Document archiving is an essential process that ensures documents are kept in a secure manner so that they are easily retrievable when needed. Some of the other purposes of archiving include compliance, risk management, operational efficiency, and historical records. Best practices are important to keep these processes in line. By following established standards and techniques, businesses can provide a structured framework for storing, organising, and retrieving documents.
In our most recent LinkedIn poll, we asked about the best practices to follow when it comes to document archiving.
What document archiving best practices does your organisation follow?
Some key best practices are:
- Use a document management tool
- Implement robust data security measures
- Use appropriate file formats
- Assign roles and responsibilities
Use document management tool
33% of respondents advocated for the use of document management tools to keep their documents stored properly. When it comes to electronic documentation, it is much easier to efficiently organise different versions and simplify the retrieval process. For example, partnering with electronic document solutions providers empowers your business to use tailored software solutions that can automate your repetitive tasks and improve overall efficiency.
By using automation, routine tasks like tagging and categorisation can be done automatically to save time and resources. Additionally, the real-time access for different stakeholders speeds up processing periods and progresses decision-making.
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Robust data security measures
Similarly, 33% of participants highlighted robust data security measures as a significant best practice. Protecting sensitive information is important in document archiving, and electronic document solutions providers offer a range of security features to address this challenge. Encryption, access controls, and audit trails safeguard archived data, ensuring compliance with regulatory requirements and mitigating the risk of unauthorised access or data breaches.
Implementing role-based access controls ensures that only authorised personnel can access, edit, or delete archived documents, enhancing overall data security and compliance with regulatory requirements.
Use appropriate file formats
Another best practice highlighted by our poll was the importance of using appropriate file formats, indicated by 17% of respondents. Ensuring that documents are stored in industry-standard formats, such as PDF/A, is crucial for long-term accessibility and compatibility. Electronic document solutions providers offer guidance on selecting suitable formats and tools for seamless conversion, safeguarding the integrity and accessibility of archived documents.
Adopting these practices safeguard the information assets of a business and ensure seamless information exchange across different platforms.
Assign roles and responsibilities
17% of respondents voted that assigning roles and responsibilities in document archiving best practices is important. By delegating responsibilities among different departments involved, it ensures accountability as well as smooth workflow processes. This is even easier when using electronic documentation. A solutions provider can assist businesses in setting up user roles within document management systems, defining permissions based on job roles and responsibilities.
By implementing role-based access controls, businesses can streamline workflows, minimise confusion, and ensure that the right individuals or teams are responsible for document creation, approval, archiving, and retrieval.
Learn more about B2BE’s Document Archiving solution.
More information
B2BE’s experience in the supply chain sector allows our customers to build, expand and adapt successfully, enabling greater effectiveness. To engage with B2BE and offer feedback on what matters most to you and your business, make sure to follow us on LinkedIn and across social media. You can also vote in our latest LinkedIn poll. If you’d like to discuss your supply chain strategy, get in touch with us.