|Essential Tips For Digital Archiving.
One of the major benefits of the technology revolution is the capability of businesses to digitally archive their records. Saving (or burning) your documents to a CD or DVD is economical, saves tons of space, and offers unprecedented ease and access to the information you need when you need it. Whether you’re considering digital archiving now or have already started down this road, you’ll want to consider incorporating these helpful tips into your efforts.
The first step: Determine whether you’ll need the document itself, the information on the document - or both. For instance, a tax document can be prepared using data from a spreadsheet residing on your desktop. But, in the event of an audit, you’ll definitely want hard copies of the original documents.
Create a filing system: Many back-up systems save server documents at a given time - on a nightly or weekly basis, for example. Based on the way your company works, you may want to create separate archives based on one or more additional criteria’ such as individual users, customers or departments.
Make location notes: When archiving documents or information digitally, it’s smart to make notes on the electronic files that indicate the locations of the original hard copy documents.
Protect your data: No single site can guarantee the safety or integrity of your records. That’s why all important documents should be backed up at one or more off-site locations. Numerous Internet companies provide server space for this purpose, but you should also back up your records with one or more copies on removable media such as a CD or DVD.
Why Save Old Email?
Your e-mail provides you with an historical record of your company’s business practices, transactions and correspondence. As such you can review them to:
In the world of litigation, copies of company e-mail records are the fastest growing discovery requests. So in addition to archiving all electronic correspondence pertinent to your business, you should put a scrupulous policy in place that’s above reproach in a court of law - and follow it.
- Cover your rear end in the event of a dispute with customers, employees or government agencies.
- Determine how and why communications broke down - and proactively establish guidelines to prevent similar misunderstandings from occurring in the future.
Want to digitally archive a magazine article, photo, or report? (Be careful of copyright laws!) You can convert hard copy documents to digital ones using a hand-held or flatbed scanner. Scanners are generally used to capture a picture of the document. However, most also come with Optical Character Recognition (OCR) software that allows you to create an editable word processing document. Because digital archiving saves time and money, requires little investment and creates greater efficiency and flexibility, it has already become an invaluable tool for business. And, as your local office products dealer, we have everything you need to bring digital archiving to your business and help you maximize its value.