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Transform Your Business with Digital Archiving

Laura Bulmer Author: Laura Bulmer

When it comes to data, organisations face a constant challenge across the whole of their business.  Whilst staff members need to be able to share and collaborate on their documents, this can present enormous risk and cost if not tackled properly.

Digital archiving has emerged as a critical solution to the challenge of safely sharing documents and data, offering not only storage capabilities but also robust security, tailored accessibility, and compliance features. 

What Is Digital Archiving?

Digital archiving describes electronically storing documents which may have previously been kept on paper or in hard copy.  Digital archiving offers a more efficient way of preserving information compared to traditional methods such as documents being filed in lever arch folders and kept in basements or expensive off-site storage facilities. 

Paper documents as well as physical artifacts can now easily be stored digitally by using state-of-the-art, dedicated scanners.  The technology built into document scanners means high-quality images can be quickly captured and preserved.  A vast number of scanners are purpose built for large archive scanning jobs where thousands of historical documents need to be captured.

For organisations that have reached this point, the next step should include a plan of what to do with all the scanned information, and how to effectively manage and safeguard the ever-expanding volumes of data.

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The Importance of Digital Archiving

Digital archiving transcends traditional document file storage by offering long-term preservation of documents in a format that ensures their integrity and accessibility over time.  Once scanned, organisations need to think about:

  • Where the data will live?
  • How it can be accessed?
  • Who will need access?
  • Will the documents be used in current business processes?

As document management experts, we are advocates of dedicated document management systems including DocuWare, which digitally and securely house  businesses critical documents.

Taking a proactive approach to data management is essential for a number of reasons:

  • Document security 20241. Data Security and Compliance:  Digital archiving solutions such as DocuWare provide advanced security measures including encryption and access controls.  This ensures sensitive information remains protected from unauthorised access and meets regulatory compliance requirements.

  • 2. Efficiency and Accessibility:  By digitising documents and storing them in a centralised repository, businesses can streamline document workflows and enhance collaboration.  Authorised personnel can access documents from anywhere with an internet connection, at any time, improving operational efficiency.  
    Business processes don't have to stop because someone is away on holiday.  Management can have an overview of where all processes are up to at any time. 

  • 3.Cost Savings:  Digital archiving reduces the need for physical storage space and minimises the costs associated with printing, shipping, and storing paper documents.  It also mitigates the risk of lost or damaged files, which can incur significant expenses.  
    You can read here how a National Plant Hire Company saved £60,000 by implementing a digital archiving solution. 

  • 4. Accurate Data Capture:  With a digital document management system, important data on incoming documents such as invoices, policies, contracts and purchase orders can be accurately captured.  This ensures the right information is available at the start of any process and removes the need for staff to manually enter data from documents into business applications. 

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Choosing the Right Digital Archiving Solution

For any organisation working towards digital transformation goals, selecting a digital archiving solution such as DocuWare means that several factors should be considered to ensure it effectively meets organisational needs:

Experience of the Solution Provider

You should take into account how long a supplier has provided the solution, and whether they have case studies and / or reference sites from their direct clients? Are you happy they understand your processes?  Will it be the same team that support the system once it has been implemented? Have they explained the full process from scope through to delivery and training.

Scalability

It's vital to ensure the solution can accommodate your growing volume of data without compromising performance.  Scalability is crucial as your business expands or you use the solution in other areas of the business.

Integration_smaller_DWSAPSAGEIntegration Capabilities

Compatibility with existing systems (such as ERP or finance packages) ensures seamless integration and enhances productivity by consolidating data management processes.  Integrating your current applications with a digital archiving solution means employees can work from one system.  When in the ERP system and they need to recall an invoice, this can be done from within the ERP, rather than wasting time switching between systems.

Security Features

Robust security measures such as encryption, multi-factor authentication, and audit trails are essential for protecting sensitive information from cyber threats and accidental errors by employees.

User-Adoption

A user-friendly, intuitive interface and comprehensive training resources facilitate adoption across your organisation, minimising disruption during implementation.

Compliance and Legal Requirements

You should look to verify that the solution adheres to your industry-specific regulations (e.g. GDPR, FCA, ISO, HIPAA) and supports compliance audits through comprehensive reporting and document tracking capabilities.

Accessibility

Easy access to the scanned information is vital if it's to be effectively used in on-going business processes.  Flexible yet powerful search capabilities should come as standard, with the ability to tag documents as well as link them together.

DocuWare: A Leading Digital Archiving Solution

Among the leading providers in the data management space is DocuWare, renowned as a comprehensive document management and digital archiving solution. DocuWare stands out in the digital archiving landscape for its user-centric design, robust security protocols, and seamless integration capabilities.

Whether you're in healthcare, finance, manufacturing, or pretty much any industry, DocuWare offers tailored solutions to meet your document management and digital archiving needs effectively.

Why Choose DocuWare?

In conclusion, digital archiving with solutions such as DocuWare is not merely about storing documents - it's about future-proofing your data.  By embracing digital archiving, businesses can enhance data security, streamline operations, and ensure quality and compliance with regulatory standards.

As you evaluate digital archiving solutions, prioritise knowing that the provider is experienced, then look at scalability, integration capabilities, security features, user-friendliness, and compliance adherence to maximise the benefits for your organisation's longer-term success.

Embrace the future of data management with digital archiving - your business's efficiency, profitability and security depend on it.  As a company with 40 years of experience in digital archiving, the team at DocTech have knowledge across a variety of industries and business processes to ensure a smooth transition from paper to digital records, and can assist you throughout the process.

Read our latest blog DocTech: MFD Vs Departmental Scanners.

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