Cloud-based document management system with advanced security features, compliance tools, email management, document versioning, and collaboration. Includes legal hold capabilities, retention policies, and audit trails. SOC 2 Type 2 compliant with robust encryption.
Specialized hardware and software solutions that maintain sensitive legal and compliance documents with appropriate security, retention, and destruction protocols.
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Multi-factor Authentication Requires users to provide two or more verification factors to access the system. |
NetDocuments offers multi-factor authentication per security documentation on the vendor's site. | |
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Role-based Access Control Allows differentiated access based on job functions or levels of authorization. |
Role-based access control is a standard feature for permissioning and collaboration per product documentation. | |
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Data Encryption (At Rest) Encrypts documents while stored in the system. |
Data is encrypted at rest (SOC 2 compliance and marketing claims confirm). | |
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Data Encryption (In Transit) Encrypts documents as they are sent across networks. |
Data encrypted in transit per technical documentation and compliance statements. | |
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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 (SSO) with SAML and OIDC is available (confirmed on vendor resources). | |
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IP Whitelisting/Blacklisting Restricts access based on allowed or disallowed IP addresses or ranges. |
IP whitelisting/blacklisting available for access management (feature described in admin controls 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 assignable down to document level (standard function for matter/cabinet and workspace). | |
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User Activity Logging Automatically records all document access and interaction for audit purposes. |
User activity is logged for audits; available via reporting. | |
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Admin Controls Enables administrators to monitor and manage user accounts, roles, and privileges centrally. |
Admin controls (central management of users, permissions) featured in official documentation. | |
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Configurable Password Policies Enforces password complexity, expiration, and reuse limitations. |
Enforcement of password rules settable by admin; documented in help center. | |
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Audit Trail Immutability Ensures logs and audit trails cannot be altered or deleted. |
Audit trail immutability is part of the audit and compliance package per documentation. | |
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Device Authentication Enforces that only authorized devices can access the system. |
Device authentication/control available via trusted device settings. | |
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Geo-fencing Limits document access to approved geographic locations. |
No information available |
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Full-Text Search Supports searching of content within documents for keywords or phrases. |
Indexing and full-text search built in (marketed feature and user manual confirm). | |
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Metadata Tagging Enables attaching custom tags or metadata to aid in classification and retrieval. |
Rich metadata tagging is part of classification and search tools (documentation). | |
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Document Version Control Maintains multiple versions of a document with history and rollback functionality. |
Document versioning/rollback is emphasized as a feature for compliance and QA. | |
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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. |
Bulk import/export supported (bulk operations menu and migration utilities). | |
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Optical Character Recognition (OCR) Extracts and indexes text from scanned or image-based documents. |
OCR available as part of the core indexing and search product, especially for incoming emails and scans. | |
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Custom Folder Structures Supports user-defined hierarchies and folder structures. |
Custom folder and workspace structures supported by system. | |
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Bookmarking/Quick Access Allows commonly used or critical documents to be bookmarked for fast retrieval. |
Bookmark/quick access function for favorite or critical documents is included. | |
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Advanced Filtering Options Filter documents by date, type, metadata, tags, and more. |
Advanced filtering by date, type, metadata and tags is supported in the interface. | |
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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 control for version management and single-editor control. | |
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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. |
Document linking and referencing function present for related doc navigation. | |
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Retention Labeling Applies automated retention periods based on document type. |
Retention labeling available and essential for industry compliance. | |
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Document Previews Generates inline previews without downloading documents. |
Document previews are available without full downloads. | |
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Batch Processing Permits actions or changes on groups of documents simultaneously. |
Batch processing of documents is supported (bulk move, tag, security change, export). |
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Automated Retention Schedules Automates setting and enforcing document retention periods. |
Automated retention schedules are part of compliance toolkit. | |
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Legal Hold Management Prevents documents from deletion or alteration during ongoing investigations or litigation. |
Legal hold is highlighted in documentation and marketing pages. | |
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Regulatory Compliance Templates Prebuilt policy templates aligned with regulations (e.g., GDPR, HIPAA, SEC, NAIC). |
Regulatory compliance templates provided for financial and insurance sectors. | |
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Comprehensive Audit Trails Produces detailed, timestamped logs for all access, changes, and destruction actions. |
Comprehensive, timestamped audit trails present and available for export. | |
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Certificate of Destruction Generates official documentation certifying permanent document deletion. |
Audit trail includes destruction certificates upon permanent deletion. | |
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Automated Policy Updates System updates compliance requirements as regulatory landscape changes. |
Automated policy updates are pushed to keep up with the latest regulatory changes (per vendor claims). | |
