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I'm working on a project to determine whether or not the files our company uses are secured properly. I'm talking about financial documents (which are by local law required to be kept for a number of years). Administrative staff is currently storing these on a networkdrive (which has backups running).

My concern is, in case a staffmember overwrites (or deletes) a file without noticing this (and backups will be overwritten by time), it will be gone and there's gonna be a big problem. To me this sounds like a risk.

An option would be to use a document management system. Though I don't feel like constantly uploading and downloading files would be an efficient way to work with files. Is there perhaps a Dropbox-like professional environment which let's the user continue to work with files in a filesystem, though will manage an extensive document history? Perhaps another option to secure files like these?

share|improve this question if you want to use The Cloud for this. With CrashPlan you own the private key (if properly set up). Of course CrashPlan can go bust - but that's true for every company.

You could use tape and do daily/weekly/monthly backups to tape and keep tapes for number of years.

Disks are your worst option really.

You can schedule backups as often as required but it might be difficult to recover open files.

share|improve this answer
Is there an alternative that could be used in our own environment? A private cloud on our own servers? The idea of such an option instead of a scheduled backup is history of documents 'right on queue'. The drawback of scheduled backups is possible loss due to the fact that backups are only snapshots of a certain time. – Aquillo May 30 '13 at 11:53
Is that what you are looking for? – Chris May 30 '13 at 13:10
Well it's close, especially the Client-server model (like SVN). Though I would like to have it automatically commit changes like in Dropbox (though managed on our own servers). Sorry, Dropbox is the best example I have... – Aquillo May 30 '13 at 14:51

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