Importance of Archiving and Organizing Documents for Digitization

by | Last updated Jan 25, 2024 | Published on Jun 11, 2021 | Document Conversion / Scanning Services

Every business office has its own share of voluminous paper documents that are rather difficult to manage. With rising rent and increasing workforce, business organizations have to optimize their work area and also remove the clutter to provide more space for office work. Digitization of paper records with the help of document scanning services is a great space-saving and efficient alternative to consider.

As digital technology continues to evolve, it is easy for business organizations to go paperless. Important documents can be converted into digital format for easy storage, quick retrieval, and easy sharing. Many organizations are now in the process of scanning their documents. Paperless activity is less expensive and also improves the efficiency of the business environment. Digitizing your valuable documents reduces wastage of paper, gives the business a chance to streamline operations, and improves employee productivity. It also helps you to get rid of filing cabinets and save storage space.

Archiving for Document Scanning

The first and foremost step towards digitization is to establish a comprehensive physical archive that will be the cornerstone for the implementation of systematic document capture. Scanning and archiving business documents helps in organizing and arranging the documents systematically. The digitized copies of your documents can be stored in any storage device like flash drive, external disk etc and these files can be indexed easily, which lets you find the required documents quickly. It reduces the need for storage space in the office and also eliminates the cost of purchasing file cabinets and other products.

Organizing the Archive

Archiving the records according to the accessibility principle ensures that the documents can be accessed by authorized people only. Access can be granted only to persons trained for archiving. Organizing the archive also helps to retrieve documents quickly. Poorly organized storage can put your business at risk and also lead to information loss.

Six Steps for Creating a Compliant Archival System

OAIS, Open Archival Information System is recognized as one of the major international standards in digital preservation. It is a set of operational and functional guidelines to create a system that ensures accessibility and integrity of the digital information for the long term. The following are six practical steps for creating a compliant archival system developed by OAIS.

  • Ingestion: It is the first and most important function that digital archives should offer. It helps to prep the information that needs to be archived and also allows to check and ensure validity control for long-term preservation.
  • Data Management: It helps to manage the actual storage of the information and the database.
  • Preservation Planning: it monitors all aspects of information and prevents any issue regarding long-term preservation. This function also alerts the archive when a document or file becomes obsolete or when the validity of a digital signature expires.
  • Access: This function manages the requests from the consumer to access the archived information. This function may accept or reject the request.
  • Central Administration: It ensures that all other functions are working properly on a daily basis. It gives new input or implement new policies and strategies about preserving documents.

So, going paperless is important for any company for their wellbeing. With the latest technologies, businesses and other organizations have implemented paperless offices. Document scanning is important for any business and it requires great attention and care for optimal output. A reliable document scanning company can help you convert all paper-based assets into digital format. They ensure excellent quality output within the required turnaround time, and the services are cost-effective too.

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