It is crucial to have a well-designed archive procedure and process whether you’re looking to secure your company’s data, guarantee compliance with regulatory agencies, or enhance the efficiency of your Document Management System. This includes identifying the kind of documents you’d like to archive and why, determining which ones should be removed from your current repository of files, and then creating the plan to transfer those archived files into a separate storage location. It is important to make sure archives are secured and that you have a secure method to move them to the archive location, which must contain a detailed record of what each archived file is.
In most instances, a business only needs to keep records for a short period of time. Most companies use digital archiving for documents that may not be needed for operational reasons or legal reasons, but are still valuable for future reference or as part of an historical archive. You may also choose to archive original paper documents for safekeeping if you prefer however most businesses discover that this isn’t cost-effective as it involves the expense of https://dataroombox.com/what-is-the-best-way-to-archive-documents/ acquiring additional space and extra resources like printers, scanners, paper, and toner.
The first step of the digital archiving process involves periodically reviewing your files to determine which files need to be archived. The next step is creating an automated procedure to move them into the archives. It is also recommended to create an archive schedule and identify who is responsible for overseeing the initial archiving process, as well as how to ensure compliance among all employees.