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It is crucial to establish a reliable process and procedure for archiving, in order to protect your company’s data, guarantee compliance with regulatory agencies, or boost the efficiency of your Document Management System. This requires identifying the type of files you’d like to archive and the reasons for it, determining which ones should be removed from the existing repository for files, and then implementing the proper plan to transfer those archived files into a separate storage location. It is essential to make sure the archived files are protected and that you have a secure method for moving them to the archive location, which should contain a detailed record of what each archived file is.
In most instances, a company only has to keep records for a short period of time. This is the reason why many companies utilize digital archiving to protect documents which are no longer needed for operational or legal reasons, but are valuable for future reference or as part of a historical archive. You can also opt to store original paper documents as a safekeeping, however this isn’t cost efficient for most businesses because it requires additional space printers, scanners, printers and paper.
The first step in the digital archiving procedure is to regularly review your existing files and determine which ones should be archived. The next step is to develop an automated process to move them into archives. You should also develop an annual retention schedule and decide who is responsible for overseeing the initial archiving process and how to promote compliance amongst all employees.
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