A new year; a fresh start. An ideal moment to look ahead and make plans for the coming period. The balance sheet has also been drawn up for the business sector, and we are going again full of enthusiasm for a new, successful year. Does your organisation already work digitally? Can you still make improvements to increase efficiency? Do you have new, beautiful projects in the pipeline and is your paper archive the last thing you want to worry about? We give you five tips to make 2019 an efficient, digital and paperless year!
1. Inventory of the archive
Overflowing archives, filing cabinets full of files, desks with piles of paper and binders full of information. Recognizable? Take a look at the amount of paper documents you have left in your organisation. Of course, a digital 2019 does not require a paper archive anymore!
2. Digitizing vs. archiving
Okay, now you know there’s still a paper archive. In order to work digitally, however, it is not necessary to digitise everything (or have it digitised). External Archive Storage can also offer a solution for documents that you consult to a lesser extent. If you are considering outsourcing your archive, pay close attention to certifications such as ISO 27001 and ISO 9001. Do you need something? With Scanning on Demand, you can have your file digital in no time. In this way, you only digitise what you need and paper within your organisation is definitely a thing of the past!
3. The transition from physical to digital
Once you have chosen a digital working environment, it is advisable to select a definite moment for the live gangway. If a situation arises in which shadow files are created, this results in two truths and you are never 100% sure if your information is complete. Also, the security of data with shadow files can no longer be fully guaranteed.
To get the most out of your digital work environment, it is essential to think carefully about which employees should be given which rights. Who can add documents? Who can change documents? Are there people who are allowed to remove documents? There are plenty of digital possibilities, but it is wise to create a good basic structure for this by using roles and groups.
5. Storage periods
If you go digital, you can also take a more professional approach to retention periods. Document retention periods are becoming increasingly important and are a crucial part of the General Data Protection Ordinance (GDPR). If you opt for digitisation and digital working, registering a retention period is a smart move. At a later stage, you can easily select which documents/files can be destroyed at any time.
The Archive-IT team is looking forward to all that this year has to offer and to the great developments that will undoubtedly follow. We wish everyone a successful, digital and above all a healthy 2019!