It is crucial to have an effective process and procedure for archiving, whether you want to protect your company’s data, ensure compliance with regulatory agencies, or increase the performance of your Document Management System. This includes identifying the kind of files you wish to archive and why and determining which should be removed from the existing repository of files, and then creating the proper plan to move the archived files to a separate storage space. It’s important that you make sure your archived files are safe and that you have a secure process for moving them to an archive storage location. The archive area should include a record of what each archived file is.
In most cases, a business only has to keep records for a brief period of time. Many companies utilize digital archiving for documents that may not be required for operational reasons or legal reasons but remain valuable to refer to in the future or as part a historical archive. You can also choose to archive original paper documents for safekeeping however this isn’t cost effective for most businesses as it requires more space, printers, scanners and paper.
The first step in the digital archiving process is dataroombox.com/what-is-the-best-way-to-archive-documents regularly reviewing your existing files to determine which files need to be archived, and then making an automated process to transfer them into archives. You should also create an annual retention schedule and decide who is responsible for overseeing the initial archiving procedure and how to make sure that compliance is promoted among all employees.