Document archiving or document storage is a very important step in the document management process, Once the file is inactive, it is sent to the archive for retention, Years ago, this involved printing and actually storing files in file cabinets and storage rooms, Today, companies keep their documents electronically, enhancing the document archiving process while improving how stored files are kept, managed and recovered However, there are many factors that one must address to ensure the long-term success of storage operations, which is what we will recognize in the rest of the article.
What is document archiving?
Document archiving is a comprehensive approach to information management with different steps and considerations. Document archiving through an archiving software includes identifying relevant metadata for each file. The metadata provides additional information about the document, such as the author, creation date or keywords. This additional information also helps to organize and search for documents, making the retrieval process more efficient.
Document archiving classifies documents based on their type, purpose or any other relevant criteria. By identifying the appropriate classifications or marks for each file, it becomes easier to search for specific documents and retrieve them when needed.
When should you archive documents?
Archiving unsolicited documents frequently wastes space and extra work to access them when needed ", it is true that there are many good reasons for archiving documents through the electronic archiving system, But you have to keep in mind when these documents will be very useful before you decide to store them In addition, it's generally good to archive older documents than you currently need because you'll probably need them sometime in the future. and, conversely, data that are still relevant today can be left in place and re-analysed when needed.
Why archiving is necessary?
Effective document archiving offers many advantages for institutions, and here are the main reasons why companies prioritize the application of document archiving system through file archiving software:
1. Meet organizational requirements
Data protection is a matter that most companies are fully aware of, and in light of important recent updates to the Data Protection Act (GDPR, anyone?), Companies are now under increasing pressure to manage consumer data correctly and safely - otherwise they face heavy fines, which requires that they have effective data management processes and secure document archiving solutions.
2. Reduce costs and save space
Whether you're running a large international company or a start-up, it's important to save costs where you can. Archiving documents can help, especially when adopting electronic archiving software, can help by freeing up space and reducing operating costs. The less documents you have on site to manage, the less time and money you need to spend on managing them.
3. Improved workflow and performance
Archiving appropriate documents can improve the workflow and performance of your business, and according to estimates, access to up to 80 percent of production data does not need to be easily accessible. By archiving important documents, you can streamline access to the rest of your data and improve your performance.
4. Improved security
Document archiving systems through encryption mechanisms, access controls and backup work together to protect critical information and ensuring that only authorized individuals have access to and modification of documents, This additional layer of security not only protects sensitive data Best electronic archiving software also helps companies comply with various industry regulations and data protection laws.
5. Increased effectiveness
Document archiving provides many working hours, by classifying and arranging all required documents in one central system, as well as by providing access to all necessary data for contracts, purchases, inventories, invoices and other tasks, the digital archive enables the company through the outgoing and incoming program to connect all its departments and enhance synergies between them.
The four main elements of secure document archiving
Document siphoning requires that it be safe, especially if you are not planning to consider it for a while, so stored data must be protected just like active data. Below are the four main elements of document archiving:
Scalability and Performance
Document archiving must provide the ability to handle absorption amounts during the necessary time windows to provide the company with access to documents when needed in business operations In addition, the archive must provide reasonable response times to search for and retrieve documents As a model, we advise the Fekrait Electronic Archiving Program, which has the ability to perform assimilation and archiving functions without negatively affecting users' overall system performance.
Accessibility and availability
The archive should provide a mechanism for authorized users to search for and retrieve documents, In addition, document archiving should provide the ability for some outside users to retrieve documents, such as electronic submission of customers or agents.
Security and Protection
Document archiving must have the ability to restrict access to documents, such as private, confidential, privileged or essential business continuity documents, and this may include requirements for encryption of stored content.
Retention and integrity
Document archiving needs to be able to keep documents for specific periods of time, taking into account legal, regulatory, financial, operational and historical requirements. In addition, the best electronic archiving software must provide appropriate assurance of authenticity. Finally, the archive must provide the ability to keep information on an unchangeable storage platform when needed.
Conclusion:
It can be concluded that document archiving is an important aspect of in-house information management, and indicates the process of systematically storing and organizing documents in a safe and easily accessible manner. This ensures that important records and files are preserved for future reference and can be retrieved when needed.
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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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