Both electronic archiving and cloud storage have become fundamental pillars in data management within organizations, whether governmental or private.Instead of relying on paper archives or traditional local storage, organizations are moving towards digital solutions that ensure efficiency, security, and speed of access to information.What is the difference between Electronic archiving and cloud storage? In this article, we highlight this difference, explaining the importance of each.Continue reading.
The concept of electronic archiving
Electronic archiving is the process of organizing and preserving digital documents and files in a systematic manner using specialized electronic systems such as the Fekrait electronic archiving program, with the aim of facilitating access, management, and security in the long term.Electronic archiving includes converting paper documents into digital copies, classifying them, and placing them in a clear archival structure.And implementing preservation and retrieval policies, which contributes to reducing dependence on paper and improving information management.
Basic functions of electronic archiving
The most prominent electronic archiving functions performed by electronic archiving systems include the following:
1. Preserving and organizing digital documents
The first basic function of electronic archiving is to preserve and organize documents and digital documents in a coordinated and organized manner.Files are classified according to specific criteria such as date, type, or issuing entity, which facilitates access to them later and prevents their loss or damage.
2. Easy retrieval and search
Electronic archiving systems provide a fast and advanced search feature within a huge amount of documents.Through an archiving program, the user can enter specific keywords or filters to obtain the required results within seconds.This feature reduces the time wasted in manual searching and increases productivity within the organization.
3. Ensuring information security and confidentiality
Electronic archiving maintains the security of documents through advanced protection systems that include passwords, encryption, and access control.Each category of employee is granted a certain level of access, which prevents unauthorized access and protects sensitive data from leakage or tampering.
4. Integration with other systems
An important function of electronic archiving is its ability to integrate with other institutional systems such as human resources management systems or accounting programs.This integration allows the flow of information between different departments smoothly, and unifies the database within the organization.
5. Compliance with regulations and standards
Electronic archiving helps organizations comply with laws and regulations governing data preservation, whether local or international.The electronic archiving system ensures that documents are preserved for a certain period of time, and provides audit reports that support transparency and accountability.
6. Support decision making
Through electronic archiving, information becomes available faster and more accurately, which provides officials with a comprehensive vision that helps them make decisions based on real and updated data.Archived documents can also be analyzed to derive performance indicators and future trends.
Cloud storage concept
Storage refers to the use of external servers to store data on the Internet instead of local computers or internal servers, instead of hard disks or local servers.This model allows access to data from anywhere and anytime via a secure Internet connection, which enhances work flexibility and mobility.
Basic functions of cloud storage
The primary role of cloud storage is to save data and make it available flexibly and securely, without the need for complex technical infrastructure or internal maintenance, and it also provides multiple functions, including:
1. Save and secure data
A core function of cloud storage is secure and efficient data storage, where data is backed up and stored in geographically distributed data centers, reducing the risk of data loss as a result of hardware failures or natural disasters? Cloud storage services also adopt advanced encryption techniques to ensure the confidentiality of information and protect it from unauthorized access.
2. Facilitating access and participation
Cloud storage provides access to files and data from anywhere, at any time, just by connecting to the Internet.This makes it easier for users to work remotely or share documents and files with colleagues or clients quickly and seamlessly, enhancing collaboration and productivity within teams and organizations.
3. Data management and organization
Cloud storage services feature advanced tools that help organize and manage data efficiently.Users can classify files, create multiple copies, track changes, as well as retrieve previous versions of files through a cloud electronic archiving program, which ensures ease of searching and accessing the required information in a timely manner.
4. Expansion & Flexibility
Scalability is one of the most important functions of cloud storage, as the user or organization can easily increase or decrease storage space as needed, without the need to purchase hardware or modify the infrastructure.This flexibility makes cloud storage an economical and practical option for all sizes of users.
The difference between electronic archiving and cloud storage:
Both electronic archiving and cloud storage aim to preserve data electronically, but they differ in several fundamental aspects, including:
1. Primary objective
Electronic archiving: It aims to preserve data in an organized and organized manner that ensures easy access to it in the future while preserving its integrity and confidentiality, especially for documents that need long-term preservation for legal or regulatory purposes.
Cloud storage: It mainly aims to provide additional storage space for users and enable them to access their data from anywhere, in addition to the benefits of sharing and collaboration.
2. Method of organization and data management
Electronic archiving: It relies on a complex system for organizing and classifying documents.Electronic archiving programs often include databases, indexes, and precise classifications that allow advanced search and accurate retrieval of information.
Cloud storage: Focuses more on providing storage and backup space for files with the ability to organize them into simple folders, but without complex classification systems such as archiving.
3. Retention time duration
Electronic archiving: usually reserved for the retention of documents for long periods, up to years or decades, especially those with legal or historical value.
Cloud storage: used to store data as needed
Whether short or long term, but it does not focus on legal or regulatory retention.
5. Daily Use
Electronic archiving: Mainly used in administrative, legal and office processes, where users need to retrieve specific data related to a specific time period or topic.
Cloud storage: used by individuals and companies to store their daily files, such as photos, documents, and team collaborations.
6. Costiness
Electronic archiving: requires large initial investments in special systems and software, and may require a specialized team to manage the system.
Cloud storage: usually less expensive for the end user, offering monthly or annual subscription, without the need for complex infrastructure.
Conclusion:
Although electronic archiving and cloud storage both rely on digital technologies to preserve data, they serve different purposes and follow different methods of management and organization.Electronic archiving is an integrated system for preserving documents in an organized and secure manner through the Document Management and Electronic Archiving Program with a focus on long-term retention.and legal compliance, while cloud storage is a practical and flexible solution for storing, sharing and accessing files online.
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
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