Document archiving is the practice of preserving documents which are no longer in use but still needed to be preserved for future reference or as a part of a historical record.
Since these documents are no longer in active use, they need to be stored safely and securely so they will not be accidentally destroyed and can be found later on, if required.
Generally, organizations have a set policy about archiving documents. These policies define the kind of documents that need archiving, number of years for which they have to be archived before being destroyed and so on.
Why are Documents Archived?
There are plenty of reasons why a company or an individual might want to archive their documents. Many companies archive their financial documents and papers for better record keeping. While there are others which archive their legal documents for their financial and legal importance. Apart from this, a lot of documents are also archived for their historical and cultural significance.
The first step towards document archiving is to decide if a document needs archiving and on what parameters. To make the task easier, and to help the decision-makers make proper decisions, more often than not, organizations follow various policies and regulations that govern the entire archiving procedure. It might work from company to company, however, the considerations to be kept in mind are more or less common.
All thanks to the new technology and a range of software available online, it is much easier, cost-effective and efficient to archive a document easily on the go.
A file archiving software rules out all the hassles which are otherwise involved in archiving a document manually, and additionally, it helps you in keeping all your archived documents at one place. This way you can access those documents at any time and from any location.
You can now use the various tools available to manage document storage like cloud storage even more easily while saving time for other activities. It brings down the company expenses and also helps you in reducing physical presence of documents as you can just convert any document that you want to archive in its electronic form and keep it saved for eternity on the document archiving software.
While a document management software does have a lot of benefits, it comes with its own unique kinds of risks too. On the positive note, archiving documents on a software saves time and effort for the company’s employees.
However, pay attention to online archive software that is completely secure. There are more chances that such software will prevent documents from theft or leak.
Document archiving software offers tons of benefits to companies and individuals alike. They shed the major burden off your shoulders that is involved in archiving the documents manually. Additionally, they also rule out the mental stress that one undergoes in searching through the required documents at a crucial time.