It is vital to establish a reliable archive procedure and process whether you want to protect your company’s data, guarantee compliance with regulatory agencies, or enhance the performance of your Document Management System. This https://dataroombox.com/what-is-the-best-way-to-archive-documents/ includes identifying the files you wish to archive, the reasons for this they are important, and deciding which should be removed from your existing file repository. Then, you should create the plan for how you will transfer the archived files to an additional storage location. It is important to ensure that the archived files are protected and that there is a secure method developed to move them into the archive location. This must include a record of the type of archived file.
In most instances, businesses will only need to keep records for a short duration. This is why most companies employ digital archiving to save documents that are no longer needed for operational or legal reasons, but may be beneficial for future reference or as part of an historical archive. It is also possible to keep original documents for safekeeping, but this isn’t cost effective for most businesses as it requires additional space printing equipment, scanners, printers and paper.
The first step in the process of digital archiving involves reviewing your existing files regularly to determine which ones need to be archived. The next step is creating an automated process to move them into the archives. You should also develop a retention schedule and determine who is responsible for overseeing the initial process of archiving, as well as how to promote compliance amongst all employees.
