Document archiving, also referred to as document management, is the practice of management of content and information originating within an organisation. The concept of document archiving is developed from the limitation to the quantity of hardcopy information that businesses could store and retrieve manually as and when required. Moreover, with the increase in the quantity of information produced, the electronic document archiving by the use of the document management software seemed almost invincible. As a result, more and more businesses are going in for document archiving.
Digitised archiving enables business owners to manage the content developed and serve as a backup, which may be used or shared when required, either within the organisation or with outside vendors. It also enables for easy transportation of data to different computer systems. Long term storage is possible with document archiving.
The systems used for document archiving are designed so that they can handle the information right from the ground level, up to the top level in an organisation, enabling the creation, storage and retrieval of information easier.
Moreover, it protects this information against being lost or misused. There are added benefits of the information being searched and shared easily as the system uses sophisticated and enhanced search tools for the purpose.
Businesses can garner immense benefits from document archiving. Firstly, document archiving helps in freeing up valuable storage resources as it compresses and stores the data electronically, onsite and offsite. Secondly, the businesses benefit from reduced costs and the avoidance of high capital requirements for the assimilation of assets and storage resources. Thirdly, document archiving helps in providing additional security to the documents and the information contained therein. With easy access, reference and retrieval becomes simple and instant. Therefore, information can be used as and when required.
Whatever the type of software used for document archiving, there are some basic features in each of these. They include easy capture of data, automatic filing as new files or documents are created, distribution of the required documents and integration of the data so that meaningful information is assimilated. Sorting is automatic and can be used to reference or retrieve files when the need arises. Therefore, with automated document archiving, businesses benefit by reduced overall costs, and enhanced capability of storage devices. Furthermore, there is reduced time spent on filing, storing, retrieving and distribution of data and information, effective management of the content developed within the business and added security of the documents.Read More