Digital Archiving Process and Procedures

In the event that you want to secure your company’s information, keep compliance with regulatory bodies, or simply enhance the performance of your document management system, having a reliable procedure and https://dataroombox.com/what-is-the-best-way-to-archive-documents/ process for archiving is vital. This involves identifying which files you wish to archive, the reasons for this they are important, and deciding which should be removed from your active repository of files. Then, implement an action plan to transfer the archived files to a separate storage location. It is important to ensure that your archived files are safe and that you have a secure method to move them to the archive location, which should contain a detailed record of what each archived file is.

In most instances, businesses only have to keep records for a short period of time. This is the reason why many companies utilize digital archiving to protect documents which are no longer needed for operational or legal reasons, but could be beneficial for future reference or as part of an historical archive. You can also opt to store original paper documents for secure storage, if you want to however most businesses discover that this is not cost-effective because it requires the cost of a larger space and extra resources like scanners, printers and toner.

The initial step in the process of digital archiving involves periodically reviewing your files to determine which need to be archived. The next step is developing an automated method to move them into archives. It is also recommended to create an archive schedule and identify who is responsible for managing the initial archiving process and also how to ensure compliance among all employees.

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