How important is digital archiving?

digital archiving

Paper documents have become passé and the digital era has taken over. The new-age businesses focus on digitising every property and every department. Well, you have succeeded by and large in cutting down the investment on printing paper. At first glance, you will see things are perfect; but behind the scenes, the story may be different. As you walk past on the polished marble floor, holding your skinny laptop in your hand, you are suddenly distracted by a screechy noise,typical of a haunted house. Your eyes get stuck at the antique cupboard situated in the dark corner of your office. As the office boy‘logs in’ to access a file in it, you see your surroundings get filled with the musty smell and dust.

Preserving the ‘Old Gold’

The dilemma most organisations face today is how to archive their old documents which lie untouched for years in their antique shelves. The rusty smell hovering over the digital screens in your office reminds you that it’s time to get rid of the mess. The invaluable documents pertaining to the company’s incorporation, agreements, deals, accounts, research reports, publications, and more, must be converted to digital properties before they turn into dust.

Enter the new age of digital archiving that helps you convert your old documents into non-perishable digital properties that can be accessed anytime, anywhere. The innovative digital archiving technologies help you not only preserve your valuable documents, but also make them accessible to your employees effortlessly. Now you can say goodbye to peons and welcome the new-age storage devices and software to store and extract the golden data with ease.

The digital archiving technology

Technological advancements in printing, scanning and storage have proved to be a boon to organisations. With modern digital printing and archiving, you can scan all types of paper documents and images and convert them into simple digital documents. Further, using the OCR technology, you can create editable text documents out of your old paper documents. The new-age Multi Function Printers (MFPs) are equipped with digital archiving facilities that allow you to not only scan documents but also store them on cloud. With cloud integrated MFPs, the task of storing files becomes easier and more cost-effective. They build a private storage space on cloud exclusively for you, allowing you to retrieve, share and edit the files from anywhere, anytime.

Big Data: The gold mine for future

With data emerging as critical for almost every business interaction and outcome, organisations that ignore big data will be at peril. Big data plays a lead role in customer acquisition and retention. Hence archiving is important to keep your valuable data in a safe zone, ready to be accessible anytime. By analysing all the data pertaining to customer interaction, you can understand the entire customer journey and address the loopholes in customer acquisition and retention.  Data specialists can mine them to gain insights into several other aspects of your business including product manufacturing, inventory, HR, vendor relations, and more. It is, therefore, important for new age businesses to make data archiving and analytics a key strategy in their business.

Leading IT service providers deliver data archiving capabilities as part of their office automation services. Considering the complexity involved in digitising archaic documents and preserving them with the modern documents, they deliver different category of services such as hard copy archiving, electronic archiving, and/or a combination of both. Since data archiving aims to simplify data capture and retention in multiple formats and at multiple places at a time, the vendor should be capable of delivering the service through an efficient system that saves you money and time.

Managed printing, scanning and documenting, for example, helps you integrate the entire process of printing, saving and archiving – all in one go, and forever. Office automation technologies also help you archive data automatically at the end of a business process thereby reducing the involvement of a human being or machine for further processing.

In a nutshell, digital archiving has become an integral component of office automation. Effective management of documents results in effective execution of processes, which in turn helps businesses become more agile and respond quickly to customer needs.

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