Document archiving, or document storage, is a very important step in the document management process. Once a file is no longer “active”, it is sent to archiving for retention. Years ago, this involved printing files and physically storing them in filing cabinets and storage rooms.
Today, businesses are retaining their documents electronically, enhancing the process of document archiving while improving how we retain, manage, and retrieve stored files. However, there are several factors that one must address in order to ensure the long-term success of your storage processes.
One of the most important aspects of document archiving, and document management as a whole, is the safety and security of your records. From strong passwords to data encryption, your security measures need to exist internally, externally, physically and digitally.
Not only should your organization have a well-planned retention policy, it should be as automated as possible. Documents that have reached the end of their retention period should be purged accordingly. For a successful retention policy, these practices should be applied to applicable records across all of your stored files.
It should go without saying that properly managing your archived records is important. The creation of documents should be made easy and will benefit from automation. Your stored documents should be easily accessible and organized as they were when they were still active files.
Stored documents should serve as an accurate record of completed processes. The documents you store may need to be accessed at any moment during their retention period. Documents should be static (unchangeable), digitally secured (passwords, encryption, etc.), and accompanied by a detail audit trail.
Electronic documents come in all different forms. From .doc to .xls, there is no shortage of proprietary file formats to bog down your workflow. However, when it comes to retention there is only one file type you need to consider. PDF. PDFs play an integral role in successful archiving because a PDF will contain all of the data required to view the file as it was when it was first made.
Ensuring the long-term success of your document storage processes takes careful planning, process automation, and a wealth of knowledge. At NEdocs, we are ready to assist you every step of the way, providing the exact tools and services you need to secure, automate, and manage any of your files.