The best electronic archiving and record keeping methods

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Blog / Docsuite Archiving
With the increase in the size of the establishments and what they contain of accounting documents and paper transactions, whether internal or external in various fields, and the desire of the establishments to organize their data in an electronic way that saves them time and effort to ensure the preservation of this data, an urgent need has emerged for the existence of an integrated system that performs all transactions related to dealing With electronic data, the solution among many alternatives was electronic archiving.
Also, accounting and administrative documents are the cornerstone of any facility that is keen on sound and scientific administrative practice. To reduce the randomness of decision-making, and that depends on the magnitude and importance of the volume of business carried out by the facility; Therefore, it was necessary to keep pace with development and follow modern scientific methods to benefit from them in facilitating the process of archival control of documents, records and transactions in order to increase their effectiveness.
What is electronic archiving?
Any facility to manage accounting and administrative documents needs to achieve an effective and secure accounting and administrative document management system. An electronic archiving system has emerged with the aim of maintaining documents and records in the digital age. Electronic archiving includes digital organization, personal information management, and accounting records management in a digital repository. It includes security techniques, risks, and legal and regulatory issues for this facility, in addition to other matters such as insurance and others.
Objectives of electronic archiving
Information, regardless of how it was produced or collected from the beginning, has become a foundation of increasing value with the passage of time, while the requirements of electronic archiving have become more complex at the same time.
Finding an effective solution and approach to archiving accounting documents across all stages that this document went through constitutes a major challenge. At the same time, the need for an effective approach is essential; It reduces costs and improves organizational performance.
However, there are Fekra accounting software systems that will help you in electronic archiving and other financial and accounting matters. These are some of the goals set by the specialized team in the field of electronic archiving, including:
Electronic archiving helps reduce duplicate data/information throughout the facility.
Help improve productivity by providing efficient operations and instant access to information from anywhere.
Help reduce risks such as changing regulatory requirements and disclosure of confidential records. Security of information can also be improved by setting security policies and logging in easily.
Understand the structure of electronic records and the models for creating, using, and storing records.
The ability to systematize and apply new and acquired knowledge.
Data capture, classification, deduplication, processing, analysis and archiving.
Supplying the necessary information to decision makers quickly and easily.

Accounting software and its role in managing electronic documents and records

In modern electronic document management software, archiving has a distinct meaning. This may mean offloading slightly used data from expensive primary storage to less expensive secondary storage devices.
This archiving strategy not only reduces costs, but also improves system performance, which would otherwise slow down. It has been estimated that up to 80% of the data produced may not be mission critical and therefore need not be accessed immediately.
Electronic data archiving often uses automated software, which identifies low-use records and moves them to secondary storage devices that may still be accessible online. For example, data may be transferred to third-party web storage facilities.
Electronic archiving may include a sequence of many files, and they are often compressed and encrypted. This practice can reduce storage space requirements, and encryption can make the data accessible only to people who have the access key.
Maintaining electronic accounting documents faces some unique problems. Technological development is very fast in the IT industry, and this leads to the hardware and software used to create data quickly becoming obsolete.
Storage media is getting smaller, and new media that uses different file formats may not be able to read data created by the old media. New versions of the software are introduced regularly to take advantage of technology improvements, and current versions may not be able to read data generated by older versions.
Several strategies have been proposed to solve the readability problems associated with archived data. These include the systematic conversion of old data into new formats, and the development of simulation software that can enable existing systems to simulate past environments and read data created in those environments.
Document archiving is an essential function of document management, and it can save costs, improve system performance, and prevent the company from falling into serious legal troubles. Particular attention must be taken to ensure the readability of archived electronic data during its lifetime because data can easily become unreadable when old technology is replaced by new technology.
The importance of applying electronic archiving to your facility

Why does your organization need electronic archiving?
The possibility of damage to accounting documents over time.
The internal processing capabilities may decrease from the large number of transactions.
Increased risk of errors in document processing by non-professional staff.
Two people cannot access or use documents and records at the same time.
Access to documents must be controlled securely and quickly.
The storage spaces of the physical archive can be managed more efficiently.
Investigating the physical archive is extremely expensive.
The importance of electronic archiving:
Access to information m

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Category: Docsuite Archiving

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