Collaboration between different stakeholders is crucial for a successful document archive procedure. Document archiving requires more than the removal of data from your operational database. It is essential to create and adhere to procedures to ensure the archived information will be available when needed. To avoid the risk that archived information will be lost in the event of a disaster, or in legal cases audits, legal cases or tax audits enterprises should create an effective system for the storage of their archives to ensure the security and accessibility.

This requires the creation of a policy overview that can be handed out to all employees as part of their onboarding, and also an annual refresher course as well as other mandatory training. It’s also crucial to establish an archival storage location and to ensure that the system functions correctly by running a test archive extraction every so often.

The system for archiving should collect data in near real-time, and index it with full metadata prior to moving it to an archive location. It is simpler for users to locate documents without the need to search through all archived data. The archivist should also be involved in the planning of any changes that may affect the archived data.

Archiving is necessary for a variety of types of documents for government and business to maintain compliance with regulations. It’s a great means of freeing up space on your device, and also improving performance for everyday processes like reporting. It is ideal to move your archived information physically and offsite, from your network and business website. This will decrease your storage costs and improve the speed of retrieving archived information.