FAQ
Frequently Asked Questions
1What is Records Management?
Records Management is a professional discipline concerning the “management of document-based information systems”. It is a systematic control of all organizational records: from their creation or receipt, through their processing, distribution, maintenance and use, and to their ultimate disposition.
2What records need to be stored?
Information generated while conducting business should be preserved because of their informational value. They are the evidence of an organization’s operations and activities which are important for legal, tax, and audit assessment purposes. Example, agreements, accounting records, tax records, invoices, management reports etc
3How do I determine what information requires proper storage?
As a general rule of thumb, if you answer YES to any of the following questions, you need to store the information properly-
- Does the information document your daily business process?
- Does the information provide input to a mission-critical business decision?
- Does the information provide evidence as to why a business decision was made?
- Is the information required for legal, fiscal, audit, or tax purposes?
4Why do Records need to be protected?
Lost records from misplacing or disaster can affect critical operations. Legal implications can arise if information cannot be recovered by the company on a timely basis should there is any tax or legal requirement.
5What benefit I get from external offsite storage?
By outsourcing your physical records and storing it in another location outside your office, it is part of an effective Business Continuity / Disaster Recovery plan should anything happen to your office. This also helps you to respond and recover from any disaster much faster to minimize disruption on your office operations.
6Won’t storage costs me more money because I have to pay monthly rental?
Records is part of your company valuable assets and should be treated and protected properly as of any other assets. Therefore it should not be treated as an expense. We can show you how you can save as much as 55% by outsourcing to us comparing to doing it yourself.
7How does outsourcing saves me money?
Managing records internally can be very complex and costly due to rising real estate prices / rental rates, and also depreciation costs incurred by system installed such as software to keep track, racking, manpower, & security systems etc. We help you to save as much as 55% compared to storing it in-house.
8What are the legislative / regulation required on document storage?
Under the Malaysia Income Tax Act 1967, companies are required to retain their business records for at least 7 years to enable the tax assessment of the companies for any basis year to be readily ascertained. Moreover, legal implications can arise if a company is not able to provide information on time for tax, audit or legal requirements.
9What are the hidden costs?
There are no hidden costs. We will provide you the detailed price list for each service provided for your clear understanding.
10What the charges of other service like retrieval and pickup?
The fees will be provided in a detailed schedule for your clear understanding.
11Is there any chance the rack will collapse?
Our racking is specially designed by a renowned German company, and its certified Zone 1 earthquake proof, making us one of the very few who have such a high specification racking system installed.
12Are the cartons stored protected?
We have taken all necessary prevention to protect the cartons from fire, sabotage, flood, pest, earthquake and so forth. Furthermore, the cartons are insured by reputable insurance company.
13What is Seismic Zone 1?
The seismic zone map is based on a statistical compilation of past earthquakes’ frequencies and magnitudes. Therefore, it is an indication of where the next earthquake is most likely to occur, how often and the enormity. Malaysia is in Earthquake / Seismic Zone 1, meaning there is one in ten chances that an earthquake will occur within the next fifty years).
Frequently Asked Questions for Regalia Digital Vault
1What is an Regalia DigitalVault (RDV)?
Regalia DigitalVault is an Electronic Document Management System, a software solution for storing, organizing, retrieving, and managing digital documents centrally. An EDMS creates a secure digital repository that replaces paper-based filing with structured access, version control, and collaboration tools. It serves businesses needing efficient document handling across teams.
2Why should we use Regalia DigitalVault (RDV)?
Organizations uses Regalia DigitalVault to reduce costs from lost documents, enable quick searches, and support compliance through audit trails and security. It streamlines workflows, boosts productivity, and minimizes errors compared to manual systems.
3What types of documents can be stored in Regalia DigitalVault (RDV)?
RDV handles diverse formats like text files (Word, PDFs), spreadsheets (Excel), images (JPEGs, scans), CAD, emails, presentations, audio/video, web pages and any other type of files.
4Is Regalia DigitalVault (RDV) cloud-based or on-premise?
RDV can be cloud-based for scalability and remote access or on-premise for full control in regulated environments.
5Which Cloud service provider is Regalia DigitalVault (RDV) using? Are they local cloud service providers?
RDV is using IP ServerOne Cloud services. Yes, they are a local cloud-based service provider.
6Are the Cloud service providers certified?
Yes, some examples include ISO/IEC 27001, SOC 2 Type II, ANSI, TVRA, MySTI, and many more.
7Are backups performed regularly?
Yes, their cloud service has the options to perform backups hourly, daily, or weekly, with retention going up to 15 hours, 7 days, 4 weeks respectively.
8What happens in case of system failure?
When there is a system failure, the load balancer will direct all traffic to the secondary server while the primary server is being diagnosed and repaired. When the primary server has been repaired, it will go online and traffic will be auto balanced by the load balancer again.
9Can documents be recovered if deleted?
Yes, the deleted function on RDV serves as a soft delete. The document admin can restore deleted documents in the event a mistake occurred.
10Does it support file imports from existing system?
Yes. However, a study will be required for this purpose to determine the necessary components involved in the migration.
11Can Regalia DigitalVault (RDV) automate business workflows?
Yes, the RDV can automate approvals, routing, and notifications to speed up business processes.
12Is training required?
Yes, basic training will be provided for optimal use.
13How does Regalia DigitalVault (RDV) improve efficiency?
It improves efficiency via fast search, collaboration, reduced printing, and workflow automation.
14Does Regalia DigitalVault (RDV) help with compliance?
RDV aids compliance with audit trails, access controls, version control, and other compliances for standards like ISO 27001.
15Is mobile access allowed?
Yes, depending on client’s IT security policies, RDV can be assessed on the mobile through a modern HTML5 mobile web browser.
16Does Regalia DigitalVault support digital signatures?
Yes, digital signatures are supported on RDV that uses complex cryptographic algorithms.
17Can I track the status of a document?
Yes, you can track the status of a document in the RDV through the workflows, dashboard, reports, and audit trails.
18Is there an audit trail of users that uses the RDV? Is there a record of who accessed or modified documents?
Yes, the RDV provides a comprehensive audit trail that tracks every action by the user performed on the documents.
19What is version control?
Version control tracks changes, maintains history, and allows rollbacks to prevent data loss.
20Can Regalia DigitalVault integrate with other systems?
Yes, RDV can be integrated with other systems provided the other systems provides their APIs where the RDV can use for communication.
21Can multiple users share and view on the same document?
Yes, multiple users can share and view on the same document.
22How long does implementation take?
This depends on the complexity of the requirements, volume of migration, size of data, and other factors. A brand-new system in an “off the shelf” fashion typically takes a week to be implemented, subjected to where and how the system is hosted.
23Does Regalia DigitalVault support transparency?
Yes, we have an audit trail that records everything every user does in the system.