The best electronic archiving and record keeping methods

Blog / Docsuite Archiving
With the increase in the size of the establishments and the accounting documents and paper transactions they contain, whether internal or external in various fields, and the desire of the establishments to organize their data in an electronic way that saves them time and effort to ensure the preservation of these data, an urgent need has emerged for the existence of an integrated system that performs all the operations of dealing With electronic data, one of the many alternatives was electronic archiving.
Also, the accounting and administrative documents are the cornerstone of any establishment that strives for a sound and scientific management practice. To reduce the randomness of decision-making, and that depends on the magnitude and importance of the volume of work carried out by the facility; Therefore, it was necessary to keep pace with development and adopt modern scientific methods to benefit from them in facilitating the process of archival control of documents, records and transactions to increase their effectiveness.
What is electronic archiving?
Any facility needs to manage accounting and administrative documents, to achieve an effective and safe accounting and administrative document management system. The electronic archiving system has appeared with the aim of keeping documents and records in the digital age. Electronic archiving includes digital organization, personal information management, and accounting records management in a digital warehouse, and includes security techniques, risks, legal and regulatory issues for this facility, in addition to other matters such as insurances and others.
Objectives of electronic archiving
The information, regardless of how it was produced or collected from the beginning, has become a basis of increasing value with the passage of time, while the requirements of electronic archiving have become more complex at the same time.
Finding an effective solution and approach for archiving accounting documents through all the stages that this document has gone through is a great challenge. At the same time, the need for an effective approach is fundamental; It reduces costs and improves organizational performance.
 
However, there are Fikra accounting software systems that will help you in electronic archiving and other financial and accounting matters. These are some of the goals set by the specialized team in the field of electronic archiving, including:
 
Electronic archiving helps reduce redundant data/information throughout the facility.
Help improve productivity by providing efficient processes and immediate access to information from any destination.
Help reduce risks such as changing regulatory requirements and disclosing confidential records, and can improve the security of information by establishing security and login policies easily.
Understand the structure of electronic records and models for creating, using, and then storing records.
The ability to organize and apply new and acquired knowledge.
Data capture, classification, deduplication, processing, analysis and archiving.
Supplying the necessary information to decision makers quickly and easily.

Accounting software and its role in managing electronic documents and records

In modern electronic document management programs, archiving has a distinct meaning. This may mean offloading slightly used data from expensive primary storage to less expensive secondary storage devices.
This archiving strategy not only reduces expenses, but improves system performance, which could otherwise slow. It has been estimated that up to 80% of the data produced may not be critical to the task, and therefore need not be accessed immediately.
Electronic data archiving often uses automated software, which identifies low-usage records and moves them to secondary storage devices that may still be accessible over the Internet. For example, data may be transferred to third-party web storage facilities.
An electronic archiving may include the sequence of many files, and they are often compressed and encrypted. This practice can reduce storage space requirements, and encryption can make data accessible only to people who have the access key.
 
Maintaining electronic accounting documents faces some unique problems. Technological development is very rapid in the IT industry, and this leads to the hardware and software used to create data quickly becoming obsolete.
Storage media is getting smaller, and new media that uses different file formats may not be able to read the data created by the old media. New versions of software are introduced regularly to take advantage of technology improvements, and current versions may not be able to read data created by older versions.
Several strategies have been suggested to solve the readability problems associated with archived data. These programs include the systematic conversion of old data into new forms, and the development of simulation software that can enable existing systems to simulate past environments and read data created in those environments.
 
Document archiving is an essential document management function, and it can save costs, improve system performance, and prevent a company from getting into serious legal trouble. Particular attention must be paid to ensuring the readability of archived electronic data during its lifetime because data can easily become unreadable when new technology replaces old technology.
The importance of applying electronic archiving to your facility

Why does your organization need electronic archiving?
The possibility of damage to accounting documents over time.
The internal processing capabilities may be reduced by the large number of transactions.
Increased risk of errors in document processing by non-professional staff.
Two people cannot access or use documents and records at the same time.
Access to documents must be controlled securely and quickly.
Storage spaces for physical archives can be managed more efficiently.
The investigation of the physical archive is very costly.
The importance of electronic archiving:
Access to information
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