Document archiving can be a powerful and efficient tool for your business, but not if you let it get out of hand. Here are three simple steps to help put document archiving to work for you!
What is Document Archiving?
In simple terms, document archiving is exactly what you'd expect: a solution designed to help you store files for long periods of time (rather than keeping them in the same place as your day-to-day files or, worse, leaving them stacked up on your desk). The cornerstones of successful document archiving are:
- security, according to the compliance rules associated with your industry;
- efficiency, both in the cost of storage and in the storage process itself;
- accessibility, which means you're able to pull up the files to share, edit, or destroy them whenever necessary;
- and clarity, helping you and your employees understand what needs to be archived and what doesn't.
With these cornerstones in mind, it's much easier to create a document archiving plan that works for you.
First Steps
Here are three first steps toward efficient, effective document archiving!
#1: Organize.
First, you'll want to decide which files need to be archived, which need to be saved elsewhere, and which need to be shredded. This will help make the whole process easier--and, equally important, it will help keep your files in order once they're digital.
#2: Digitize.
Next, it's time to move your files into the digital world. This is called "document imaging," and it generally involves a scanner with OCR technology. Digitization is crucial because it determines the quality and reliability of your resulting files--so take your time on this step.
#3: Secure.
Once your files are digitized, you can archive them according to keyword, date, or subject--and then it's time to secure them. Remember, access control, password protection, and secure firewalls are all great security tools.
Want to learn more about document archiving? Need help creating a stress-free plan for digitizing your files? Contact us today!