Benefits of e-archiving for individuals and institutions
Electronic archiving plays an increasingly important role in organizations, where users produce more and more content. There are many reasons to retain this information, starting with the practical need to retrieve often old records.
What is electronic archiving?
Electronic archiving refers to the storage of documents on a digital data holder that can be read by computer. This can include paper documents, but documents that already exist can also be archived in digital form, for example, emails.
The importance of archiving electronic archiving
In general, electronic archiving provides a means of retaining and regulating digital content in the long term. Typically includes sets of documents, alerts, chat dialog boxes, photos, video, audio recordings and more, all of which are digitally stored and available for search and access anytime in the future. Digital archive may be as simple as indexed hard drive, but it usually includes advanced features that ensure easy data search and retrieval, even when too much information is included.
For more benefits, follow the top 10 benefits of e-archiving:
1. Data Protection
E-archive provides exceptional levels of security. First, you can activate two-factor authentication to ensure safe access for authorized users. Secondly, the digital system allows role-based logging in, meaning that each authorized employee or party can have different access rights. Tracking records show user activity and logins. Third, when it comes to data transfer, you can use encryption technology to secure private information during transfer.
2. Sustainable business practices
Sustainable business development is not just a nice phrase to add to your business description. Sustainability is an integral part of a modern company that seeks to attract customers and investments.
E-archive is your transition tool to get rid of paper and embrace environmentally friendly processes. Just by replacing paper with a digital archive for document storage and control, you can save a lot of paper and adopt restorative practices.
3. Reduce liability risk
4. Meet deadlines
When it comes to legal retention periods, not all business documents are equal: different types of documents and forms are subject to different retention rules. Automatic retention periods and deletion deadlines are useful tools that help companies ensure their archives are fully compliant. They prevent early or accidental deletion, and when documents need to be deleted (such as those containing personal data according to the EU's General Data Protection Regulation), they provide evidence of deletion.
5. Higher level of productivity
Creating, coordinating and storing documents more easily gives all participants the opportunity to focus on the most important tasks at hand. Through electronic document archiving, the company can easily improve its schedules. Available tools are ideal for ensuring timely creation of records and escalation of bottlenecks. These features, combined with easy access, simplify the staff task and reduce time waste.
6. Document management consistency
It can be very difficult to provide storage, update and consistent content coordination when relying on hard copies of documents.
Electronic archiving of documents facilitates ensuring consistency. Implementing digital workflows gives everyone an idea of how to create and store documents. There will be no room for error when employees have such guidance.
Content will be created and archived in the same way. Needless to say, it would be much easier to search for information and strengthen accountability in this way.
7. Evacuate space and reduce cost
Although this may seem like a secondary advantage for some, entrepreneurs and enterprise managers know how much space the traditional document storage system will occupy.
Going down the electronic route saves a lot of office space. Electronic archiving allows documents to rehire an entire room that could have been allocated to keep the documents safe. Instead, the company can move to a smaller office and reduce the cost of rent.
When it comes to saving money, electronic archiving of documents offers additional opportunities. The cost of tanks and supplies and keeping the database in perfect order is high. The off-site document storage facility can also be expensive, depending on the location. More affordable digital document management solutions. Companies only pay for what they use, which makes financial and practical sense.
If you don't want to allocate space for file cabinets, electronic storage provides a good alternative. Your laptop or desktop can record your business transactions, send and store invoices and keep your financial records without taking up any additional space. It can do bookkeeping on your behalf, adding expenses and income.
Storing digital documents somewhere accessible to several employees enhances efficiency. For example, employees assigned to the same project can consult, write or edit documents together without having to be in the same room, or even while working from home. If you don't want to allocate big money or staff to the IT department, cloud computing is an option. Instead of using your data servers, you pay companies to store your documents on remote servers that can be accessed online.