Document Archiving

Document management is a core function in organizations especially the ones that deal with highly sensitive data. An organization may have too many records and documents that are not required for day-to-day operations. This makes it necessary to archive them. Document archiving allows organizations to reference documents in the future. The archiving can be done by an organization’s employees or by a third party paid to offer the service.


Document archiving has become a complex process over the years as organizations produce and store a lot more data. A variety of media and formats are also used to store data, making archiving even more difficult. Organizations have to think about the kind of data to archive. It is also essential to consider where the data will be kept and how frequently it should be archived. Documents can only be archived when they are no longer in active use. The data has to be cleaned to remove temporary versions before it is archived in a secure place.


Archiving Policies

Effective document archiving is only possible if an organization has clearly outlined and well-defined policy. Every staff member who should be aware of the archiving also needs to know about the archiving policy. This policy has to identify the value of archiving documents. The archiving policies should be distinguished from backup procedures to ensure document safety.


Organizations also need to establish risk-management procedures and policies in relation to critical data. It may be necessary to identify advanced procedures to archive sensitive documents. A company can archive sensitive documents in both paper and electronic forms and store them in different locations.


Digital Archiving

Electronic archiving is one of the options that organizations can consider to reduce the amount of physical space used. This form of archiving also makes it easy for employees to access documents when necessary.


A large number of organizations prefer to scan documents and ensure their soft copies are secured instead of storing data in hard copies. Scanners allow personnel to capture images of documents and store them on hard drives or servers. Digital archiving is better compared to physical storage because an organization will only require virtual space. Organizations can also use companies that store documents digitally for a charge. Digital archiving can eliminate physical records in an office, creating more space.


Another important aspect to address during electronic document archiving is the format to use. Once documents have been scanned, they can be stored in form of BMP, JPEG, and TIFF. It is also possible to scan documents directly to a PDF format. One of the main drawbacks of digital archiving is that the technology is dynamic and this means that you may not be able to view a document in future.


Archiving Schedule

Companies also need to determine the most appropriate archiving schedule. It is important to have a procedure that will establish when documents need to be archived. This should be an automatic procedure. An organization can take advantage of the latest software programs to ensure effective archiving.


Document archiving can reduce an organization’s operation costs because it reduces physical storage needs. It can also enhance productivity because it makes it easy for employees to access data to carry out their roles.

4 Reasons Why Every Business Should Adopt Records Management Software

Despite being in the market for a long time, many businesses are yet to embrace records management software. This is coming at a time when the business environment is becoming quite competitive. Many are still using the traditional manual record management systems. Although they may be effective, they are proving to be less reliable. And like any other business owner or manager, your goal is to increase profitability. And how best do you achieve this? You need to incorporate a program for managing the records. The following are some of the benefits of such a system:



1. Time Efficient


There is a common saying that says “Time is Money.” The goal of any business is to use as little time as possible when managing the records. However, this is never the case with most manual systems. In fact, it is a known fact that manual systems are very labor and time-intensive. This usually eats into the company’s profitability. Fortunately, you can minimise the time used in managing the records by implementing a software that is able to do the same in shorter time.



2. Cost Effective


The key goal of managing records is to track the performance of a company. A good record should easily pinpoint any shortcomings or gray areas in a company. Unfortunately, many manual systems end up being the “bottleneck.” They require the input of many people and are prone to errors. This usually increases the cost of operation. Programs for managing records come handy in reducing the costs. The software is automated and will track the inputs accurately and with minimal human intervention.



3. Flexibility


Record management has become more diverse and is ever changing. This is influenced by the changing business environment. The number of records and methods are always increasing forcing businesses to incorporate a variety of methods. Not only is this costly but also a time consuming venture. Records management software is well adapted for different business environments. Due to the versatility of the program it can be used in different departments thereby reducing cost and inefficiency.



4. Secure


Record management is not just about ensuring the files, records and paperwork is in order. But also about making sure the information is secure at all times. Unfortunately, the traditional mode of record management was susceptible to human errors and manipulation. There was high probability of unauthorised people accessing the records. Such shortcomings are dealt with by investing in a reliable records management program. The software can trace the logs and be programmed to only allow certain individuals to access the records.



The above benefits show why you need to incorporate a business management program into your business. You no longer have to spend lots of time going through the records manually. You don’t have to stick to rigid systems that are prone to human errors. Also, you shouldn’t rely on a system that is not compatible with modern systems. What you need to do as a manager or business-owner is to invest in the best records management software. Besides saving you time, effort, and money, you also have a stress-free experience.