Electronic archiving provides a means for long-term preservation and organization of digital content. It typically includes collections of documents, alerts, chat dialogs, images, video, audio recordings, and more, all stored digitally and available for search and access at any time in the future. A digital archive may be as simple as an indexed hard drive, but it usually includes advanced features that ensure easy searching and retrieval of data, even when very large amounts of information are involved.
Electronic archiving is primarily concerned with the storage of records that have been selected, for permanent or long-term preservation due to their enduring research value and as a memory aid, as users produce more and more content. There are many reasons to keep this information, ranging from the practical need to retrieve old records to more important concerns like legal and regulatory compliance.
Electronic archiving provides a means for long-term preservation and organization of digital content. It typically includes collections of documents, alerts, chat dialogs, images, video, audio recordings, and more, all stored digitally and available for search and access at any time in the future. A digital archive may be as simple as an indexed hard drive, but it usually includes advanced features that ensure easy searching and retrieval of data, even when very large amounts of information are involved.
The DocSuite archiving system from fekrait Software provides:
1. Centralized management of all documents.
You will be able to get a document management software that allows you to manage, edit, authorize or sign any type of document in a centralized way.
2. Capture all kinds of documents
Any user will be able to register documents in the system via scanner, fax or photo. These will be archived in the electronic archive of the tool.
3. Create the report
The document management software allows a comprehensive search through the use of advanced filters that make it easy to discover and classify documents or files in a specific way through several associated fields.
4. Suitable for multiple records
Document management systems are set up to store and manage different types of registrations. File management, accounting management, cadastral management or settlements, among others.
5. Documentary protection and security standards
These systems will allow you to control and manage the access of all members, also allowing you to distribute backup copies to different users who will perform certain functions during the process.
Another of its characteristics is the configuration of access to the data system by means of a digital certificate or electronic identity.
6. Integration with email and sending notifications
The check-in and check-out system can be synced with email such as Outlook to send alerts or notifications that inform when a file is checked in or checked out.
7. Create documents automatically
Document management software is configured to allow creation of Word or PDF documents based on predefined templates.
8. Data loss protection
Because electronic safes provide one-stop storage for all your digital content, they also provide a single connection for backups to ensure no data is lost. Whether it's a hardware failure, a security incident, or a natural disaster, DocSuite's enterprise-class archiving system provides you with the safety and security of knowing your data is fully protected at all times.
conclusion:
Losing important documents can have serious consequences for your business:
Decreased productivity - It can take hours or days to recover lost files, which means your employees are unable to work. The more documents you lose, the more time your business will be out of business.
Loss of customer trust - If you lose files related to your customers' personal information, or files are stolen, not only will this affect your relationship with those customers, but you may be subject to a heavy fine.
BREAKING THE LAW - If you lose confidential information, or people without authority gain access to it, your work may be in violation of the General Data Protection Regulation (GDPR). There are many potential consequences for this, including criminal prosecution and large fines.
Damage to your reputation Loss of data can lead to unwanted media attention and damage your business reputation.
The easiest way to prevent this is to secure your documents by archiving them with a trusted document archiving company.
Records management companies provide archiving services to ensure documents are easily accessible for business or legal reasons, or for auditing purposes. DocSuite Archiving System provides highly secure document archiving, storage and records management.
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