Document management is a phrase used to encompass all processes and procedures involved in archiving documents to meet internal and legal retention requirements. Document archiving centers around the tracking and storage of electronic documents or scanned images, usually within a robust software system, to simplify the entire document management and record access tracking processes. There is a document capture competent, as well as an equally important file retrieval side to the actual archiving of paper, with security, storage, and reporting being crucial to record management as well.
Electronic document management has evolved from rudimentary scanning and file retrieval systems from the early ‘80s, into an endless supply of document archiving software suites and services that convert paper documents into highly usable, crisp images that can be stored indefinitely within redundant, natural disaster-proof server systems of every shape and size. Improved image quality and scanning versatility have also opened the doors for auxiliary services that include photo scanning and digital retouching, blue print digitization and document restoration.
An initial concern amongst those who had implemented archiving documents was the appropriate file type that documents should be stored in to ensure user access as needed. PDFs have since become the de facto file format across all platforms. Optical character recognition (OCR) is a relatively new PDF capability that has done much to add value to scanned images by easily locating words and phrases.
ArchiveIT has been actively involved in the evolution of document archiving by expanding on the scope of services being extended in a predominantly software-based industry. The following details the offerings and their respective benefits:
• Box Storage & Exit Strategy: storage for boxes for duration of life cycle retention requirements, with a clear plan to reduce physical storage, while moving to electronic storage
• Document Scanning: conversion of paper into electronic documents
• Digital Archiving: storing electronic documents online in accordance with legal document retention requirements
• Retention Compliance: using digital archiving to meet legal document retention requirements with reporting features to track file access and lifecycle
• File Purging & Recycling: certified secure document destruction of files that have met legal retention requirements, with paper particles being recycled
• Secure Cloud Access: 24/7 secure access to electronic files with use of an Internet connection
• Full Text Search: ability to find specified words and phrases within electronic files
• Record Conservators: physical and electronic file storage for inoperative businesses for remainder of lifecycle
Increased federal regulations and a general move towards a more green environmental approach to business practices has moved archiving documents to the mass-adoption phase that it is currently experiencing. ArchiveIT invites you to experience the benefits of this amazing time in electronic archiving by signing on today!