Digital Archiving Strategy in Document System Preservation

The digital archive of an enterprise is essentially the digital memory of an enterprise, which is mostly composed of electronic documents.

Blog / Docsuite Archiving

Digital Archiving Strategy in Document System Preservation

 
The digital archive of an enterprise is essentially the digital memory of an enterprise, which is mostly composed of electronic documents. Thus, it is necessary for organizations to keep documents digitally in an appropriate manner in order to preserve their archive memory over time.
 

Why do you rely on a digital archive for your work?

 
Continuous updates of IT systems and continuous adoption of new technology are points that motivate the use of such a service.
 
However, having an archive is more interesting thanks to the benefits obtained. Yes, it is time for the Department to recognize the need to build an actual digital culture in its institutions so that they can know and manage archives throughout their life cycle.
 
The Company's computer archive of documents and data represents the exclusive and strategic wealth of the Enterprise, and its value is not limited to the digital elements it constitutes (i.e. the Company's electronic documents), but relates to the processes, relationships and methods adopted for its formation, management and preservation over time.
 
 
Save Document System
 
  • The reliable document system over time requires the company to provide the following:
  •  
  • Organization and control of the responsibilities of producing, maintaining and preserving company documents
  •  
  • Adopt procedures and tools that identify computer documents stored in a certain way in time and space, ensuring easy reading and retrieval of documents and identifying information, including metadata associated with documents;
  •  
  • Selection and reliance on suppliers specializing in digital archive management and preservation who ensure the highest standards of security, quality and reliability.
  •  
  • Conservation means the organization of a digital archive of legal value, managed through an information system and supported by an organizational model, procedures, roles, functions and activities described in the Conservation Manual.
 
After understanding how the company handles its documents, the project team can determine the types of documents involved and what to do to properly archive them. An inventory can therefore be made at the level of each service. This work will make it possible to distinguish, among other things, personal documents, reference documents, customer information documents and forms. The Panel can recognize the need for more resources to carry out documentation, organization and storage in the most appropriate circumstances.
 
Dispose of unnecessary documents
 
Not all documents produced or received by the company must be stored. There's really no need to archive unnecessary things. By setting up SAE, the project team should be able to identify all the documents to be deleted. They are usually detected by inventory. The GED system can automatically set aside all documents that have no value. Getting rid of inconsequential and sometimes cumbersome files is essential if you want to achieve effective archiving. Because archiving also means taking steps to quickly find a permanently stored document if necessary. While having unnecessary documents wastes time.
 
Select the procedure to follow for ideal document storage
 
After the inventory is well created and the unhelpful documents have been disposed of, the project team can determine the procedure to follow to store the documents perfectly to be archived. Centralization or decentralization in documentary mass storage is possible. It is also possible to use individual workstations. In any case, thinking is necessary to decide on the best way to process working documents. It is up to the team to choose the system to be put in place to manage and retain records. This can be a physical file system, electronic system or combination of both.
 
With regard to the electronic management system, it is good not to lose sight of some technical considerations in its development. The project team must ensure that it has sufficient or greater workflow possibilities than the business needs. It is absolutely essential that only people with permission have access to it. Note that it is possible to allocate the feed according to the company's specific needs.
 
Implementation of the documentary strategy in line with the standards
Furthermore, the documentary strategy leading to the establishment of SAE should not ignore compliance with the standards. It's really good to know that document archiving is in no way done. It is necessary to respect certain rules. The project team should be aware of these matters and develop its strategy accordingly. This is imperative, whether it relates to physical documents or electronic documents. Current standards address many aspects of document storage, including security and accessibility.
 
 

Conclusion:

 
Any document created today constitutes tomorrow's archive. This fact in the archiving world is verifiable for both physical and electronic documents. The shelf life of the company's documents is regulated, requiring the company to retain this huge amount of information. In order to get rid of this restriction, it is not uncommon for structures to opt for outsourcing this component to an external service provider (called a third party archiving).
 
This offshore company is then subject to a certain number of standards: archiving (digital and physical), storage, information security, customized space that meets strict standards in terms of fire and flood safety, etc. Regulations regarding the places of consultation of archives and storage buildings covered by the legislation on secret installations are also covered in this CD. It also contains ISO standard bibliography related to security technologies and storage media.


Share :

Add New Comment

 Your Comment has been sent successfully. Thank you!
Error: Please try again