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Retention Exception Handling Handles exceptions to normal retention policies (e.g., litigation holds, early deletion). |
Exception handling built-in for retention, including legal holds and overrides. | |
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Destruction Approval Workflow Requires secondary or multi-person authorization to delete regulated documents. |
Destruction approval workflow for regulated docs is available (role-based authorization). | |
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Policy Enforcement Reporting Reports on policy enforcement, violations, and exceptions for internal/external audit. |
Policy enforcement reporting built in for both admins and auditors. | |
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Policy Customization Allows creation of user-defined compliance and retention policies. |
Custom compliance and retention policies can be created and enforced. | |
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Event-based Retention Triggers Retention/destruction is triggered by predefined business events (policy maturity, claim settlement, etc). |
Event-based retention triggers supported by workflow engine. | |
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External Regulatory Feed Integration Connects system to regulatory feeds for real-time compliance updates. |
No information available |
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API Access Provides a documented API for programmatic interaction with the system. |
Open APIs provided for custom integrations; documented for developers. | |
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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). |
Native integrations with insurance and legal platforms, covered in solutions pages and technical docs. | |
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Batch Import/Export Connectors Supports bulk data exchange between systems using ETL tools or file transfer. |
Batch import/export connectors for legacy migration and interoperability, per support materials. | |
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Single Sign-On Integration Seamless authentication with enterprise identity management providers. |
Single Sign-On integration with enterprise IdPs is a key feature. | |
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Document Synchronization Ability to sync documents with external cloud storage (e.g., SharePoint, OneDrive, Box). |
Document synchronization possible with external cloud storage such as OneDrive and SharePoint. | |
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Email Integration Allows storage and retrieval of documents via email messages. |
Email integration (storage/retrieval via Outlook/Gmail) is a significant feature. | |
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Customizable Webhooks Sends event notifications to external systems based on actions or triggers. |
Customizable webhooks are available for automation and notification scenarios. | |
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Legacy System Support Supports data migration from old or legacy document management platforms. |
Legacy system support and data migration tools available (migration service packages). | |
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E-signature Integration Built-in or integrated electronic signing for compliance documents. |
E-signature integrations (e.g., DocuSign, Adobe Sign) offered within workflow. | |
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Mobile App Integration Ensures robust interoperability with iOS and Android mobile platforms. |
Mobile app integration with iOS and Android apps for document access and notification. |
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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 (e.g., multi-instance, multi-AZ) ensured by public cloud infrastructure. | |
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Elastic Scalability System can automatically scale storage and compute to handle workload spikes. |
Elastic scalability is inherent in SaaS architecture; system scales to meet usage spikes. | |
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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. |
Data center geographic diversity via multiple cloud regions (marketing and compliance info). | |
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Auto-Archiving Automatically transfers older or infrequently accessed documents to lower-cost storage tiers. |
Auto-archiving (tiered storage for infrequently accessed docs) provided in admin settings. |
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Customizable User Dashboard Users can tailor dashboard views and features based on roles and preferences. |
User dashboards are customizable based on roles and preferences (feature in user experience). | |
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Accessibility Compliance System meets accessibility standards (e.g., WCAG, Section 508). |
Accessibility compliance with WCAG/Section 508 covered as part of legal/accessible design. | |
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Mobile Responsiveness Platform is usable on a variety of mobile devices/browsers. |
Mobile responsive design for web-app; native mobile apps also available. | |
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Drag-and-Drop Uploads Users can easily upload and organize documents using drag-and-drop functionality. |
Drag-and-drop uploading and file management in browser interface. | |
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Multi-Language Support Provides system UI options in multiple languages. |
Multi-language support available for global organizations. | |
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In-product Guided Help Contextual assistance and tooltips provided within the application. |
In-product guided help, contextual tips, and help resources included. | |
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Customizable Notifications Users can configure types and methods of system notifications. |
Notification settings at user and document level are configurable. | |
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Advanced Search Suggestions Intelligent prompts to speed document search/discovery. |
Advanced search suggestions supported by search AI. | |
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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 action tools of various types cited in admin and end-user menus. |
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Real-time Audit Logging Instant capture of user actions with timestamp and geolocation (if available). |
Real-time audit/audit logging captured for security, available in logs. | |
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Automated Anomaly Detection System monitors for unusual or potentially unauthorized access patterns. |
Automated anomaly detection supported (monitoring for unusual/suspicious access patterns). | |
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Customizable Compliance Reports Polished, exportable reports tailored for auditors or regulators. |
Customizable, exportable compliance reports (management, audit, regulatory). | |
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Exportable Access Logs Full user and document logs exportable in common data formats. |
Exportable access logs in CSV and audit formats available to admins. | |
