Setting Up a Document Archiving System

Document archiving means putting information you no longer use regularly into secure storage for extended periods of time. It’s a complex process to get right, and doing it wrong risks leaving yourself open to security breaches. Documents that are archived might need to be saved because of legal rulings or because it is vital information that is likely to be used again in the future.

Why is Document Archiving Important?

Document Archiving helps organizations minimize document loss, decrease operating expenses, improve document security, increase compliance with various laws and regulations, and provide audit and legal proof in the event of a legal or audit incident.

What Kind of Business Should Consider Arching?

  • You produce a lot of paperwork
  • You need to be able to access historical data
  • You’re required by law or industry regulations to retain certain documents for a specified period (or, in the case of financial documents, for the life of your business)
  • Your business is likely to be audited at some point in time

Ellen Will Help

Prevent Document Loss

Documents that haven’t been archived could be lost forever. The chances of an employee accidentally misplacing a file is slim, but it happens. Archived documents allows employees to retrieve back up information independently and quickly.

Maintain Legal Documents

Document archiving is important for legal reasons too. Many businesses accidentally dispose of documents that they legally should be keeping. An effective archiving system will ensure company-specific retention schedules are adhered to, regardless of each employee’s knowledge of these schedules. 

Increase Document Security

Document archiving is also important for security reasons, especially at a time when cyber-attacks and data breaches are becoming more frequent. By securely archiving documents, businesses can keep track information and increase protection from unauthorized third parties.

Archiving Will Help You Stay on Top of Things

Ever needed an old quote or other information from a vendor you stored on a computer that you no longer have? Or maybe you were looking for a financial report from a few years back and dug through a mountain of boxes in a seldom used storeroom?

If you can relate, or if you’d like to keep it from happening, you need a document archiving plan for your older records. 

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