The Do’s and Don’ts of Document Archiving

The Do’s and Don’ts of Document Archiving

Whatever the size of your business, you’re sure to have considered or implemented document archiving, but are you doing all the right things? Find out...

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Whatever the size of your business, you’re sure to have considered or implemented document archiving, but are you doing all the right things? Find out here.

Any business, no matter how big or small, needs to ensure they keep important information to meet with various rules, regulations and laws. Storing and accessing information is important, as well as understanding what affects the safe keeping and retrieval of information.

DO ensure there is a difference between the archive and backup solutions

With so many documents created and stored electronically, the line between archiving and backing up is a fine one. In fact, in many cases people assume that these are the same thing. There is however, a definite difference between them.

Backup systems are data recovery for when something goes wrong, such as a cyber-attack on a computer system or natural disasters such as flood.

Document archiving is when information is stored for the longer term for other reasons, such as meeting obligation under the Data Protection Act and so forth.

DON’T create an archive storage system that could become a single point of failure

Although document archiving is an operational requirement, many businesses treat it as an afterthought. In many cases, archived information may not be accessed and with pressure on budgets, it can be easy to place archiving at the back of the queue. This means that many companies will invest the least amount of money possible in an electronic archive system; whilst this may not lead to disaster, failure of the system will.

DO have an archiving policy

There are different requirements for various pieces of information and data; this can also be helpful with the cost of business archives. For example, tiered information means data that needs a high level of security will cost more but for other documents with less security needs can be placed elsewhere. This is why establishing an archiving policy is a prudent financial move.

DON’T treat all information the same

When it comes to archiving business information, some businesses treat all information and data the same. There are variations across sectors and industries and it is your responsibility to ascertain how long you need to keep certain pieces of information for – e.g. financial records, health records, customer information etc. – for your particular business.

DO seek professional help and services

For many businesses, as they grow, they leave document archiving behind, sailing close to disaster by not keeping information in line with rules and legal obligations. It can also be confusing but, ignorance is no defence thus, getting professional help when it comes to storing, archiving and accessing document archives.

DON’T opt for the first package that you come across

As with all business decisions, it is important to assess the whole document archiving package on offer to you. Think about what it is you need, the level of security as well as realistically understanding what your budget is.

Shop around to get the best quote but always dig deeper. Does the package and service on offer ensure that you meet the standards of business document archiving for your business?

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