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Automated Scheduled Reports System can generate and send recurring reports on document status/compliance. |
Scheduled report automation is part of reporting suite. | |
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Event Notification System Alerts admins to key events such as failed logins, policy violations, or large deletions. |
Event notification system for admins on login failures, deleted files, policy exceptions. | |
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Tamper-Proof Audit Trail Immutability and timestamping ensure audit integrity. |
Audit trail is tamper-proof/immutable per compliance architecture. | |
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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. |
Security event integration with SIEMs is supported (Splunk, IBM, etc). |
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Automated Deletion Scheduling Enables pre-set calendar or rules-based automatic deletion of expired documents. |
Automated deletion scheduling for retention/destruction of expired docs built in. | |
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Secure Erasure Process Overwrites files securely so they are unrecoverable. |
Secure erasure for permanent deletion as per compliance features. | |
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Manual Override Capabilities Authorizes certain users to bypass normal destruction timelines when justified. |
Manual override for destruction available for privileged users (compliance/litigation exceptions). | |
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Destruction Workflow Approval Requires supervisor approval before destruction of high-risk or protected records. |
Supervisor/secondary approval options for destruction workflows featured in compliance tools. | |
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Destruction Receipt Generation System documents and acknowledges every completed deletion process. |
Destruction receipts generated for every completed deletion (audit log + receipt export). | |
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Partial Deletion Support Permits selective removal of specific document elements (e.g., pages). |
Partial deletion supported, e.g., redaction of specific pages/elements. | |
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Destruction Exception Alerts Alert administrators if a deletion process fails or is delayed. |
Destruction exception alerts for administrators part of event management. | |
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Automated Legal Hold Release Automatically allows deletion once a legal hold is removed. |
Automated legal hold release implemented for compliance workflows. | |
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Retention Clock Support Manages multiple retention start points (creation, signature, claim close, etc.). |
Retention clock supports multiple triggers (creation, signature, event). |
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Cloud Deployment Option Supports deployment on leading public/private cloud providers. |
Cloud deployment on leading public cloud providers (AWS, Azure) is standard. | |
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On-Premises Deployment Option Installable and supported on customer-owned infrastructure. |
On-premises deployment is available for some customers (see documentation and third-party references). | |
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Hybrid Deployment Support Blends cloud and on-premises resources as needed. |
Hybrid deployment (cloud + on-premises resources) can be configured for enterprise clients. | |
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Data Residency Configuration Ability to select/document where data is physically stored. |
Data residency configuration is offered for compliance with jurisdictional laws. | |
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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 option supported as per IT requirements documentation. | |
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Clustered Storage Nodes Allows scale-out by adding additional hardware nodes. |
No information available |
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24/7 Technical Support Round-the-clock support via phone, email, or chat. |
24/7 technical support available for financial/legal sector customers (verified on website). | |
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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. |
Security patch updates applied at regular intervals, as per compliance evidence and support resources. | |
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On-site Consulting/Training Availability of certified trainers or consultants for staff enablement. |
On-site consulting/training offered by vendor and certified partners. | |
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Migration Assistance Support for securely migrating existing documents from legacy systems. |
Migration assistance supported for moving existing/legacy documents, per vendor migration services. | |
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Dedicated Account Manager Direct vendor contact for escalations or account-specific issues. |
Dedicated account manager provided for enterprise/regulated clients. | |
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Comprehensive User Documentation Detailed manuals and help resources for users and administrators. |
Comprehensive user and admin documentation available (knowledge base, manuals, video training). | |
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Multi-channel Communication Support via multiple channels (phone, chat, email, online portal). |
Multi-channel communication (email, chat, phone, online portal) for support. |
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Automated Backups Scheduled backups to geographically separate locations. |
Automated backups to separate physical locations is a standard resilience 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. |
Instant failover to backup infrastructure is an available service for uptime/high availability. | |
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Periodic DR Drills Scheduled disaster recovery tests to ensure plan effectiveness. |
Periodic DR drills for business continuity are explicitly mentioned in partner documentation and SLAs. | |
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Ransomware Protection Features Capabilities to detect, prevent, and recover from ransomware attacks. |
Ransomware protection features (threat monitoring, backup isolation) provided. | |
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Immutable Backup Storage Backups that cannot be altered or deleted within retention period. |
Immutable backup storage (WORM, retention lock) implemented for compliance reasons. | |
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Geographically Distributed DR Sites Uses multiple offsite locations for disaster recovery. |
Multiple disaster recovery (DR) sites in geographically distributed data centers. | |
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Continuous Automated Health Checks System monitors itself for immediate detection of faults or outages. |
Continuous automated health checks (monitoring/self-healing) included in infrastructure. |
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