How to manage records using electronic archiving

Blog / Docsuite Archiving
With the tremendous technological development, and the transformation of all traditional transactions and operations into electronic transactions, and with the transformation of data and digital documents into a huge base of information and data. The regulation around it has increased dramatically in recent years, and at the same time, we can't really ignore that electronic archiving is still often considered a burden on employees, considering electronic archiving is a very specialized thing that only needs to deal with skilled people - records managers and archive specialists - It should be a top priority in many areas of work.
The integrated role between records management and electronic archiving
We believe that an integrated approach based on managing the lifecycle of an organization's electronic inbound and outbound records is essential for effective business information management and archiving. This requires the participation of all employees, but it should not be an additional cost or burden.
Let's first explain how to integrate records management from electronic incoming and outgoing and electronic archiving. There are a lot of official descriptions of records, but in a certain way we can describe them as information that can serve as evidence of business transactions or other legal obligations, in short, all documents and data that must be kept for a specified period is important to the facility because you are legally obligated to do so (contracts, invoices, permits and so on). Therefore, electronic records management focuses on the correct management of these records, from creation or reception to preservation.
On the other hand, electronic archiving focuses on the preservation stage. In other words, when records are not used properly and actively, but rather are kept securely for a well-defined period of time, the essence of effective electronic archiving is a common understanding and application of records management best practices by all employees. But how do we achieve this end? The following guidelines show you how to take a comprehensive approach to managing records in your CMS and workflows:
 
Work on the principles of records management from the beginning of content creation. For example, make sure that the document type classification (eg Contract, Invoice) is a step/mandatory field. This will reduce the efforts required of knowledge workers to comply with the organization's records management policies for each type of document at later stages, and even cancel those efforts.

Each content element must have well-defined content properties. The so-called metadata. The metadata for these documents should provide useful information to facilitate records management compliance as well as the day-to-day work of knowledge workers.

Define an effective content structure. Finding a balance between creating conditions of use by knowledge workers, in line with their daily activities, and at the same time, ensuring the recording of information necessary for records management purposes.

Ensure that all actions performed on content are automatically recorded in audit logs (who, what, when, why), so that you can automatically generate reports to facilitate access to all different types of content processing, in addition to complying with records management policies.
What are the risks of traditional archiving? What are the returns resulting from converting your paper documents into electronic records?

One of the most important pillars to ensure the success of the facility and the continuity of its effective work is the efficiency in managing and organizing records; so that it is not exposed to any form of loss, damage or manipulation; Therefore, traditional archiving cannot be considered the best solution to ensure the continuity of work effectively, for several reasons, the most important of which are:
Relying on the skills of some employees in all preservation, archiving and retrieval operations; This means that it is limited to certain individuals and not others and is based almost entirely on their personal experiences.
Companies must be able to produce any original documents that are required at any time for any kind of legal oversight or audit.
The lack of tight security and confidentiality systems on the documents and the possibility of them being theft or tampering by employees with weak souls.
Wasting a lot of time and effort while organizing records and also during the process of searching for a specific document or paper.
Documents are often damaged or lost due to the large size of the facility and the frequent manual circulation of it between employees and different levels of departments.
The large number of copies of incoming and outgoing records between more than one concerned department, for example, the work is divided into a financial part and a technical part, which makes the completion of the papers of a particular project not done with the required accuracy and speed.
The absence of a backup copy of the incoming and outgoing records in case the facility is exposed to an accident such as a fire, or an individual mistake that may be caused by a cup of coffee or tea.

The switch to electronic archiving addresses all the problems of traditional archiving mentioned above; In order to facilitate and speed up work, increase productivity and reduce storage and printing costs, not to mention the exploitation of paper archive space and its employment in matters that contribute more to raising work efficiency.
 
What are the consequences of your use of electronic archiving?
Despite the importance of the costs associated with slow response times and wasted resources, but the most important matter from the perspective of information management, where electronic archiving gives the facility many advantages that contribute to saving time and effort and improving the pace of work effectively, the most important of these advantages:
 
Using modern techniques to facilitate such as smart scanning in recognizing pictures and Arabic and English letters.
The ability to modify records and the ability to encrypt specific parts of the file and easily add a symbol, stamp or signature; Arranging and classifying documents in the manner and style of work in the facility through multiple styles.
The ability to improve the quality of poor documents and save them with the best possible accuracy, and the ability to handle


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