Archiving is an integral part of the successful implementation of a document management system. It allows businesses to comply with the regulations and retrieve archived data when needed. Implementing and maintaining a site successful archiving method and process requires planning and diligence. If not properly implemented it can be costly and inefficient. According to a study by Econsultancy 64 percent of businesses do not have a strategy in place for how they manage their archives. Here are five steps that can help your business stay clear of these traps.
Determine which files to save
It’s expensive to store a document in an archive. And it’s more expensive to pay for space that isn’t used. It is essential to determine the duration of retention for documents to ensure that you only archive the information essential for legal or operational reasons. It is also important to have an regular review process to find unnecessary archived files and dispose of them.
Create a clear and organized system
A well-planned classification scheme or taxonomy is vital to an efficient archive. It helps to find and locate important documents. It’s also helpful when identifying files to get rid of. The naming convention for archived files should also be consistent, so it’s easy to recognize and navigate through them.
Establish a clear access and permissions policy to govern who can view and edit archived files, including any documents that require security restrictions. You should be able to assign roles and permissions that are tailored. The software should also give a full audit.
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