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The Importance of an Effective Archiving Process and Procedures
Archiving is more than storage of documents. It’s also about increasing efficiency, saving time and making sure that you are in compliance. No matter how large or complex your business an efficient archive process and procedures can help you reach your goals.
Be clear about your document archiving goals. It doesn’t matter if seek to reduce operating expenses, improve records and data protection compliance or make office processes more efficient or enhance business metrics. The key https://dataroombox.com/what-is-the-best-way-to-archive-documents/ to success is making these goals clear to everyone in the organization. So when the time comes to pull those important documents from the past your team will know exactly where they can find them.
Create a policy that will ensure that employees adhere to the archiving process you have put in place. This will not only ensure an efficient process but also strengthen the data governance. It will also show how you will purge and destroy old documents, when you intend to do so, as well as confirm retention schedules to limit the chance of data breaches and unauthorised access. It will also outline the disciplinary measures that could be taken against an employee who has violated the policy by gaining access to confidential information.
To minimize the amount of storage space required it is recommended to archive your files off-site. Off-site document archives help increase accessibility and speed of retrieval. This will protect your business from a cyber-attack or natural disaster by keeping the data safe.