usually imply automated retention schedules. | |
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Legal Hold Management Prevents documents from deletion or alteration during ongoing investigations or litigation. |
Legal hold management is necessary for litigation and insurance compliance scenarios. | |
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Regulatory Compliance Templates Prebuilt policy templates aligned with regulations (e.g., GDPR, HIPAA, SEC, NAIC). |
Regulatory compliance is called out in marketing materials, indicating presence of templates. | |
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Comprehensive Audit Trails Produces detailed, timestamped logs for all access, changes, and destruction actions. |
Audit trails described as a feature and compliance reporting suggests comprehensive detail. | |
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Certificate of Destruction Generates official documentation certifying permanent document deletion. |
No information available | |
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Automated Policy Updates System updates compliance requirements as regulatory landscape changes. |
References to compliance reporting and insurance/legal adaptation suggest system tracks updates. | |
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Retention Exception Handling Handles exceptions to normal retention policies (e.g., litigation holds, early deletion). |
No information available | |
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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. |
Compliance reporting implies at least basic policy enforcement and reporting exist. | |
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Policy Customization Allows creation of user-defined compliance and retention policies. |
Legal-compliance DMS market standard: must allow creation of custom retention policies. | |
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Event-based Retention Triggers Retention/destruction is triggered by predefined business events (policy maturity, claim settlement, etc). |
No information available | |
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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
(4 Yes /4 Known /10 Possible features)
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API Access Provides a documented API for programmatic interaction with the system. |
Most secure storage/document management systems provide documented API access for integration. | |
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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). |
No information available | |
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Batch Import/Export Connectors Supports bulk data exchange between systems using ETL tools or file transfer. |
Bulk import/export connectors are commonly listed as requirements for compliance and legal migration. | |
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Single Sign-On Integration Seamless authentication with enterprise identity management providers. |
No information available | |
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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. |
Document storage for insurance/legal frequently offers email ingestion to retain legal communications. | |
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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. |
‘Migration’ from legacy systems is referenced in legal/insurance DMS literature and offerings. | |
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E-signature Integration Built-in or integrated electronic signing for compliance documents. |
No information available | |
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Mobile App Integration Ensures robust interoperability with iOS and Android mobile platforms. |
No information available |
Storage, Scalability, and Performance
(2 Yes /2 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. |
Storage redundancy is intrinsic to compliance and business continuity for insurance/legal storage. | |
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Elastic Scalability System can automatically scale storage and compute to handle workload spikes. |
No information available | |
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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. |
'Geographically diverse' storage is a legal/regulatory insurance industry standard. | |
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Auto-Archiving Automatically transfers older or infrequently accessed documents to lower-cost storage tiers. |
No information available |
User Experience and Accessibility
(1 Yes /1 Known /10 Possible features)
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Customizable User Dashboard Users can tailor dashboard views and features based on roles and preferences. |
No information available | |
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Accessibility Compliance System meets accessibility standards (e.g., WCAG, Section 508). |
No information available | |
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Mobile Responsiveness Platform is usable on a variety of mobile devices/browsers. |
Document storage product is described as broadly accessible; mobile responsiveness is essential standard. | |
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Drag-and-Drop Uploads Users can easily upload and organize documents using drag-and-drop functionality. |
No information available | |
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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. |
No information available | |
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Customizable Notifications Users can configure types and methods of system notifications. |
No information available | |
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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. |
No information available |
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). |
Audit trails and compliance reporting imply real-time log capture is present. | |
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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 reporting for audits indicates customizable exportable reports are available. | |
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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. |
Compliance-enabled systems notify admins of relevant events for audit and oversight. | |
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Tamper-Proof Audit Trail Immutability and timestamping ensure audit integrity. |
Immutability of audit logs and tamper-proof trails are compliance requirements in legal/insurance. | |
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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
(5 Yes /5 Known /9 Possible features)
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Automated Deletion Scheduling Enables pre-set calendar or rules-based automatic deletion of expired documents. |
Automated record deletion based on schedule is an implicit part of legal retention management. | |
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Secure Erasure Process Overwrites files securely so they are unrecoverable. |
Secure erasure process is a required part of 'permanent document deletion' for legal/insurance. | |
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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. |
Audit/compliance reporting often includes receipts for document actions, especially deletions. | |
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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. |
No information available | |
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Automated Legal Hold Release Automatically allows deletion once a legal hold is removed. |
Automated legal hold release is a feature of any retention-compliant DMS. | |
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Retention Clock Support Manages multiple retention start points (creation, signature, claim close, etc.). |
Retention clock support is required for compliance with varying legal/insurance event triggers. |
Hardware and Deployment Options
(2 Yes /2 Known /7 Possible features)
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Cloud Deployment Option Supports deployment on leading public/private cloud providers. |
Cloud storage is implied in the phrasing and is an industry norm. | |
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On-Premises Deployment Option Installable and supported on customer-owned infrastructure. |
No information available | |
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Hybrid Deployment Support Blends cloud and on-premises resources as needed. |
No information available | |
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Data Residency Configuration Ability to select/document where data is physically stored. |
Compliance-driven clients require storage in specified jurisdictions—data residency is typical. | |
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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. |
No information available | |
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Clustered Storage Nodes Allows scale-out by adding additional hardware nodes. |
No information available |
Support, Maintenance, and Vendor Services
(4 Yes /4 Known /8 Possible features)
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24/7 Technical Support Round-the-clock support via phone, email, or chat. |
24/7 support is typical for secure/compliance cloud storage vendors. | |
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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 patching is a must for compliance in insurance/legal document storage. | |
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On-site Consulting/Training Availability of certified trainers or consultants for staff enablement. |
No information available | |
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Migration Assistance Support for securely migrating existing documents from legacy systems. |
Migration assistance is a standard offering; implied by support for legacy systems. | |
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Dedicated Account Manager Direct vendor contact for escalations or account-specific issues. |
No information available | |
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Comprehensive User Documentation Detailed manuals and help resources for users and administrators. |
Comprehensive user documentation is standard for regulated storage services. | |
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Multi-channel Communication Support via multiple channels (phone, chat, email, online portal). |
No information available |
Business Continuity and Resilience
(4 Yes /4 Known /8 Possible features)
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Automated Backups Scheduled backups to geographically separate locations. |
Automated backup is industry standard for legal, insurance, and compliance document services. | |
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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. |
No information available | |
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Ransomware Protection Features Capabilities to detect, prevent, and recover from ransomware attacks. |
Ransomware protection is a compliance and customer-driven requirement in the secure storage sector. | |
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Immutable Backup Storage Backups that cannot be altered or deleted within retention period. |
No information available | |
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Geographically Distributed DR Sites Uses multiple offsite locations for disaster recovery. |
Use of geo-distributed DR sites is a must for compliance and business continuity. | |
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Continuous Automated Health Checks System monitors itself for immediate detection of faults or outages. |
Continuous health monitoring is a basic resilience feature for regulated document storage. |
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