A look at the capabilities of present day data archiving solutions that all businesses should look to implement compared to their predecessors.

It may be a new year but many organisations are still facing age old problems when it comes to data archiving and document management. Each and every business has undoubtedly closed the chapter of 2015 and entered 2016 with a new zest and motivation along with a desire to rise to the next level.

Start with data archiving.

Unintelligent (dumb) data archiving is a commonplace at the office. Organisations are passively scanning and digitising their documents with no real intelligence, indexing, version control, search ability, as well as no consideration of how files can later be accessed, with mobile access becoming increasingly in demand. Worse- and God forbid- organisations are still using filing cabinets to stash and stuff all their paper in. If it’s out of sight, it’s out of mind, but what do you do when you need to access these files? (Apart from getting the new guy to rummage through it!)

What does modern archiving present?

All records have associated metadata. The metadata is used to search for and retrieve old records. Common examples of metadata may be a unique record number, date and time or information regarding the people involved in the process, the type of process, the outcome of the process and so on.

Imaginably, it is extremely useful to index the metadata so that records become easier to retrieve as and when required by searching using the meta tags. If you’re simply digitising without metadata indexing, it is almost impossible to search for an old record (in a time efficient manner), it’s like searching for a black cat in a dark room.

As a result, you’re aware of what you’re archiving, which means there is no duplicate archiving hence savings in storage. Furthermore, data is centralised so that they can be accessed by anyone, at any time, from any device and easily disseminated.

Data extraction is also a key component of modern day archiving. For example, you’re able to extract relevant data (line items, date, supplier etc.) from your invoices for storage in a financial system, whilst simultaneously digitally storing the paper invoice. The same methodology can be applied to any type of document.

Litigation is something all organisations have to content with at some point, a modern day archiving solution can help solve conflicts much quicker, reducing unnecessary costs.

The potential for businesses in modern day archiving

Overall, organisations have greater visibility over a process; can better comply with internal, external and governmental policies, apply a level of analysis and reporting that was not possible before and save time and monetary costs in the process. Staff productivity is increased thanks to better data quality due to an intelligent automated system.

Whether you’re in healthcare, law, construction or insurance- all companies deal with paper- and here is a tried and tested method to reach greater heights in 2016.