Archiving is an essential part of an effective document management system. It prevents important data from being lost or deleted in error, helps businesses meet regulations for compliance and lets them access archives quickly when required. Implementing and maintaining a successful archiving procedure and process requires planning and dedication. It can be expensive and inefficient if it is not implemented correctly. A study conducted by Econsultancy found that 64% of companies don’t have a documented plan for how they manage their archives. Here are five steps to help your company avoid these traps.

What kind https://dataroombox.com/what-is-the-best-way-to-archive-documents/ of files should you store?

It’s expensive to store documents in an archive. It’s even more costly to pay for space that you don’t need. Knowing the length of retention for documents is critical to ensure you only archive the information you require to use for legal or business reasons. Also, you should implement an ongoing review process to identify unneeded archived files and get rid of them.

Create a clear system for organization

A well-planned classification scheme or taxonomy is essential to create a productive archive. It makes it easier to locate and search important documents. It’s also useful in identifying files to be disposed of. The name convention for archived files should also be consistent, ensuring that it’s easy to find them and navigate through them.

Establish a clear access and permissions policy to regulate who can view and edit archived files, including any documents that require security restrictions. The software used to archive should allow you to assign roles based on your personal permissions, and should provide a complete audit trail.