Digital archiving is essential for the long-term retention and management of historical digital assets that are no longer needed for current business operations but need to be retained to satisfy regulatory compliance, corporate governance, records management or data management requirements.
Record keeping is a fundamental activity of public administration. Without records, there can be no rule of law and no accountability. Public servants must have the information handy to carry out their work more efficiently, and records represent a crucial source of information. Well-organized records provide a reliable, legally verifiable source of evidence of decisions and actions taken by an organization over time. So, records must be well managed in order to ensure that they are protected for both administrative purposes and to serve as evidence of the organization’s work.
At times, there are too many documents and records that are not needed actively in the organization or there is no document management team or there is a lack of knowledge and process to manage excessive documents without losing track of important documents. The most efficacious solution to this problem is archiving documents that are no longer required by current business operations.
File archives are very important, simply because companies can use them for future reference. A large number of enterprises, however, have a problem with preserving their old data. This runs specifically true for big organizations making a large number of records on a daily basis. Digital archiving is one of the best ways to resolve such document management problems.
Digital document archiving functions by transforming old paper documents into digital format. This way, data and information are readily accessible in the organization’s computer system. This will make work a lot quicker and assists to minimize the need for stocking records.
Putting in place a Document Management System will ensure that government agencies retain strategic control over the archival and management of critical documents. A document management system with effective archiving has numerous benefits that can help to improve the way an organization runs, as well as saving time and money.
Secure management of documents
The main advantage of archiving is data security. Organizations need to comply with legal and governmental regulations or some legal issues may warrant the need of storing historical data. Under these circumstances, archiving documents is the crucial solution to ensure the safety as well as effective record keeping. With digital archiving as a backup, paper documents are protected from fire, flood and other disasters. Also, because scanned documents are centrally stored they cannot be lost or misplaced. Documents are less likely to be misfiled and easier to locate with cross-indexing.
Instant access to information
Digital archiving helps in arranging the documents conveniently. You don’t have to go through a case of dusty folders and envelops or to dig up a heap of papers inside the storage room to search for a particular file. All the documents are available with a simple keyword search.
Increase IT value and availability
With digital archiving, IT can better manage their tasks by off-loading old data and documents and storing them in an accessible yet tamper-proof format. This reduces the costs and risk associated with data retention and disposal and frees up IT from the time-consuming chore of manual backups and recovery to focus on more productive activities.
Cost reduction/less space requirements
Digital archiving will also help in economizing organization expenses. The biggest advantage to digitally archiving documents is that only virtual space is required to house them. Physically archiving documents can take up a significant amount of space; there are even businesses devoted to storing documents for a fee. Digitally archiving documents can eliminate the need for keeping bulky physical records. You may convert storage rooms within your business building into more operational rooms, or perhaps an extension of your office. Crossing record cupboards out in your budget list would mean much more cost savings in the end.
More and more organizations are going green. Digital preservation is an excellent method to make your business environment-friendly. With the proper implementation, you can keep a paperless office and save thousands of trees from being cut down for paper production.
A DMS solution from Naesys is designed to manage documents throughout their active lifetime or retention period. Throughout this lifetime, Naesys DMS ensures the integrity and authenticity of your document information thanks to its security and traceability functions for documents and logs. This makes Naesys DMS your archiving solution with legal value throughout the retention period of your documents.