Implementing an Effective Archiving Process and Procedures

Archiving is a vital aspect of a well-organized document management system for businesses. It stops important information from being lost or deleted by error, assists businesses in meeting the requirements of regulatory compliance and lets them access archived files quickly when needed. Implementing and maintaining a successful archive procedure and process requires planning and vigilance. If it is not done correctly it can cost a lot and inefficient. According to a research conducted by Econsultancy, 64 percent of businesses do not have a documented strategy on how they manage their archives. Here are five steps to help your business avoid these traps.

Decide which files to keep

It is costly to keep a document in an archive, and it’s more expensive to pay for site storage space you don’t actually need. It is important to determine the retention period for documents so that you only archive what’s essential for legal or operational reasons. You should also implement a routine review process to identify and remove unnecessary archived documents.

Create a clear organizational system

A properly-planned taxonomy, or classification scheme, is vital to a successful archive. It makes it easier to locate and search for important documents. It’s useful when identifying files to dispose of. It’s crucial that the naming format of archived files is consistent, making it easier to locate and identify them.

Establish a clear policy on access and permissions to limit who can edit or view the archived documents, and also any that require security restrictions. The software for archiving should allow you to assign roles with individualized access rights, and also provide a complete audit trail.