Companies are increasingly turning to the use of electronic archiving system, which is used to store, catalogue, classify and manage electronic documents and data while ensuring their retention and integrity throughout their life cycle, It is a long-term solution that saves space with almost unlimited expansion capacity and electronic archiving also meets regulatory compliance requirements where stored data cannot be modified or destroyed, This allows it to be produced as a certified copy of the asset for audit or legal purposes and to learn more about the advantages of e-archiving, we invite you to continue reading.
Electronic archiving concept
Electronic archiving is a governance tool for the company's information assets suited to the long-term preservation and security of binding documents, as well as the preservation of large amounts of data or documents. The most successful archiving program ensures long-term storage of documents and access to archives. Electronic archiving maintains the legal value of archived information and ensures the longevity, credibility and security of documents.
Electronic archiving objectives
Electronic archiving is essential for companies in terms of legal, tax and financial security. Digital archiving seeks to preserve information regardless of the media on which this information is stored. In short, it aims to:
- Ensure long-term preservation of digital data so that it remains available for appropriate uses in the future;
- Ensure easy and wide access to digital information, and make it available for efficient retrieval.
Types of electronic archiving
Electronic archiving consists of a series of interconnected technologies, each of which addresses a specific goal and requirement, perhaps the most prominent types of electronic archiving we find:
- Institutional archiving: This category includes the digitization of cultural and scientific heritage such as books, manuscripts and historical documents.
- E-mail archiving: This is about reserving emails for compliance and legal purposes, and this confirms that every message can be kept, searched and accessed.
- Digital Media Archiving: The text data jurisprudence is not from available to electronic archiving system, but digital data also (such as audio, video and images) requires electronic archiving.
- Web Archiving: This type allows archiving online databases, which are stored through websites, blogs or social media posts.
Pros of electronic archiving
E-archiving is a contemporary approach to preserving diverse digital content, including documents, alerts, chats, photos and multimedia files, and here are the most positive ones:
1. Ensure access to files
An important challenge in electronic archiving is ensuring long-term access to digital files And here cloud storage solutions are necessary through file archiving software, To enable secure real-time access to documents from anywhere This not only improves collaboration between teams, but also ensures that a backup of important files is kept and always protected from local hardware failures. Also, regularly archiving and cleaning files is critical to maintaining an orderly system and reducing digital chaos.
2. Archiving metadata
Metadata refers to descriptive information about the digital file, for example: File name, extension, file type, format, size, dimensions, accuracy, date/time of creation/last access, author, editor, etc., metadata management in electronic archiving includes the creation and maintenance of accurate and comprehensive metadata to effectively organize and retrieve files, and correctly managed metadata facilitates rapid identification and retrieval of specific files, saving time and effort.
3. Data Protection
Safely protecting and maintaining data is one of the basics of electronic archiving, and the best electronic archiving software often includes features such as version control, audit pathways and secure access controls, which help to keep financial records safe and confidential, and with electronic archiving services, which is provided by the Fekrait electronic archiving program
All documents are safely copied and stored.
Secure electronic archiving also has to keep data within limits where customer information is legally protected and separate from cloud service provider system files.
4. Streamlining processes
Digital document management solution easily conforms to all electronic archiving requirements taking advantage of the direct links between the systems that produce the documents and the storage of the cloud documents that it hosts, The electronic archiving and document management program that is executed well Streamlining different business processes, starting with facilitating document retrieval and reduces staff time spent searching for information and improving overall productivity, and ensures that all documents are consistently and systematically archived.
5. Reduce costs and increase productivity
Switching to the digital system for document archiving reduces paper and printing costs and support environmentally friendly initiatives, the electronic archiving system can automate customer service, sales, accounting and specific human resources functions And rapid retrieval of files from digital archives helps save staff time, Allowing them to focus on revenue-generating tasks, and this increases customer satisfaction, Increased retention of staff, rapid payment and reduced procurement costs, and digital document management allow for more efficient cost management, thereby increasing control over sales operations, thereby increasing productivity.
6. Promote compliance and scrutiny
Electronic archiving helps companies meet regulatory and financial requirements in case of scrutiny through a strong focus on transparency and compliance, allowing companies to avoid excessive fines and legal complications. Moreover, secure electronic document and archiving management software reduces the risks of data hacking, financial damage and associated reputation.
By adopting the electronic archiving program, companies can provide online auditors with access to purchase invoices, sales invoices, receipts and other supporting documents, eliminating the need for the auditor to come to the office and sort paper documents with the accounting team.
Conclusion:
Electronic archiving is the perfect choice to start your digital transformation journey as you work towards greater customer engagement and better operational efficiency, thereby increasing productivity and moving towards success and leadership in your business.
Important Topics:
Incoming and outgoing electronic archiving (DocSuite)
Automation of automated processes
Reference:
1. << Electronic document & records management system to manage records like money>>, openaccessgovernment
2. << The importance of document storage in today’s digital age>>, citizen
Add New Comment