The Importance of an Effective Archiving Process and Procedures

Archiving is more than just an approach to document storage; it’s about enhancing efficiency, saving time, ensuring compliance and improving collaboration. No matter how big or complex your organization is, a well-designed archive process and procedures can help you achieve your goals.

Make sure you clearly define your document archive objectives. It doesn’t matter if you want to reduce daily operating expenses, improve recordkeeping and data protection compliance or make office processes more efficient or increase business metrics. The key to success is making these goals clear to the entire staff. So, when the time comes to pull those important historical files, your team will know exactly where they can find them.

Set up a policy to ensure that employees are following the archiving processes you have in place. This will not only enforce an efficient process, but also strengthen data governance. It will teach you how to purge and delete old documents, and also confirm the retention schedules. This will reduce the chance of data breaches and access that is not authorized. It will also describe disciplinary actions that can be taken against an employee who violates the policy by gaining access to sensitive information.

Ideally you should save your archives off-site and away from the main network or site to minimize your storage space requirements. Off-site document archives can increase accessibility and speed of retrieval. It also helps protect your business from natural disaster or cyber-attack by securing the data from unauthorised users.