The essence of a digital archive lies in the fact that information must be stored in a structured way, in a well-organised way and in accordance with laws and regulations. In such a way that documents can be found easily, but also that retention periods are regulated automatically. The system should no longer be dependent on individual actions, but should be guided by overriding and all-determining rules. This can be achieved with a file plan. How can it be done? We will explain it to you!
It starts with the basics. Before the digital archive is set up, a good overview of the document types present within the organisation is needed. For many organisations this is where the first challenge starts: mapping the different document types. Archive-IT supports her customers with this analysis and advises to create this overview in the best possible way. Examples of document types are:
We can make the list infinitely long. It depends on the type of organisation and the project or department that will archive digitally, among other things.
As soon as we know which document types there are, the content becomes important. This is recorded in the file plan. In simple terms, this means that we determine which rules apply to that specific document type. This is attuned to the applicable laws and regulations and/or the organisational policy. An example: issued quotations must be saved for three years. This retention period should start on the date of signature. For each document type that is determined in the first step, these basic principles are recorded. This creates one policy for the entire organisation.
The file plan is configured in the digital archive. As soon as an employee adds a new document to the digital archive, the file plan does its job. All applicable rules from the file plan are then automatically applied. At that moment, the retention period is determined and the document is simply digitally archived. This goes further than just the retention period. It is also possible to set certain security rules for specific document types, which concern accessibility and authorisation.
The biggest advantage is that one is no longer dependent on individual actions. The 'human' factor is removed. This reduces the chance of errors and makes it easier to comply with laws and regulations. As an organisation, you also keep a grip on your data. Nothing is kept longer than necessary and you guarantee that accessibility takes place safely and centrally.
Setting up the digital archive, with the file plan as the foundation, takes preparation time at the start. Once this is done, the digital archive is rock solid. We can imagine that you find it difficult to know where to start. We help our clients with digital archiving from A to Z in our digital archive solution AIR. This certainly includes drawing up the file plan and an advisory role. Would you like to discuss the possibilities without obligation? Contact us here!
Metadata are characteristics that are given to a specific document or document type. It concerns unique data that say something...
Our society has a big impact on the environment. Do you and the organisation you work for pay much attention...
Today, 28 April, is World Day for Safety and Health at Work. Archive-IT is active in the healthcare sector, among...
