DataBank’s
ability to deliver the highest Service Levels in the industry is only
possible through the strict adherence to a robust, mature, well honed
business and logistics process. From the minute you become a DataBank
client a series of simultaneous events takes place, resulting in a
smooth transition to becoming a highly satisfied DataBank client.
We
are acutely aware of our role in the IT Disaster Recovery Process and
the Data Compliance Strategy of our clients; accordingly our processes
are built to withstand the most severe circumstances.
Process Highlights:
- Customer
Security Details (CSD’s) are filled out and uploaded to DataBank
Online™. Permissions for various personnel within the client’s
organisation to access tapes are agreed and cannot be changed without
the authorised approval.
-
All tapes are immediately barcode labelled, and uploaded to an interactive online portal for clients to access.
-
DataBank
personnel scan in and out of our client’s possession and in and out of
our vault’s possession all items sent on-site or off-site. This
electronic scanning at the “Point Of Sale” has been proven as the only
reliable method of authenticating the physical location of all media
items at all times. All DataBank clients are able to track EVERY
transaction, EVERY movement and a full archival history of EVERY item
in rotation. This information is critical in complying with Sarbanes
Oxley audit standards. Less sophisticated tape tracking systems do not
scan tapes “in field” which invariably does not add any more value than
having a paper based tracking system with manual data entry.
- Every
Client site is discreetly bar-coded with a unique Client coded stripe.
Any time a DataBank Employee arrives or departs from a client’s site
this will be recorded in our system. This site bar-code acts as an
“Electronic Gate” and no transactions will be conducted outside of this
bar-code. The other benefits of this bar-code are that no other
client’s cartridges can be delivered to another client in error. Also,
no ex-employees or “Hackers” can attempt to transact a client’s media.
- Similarly,
all DataBank Vaults contain discreet bar-code gates to accept all
Client Cartridges into and out of our facilities and specific Client
Store Areas within the Vault.
- Client
specific Rotation/Scheduling information is uploaded to DataBank
Online™, automating the rotation process and improving accuracy and
timeliness of tape movements.
- A
dedicated Account Service Representative (ASR’s) is assigned to each of
our clients. ASR’s carry PDAs which are adapted with Symbol Brand
scanners. Authorised client personnel are logged into our system and a
Bitmap image of their signature is collected at each transaction point
and stored within DataBank Online™.
- All
components and stages of the DataBank process are recorded within
DataBank Online™, allowing clients to perform online audits
24hrs/365days. Specific information on tape holdings / movements can be
interrogated by status: On Site With Client, In Transit or Off-Site
With DataBank. This is authenticated with chronological logs on each
item movement and the personnel involved in each transaction also
logged and recorded. With the increased speed, security and reliability
of wireless networks all transactions can be recorded live at the
client site and tracked on the road.
- 24hrs/365days,
60 minute metropolitan SLA’s is DataBank’s service promise. Accordingly
a sophisticated paging and rostering system is adhered to.
- DataBank’s
operations have been externally audited and published as a training
tool for all DataBank staff nationally. Full Disaster Recovery and
Business Continuity Plans have been built into the operational
procedures, allowing for a robust continuity of service.
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