The danger of not archiving and preserving information

Blog / Docsuite Archiving
Technological advances over the past two decades have affected not only our personal lives, but the business world as well. Although it has created business opportunities, it has also raised challenges. The biggest challenge facing organizations around the world is the challenge of managing information effectively. Whether you are a large organization, a freelance professional or a small organization, managing information effectively is one of the keys to successful operations and survival in tough times.
Most of the information institutions they manage are in the form of documents - whether paper or electronic. In fact, the absence of a sound archiving system may pose many risks, which no institution can bear.
Risks you can avoid with a records management solution
1. Data loss in the event of a disaster.
The worst nightmare a facility can face is answering customers' calls and telling them that all their data is gone because the archive room is on fire! Well, that may not be dramatic, but let's face it you have to be willing to give your best and prepare for the worst, like a natural or man-made disaster. The best way to protect business documents is to implement an electronic archiving system that not only helps you manage paper documents but also helps you manage digital files, moreover, while the only actual way to support paper documents is to make copies of them and add them to your paper record, Digital files are easy to backup and restore within minutes.
2. The passage of time and cost.
Paper archives take a lot of time to become the long-term source of information. It is not only difficult to fetch information from a physical document library (particularly an off-site library), but also causes a whole host of tasks associated with a work process to be queued; This leads to project delays and possible cost escalation. You may not feel stressed during times when there is relatively little work, but in times of economic downturn investing in an electronic archiving system such as DocSuite may mean lower costs when it is more important, and you no longer need tons of consumables and large spaces (ok , maybe a few hundred square meters!) of rented space to house your documents; And a dedicated (paid) work team to manage all this. Other things are constant and lower costs usually translate into lower net worth.
3. Communication gaps.
Most business processes involve the phases of conceptualization, iteration, research, decision and implementation, then review and follow-up. Multiple sections are involved in the entire exercise. When source documents are not readily available to every stakeholder in the business process, this can hamper the smooth communication of relevant ideas and data. This in turn leads to other serious risks.
4. Bad or wrong decisions.
Gaps in communication indicate that your employees may not have received complete data to carry out their tasks as expected. This is especially true when some team members have the required documents in their possession, while others do not. Decision makers are faced with time-bound goals that they must achieve. If a business decision is made quickly and with incomplete data or without the required input from the entire team, it could result in a loss in terms of revenue, market share or other performance indicators.
5. Miss the opportunity to satisfy customers.
When the business team that deals with customers have all the documents they need in one application, they will have more confidence in dealing with customer problems. But if the source documents have to be retrieved from a box file in another corner of the office building, don't expect the customer to wait or wait patiently for long - you just missed a great opportunity. Electronic archiving can come to the rescue. Getting all the information the customer needs means "the first call solution" and not repeating calls for the same problem.
6. Loss of competitive advantage.
Companies that have an electronic archiving system are in a much better position to succeed in today's digital age. Better communications, lower costs, faster cycle times, improved productivity levels and quality - all make the facility highly competitive and give its competitors access to their money. Not having a proper archiving system means that you may lose these performance indicators and, therefore, you may lose your competitive advantage over a period of time.
7. Loss of reputation.
Some small lapses in customer service levels may not be very harmful. But when the facility's document management policy (or lack thereof) leads to a serious strategic or tactical error, it may seriously damage the company's reputation. This could lead to endangering the firm's position in the market in the long run, and have a gradual impact on other business areas.
Effects of data loss on business
Data loss is a major inconvenience that disrupts the day-to-day function of any information-based business. When important files and documents are lost, your organization must spend time and resources re-creating these files or recovering these files to fill the gaps left by the loss. Although you may be able to locate hard copies of the information, these copies may not be as up-to-date as digital copies that have been lost. Data loss due to corruption or viruses causes special problems, as it can sometimes be difficult to determine the extent of data loss. Eliminating and repairing corrupted files can be costly for your facility.
Common causes of information loss
● Viruses and Malware
Most people think of viruses when you ask them about the reasons that might lead to data loss. For the facility


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