We all know the importance of protecting the data of any business or institution and protecting privacy as well, but you may ask what is the nature of the relationship between data protection and privacy and the concept of electronic archiving specifically, and what role electronic archiving may play in this dangerous task for companies and various business institutions.

In this new article on our blog, we will explain to you the concept of electronic archiving, the risks of saving and archiving data and documents in traditional ways, and what is the role of the electronic archiving system and the solutions it provides to protect business data and privacy in general.

What are the risks of archiving in traditional ways?
The frequent delivery and receipt of various documents and papers between departments or between employees of the same department leads to the possibility of their being lost and damaged in some cases.

Consuming a lot of paper and increasing the cost when there is a need to copy more than one copy of the same documents and the need to use them between more than one department.
Some documents that are printed after a period of time may be exposed to scanning, which leads to the loss of important data that harms the workflow of the institution.
The traditional archiving process depends on a limited number of employees responsible for recording it manually, which may cause some errors during the recording process without noticing it.

Difficulty in accessing any document with an old date due to spending a lot of time and effort in manually searching between files.

Consuming a large storage space that is not protected, which causes these documents to be lost, stolen or damaged by natural factors such as dust or exposure to water.

Now, let's discover together the smart ways to save and archive important and sensitive data, documents and files.

Explanation of the concept of the electronic archiving system
It is one of the electronic systems that have been programmed to help companies in the digital transformation processes and move to the paperless system and keep data in cloud storages that work to provide the maximum means of protection and privacy for this data with the ability to access it at any time and from anywhere.

This is, in brief, the concept of the digital or electronic system for archiving data and business documents for government institutions, companies and business institutions.

How to move from traditional archiving to electronic archiving?
In order to be able to start the process of digital transformation of your documents and start using the electronic archiving system, this process requires the following procedures and steps:

Good and effective planning
This stage is divided into a number of easy-to-implement steps, which are:

Study all documents and list the information mentioned in them to classify them in terms of quantity and type.
Analyze the documents after filtering them through the sorting and inventory process and determine the priority of the documents that will be started first in the electronic archiving process and prepare a list that includes the basic data for each document.
Develop an executive plan for the process of registering documents and specifying a time and assigning classifications related to each document and indexing them in a way that facilitates the search process and accessing them later.
Implementation stage
Start collecting all documents that will be archived electronically in one place.
Start scanning the documents to upload them to the electronic archiving system.
When each paper document is finished, it is scanned and marked so that it does not interfere with documents that have not been uploaded.
Through the electronic archiving system, start creating files for all uploaded documents and dividing them according to the different departments and functions and indexing them to facilitate the search process later.
What are the solutions provided by the professional electronic archiving system?
The integrated professional electronic archiving system has a number of important solutions that companies must rely on to protect their data, in addition to reducing the financial costs related to the use and storage of paper documents, including the following:

Reducing costs
The use of paper documents costs institutions a lot of money in addition to the need to photograph or print these documents in the event that they want to obtain some administrative approvals for a number of documents or to need more than one department for the same documents. Not only that, but also the costs of tools and places where documents are stored, but through the electronic archiving system you will not need all of this, as documents can be transferred between different departments through electronic automation of workflow tasks and obtaining signatures for approvals electronically without the need to waste more papers and printing and overlapping documents with each other.

Return on investment
The use of the electronic archiving system is considered a strong influence as an investment tool, as by using it and reducing the costs related to paper documents and accelerating the pace of implementing workflow tasks, which affects the operational and productive process, all of these reasons help you increase the return on investment.

Linking with different systems
The electronic archiving system depends on the flow of documents by linking with the different systems used by the rest of the departments, which makes it easy for those departments to access the database in which the documents are stored to re-import any file or document and use it in different tasks or update its data and re-save it again.

Easy-to-use database
Start by creating your own work database for each department and assigning classifications related to each file and document and attaching any other documents or files related to each file and assigning any work-related notes to the required files. Through the search and indexing feature in the electronic archiving system database, you will be able to easily access any document you want to use without the hassle and waste of time as was the case in the past with traditional methods.

Managing incoming and outgoing correspondence
The electronic archiving program for companies provides a system that includes all types of outgoing and incoming correspondence for the company, and works to automatically record all of this correspondence, archive it and follow the processes that are carried out until