What is Electronic Archiving?
Digital archiving refers to the storage of documents on a computer-readable digital data carrier. This can involve paper-based documents, but documents that already exist in digital form can also be archived, for example, e-mails. This is also referred to as electronic archiving.
When archiving paper-based documents, a pixel graphic is saved as a file by scanning with a document scanner. This file reproduces the original document with its essential characteristics such as information content, formatting, and position. With this pixel graphic file, the original document can be restored at any time from the digital archive as a paper document in the quality of a photocopy. In the case of documents that are already available digitally in their output form, the original data record is archived.
Why is it important to have archiving?
Undoubtedly, the organization of electronic archives is especially important for large holdings - they need to have their electronic archive, where thousands of different papers go through the organization every day because it not only streamlines the work but also helps save time for employees. We can say that an electronic archive of documents is an integral component of the IT infrastructure of a modern company. However, an electronic document archive is a winning solution for businesses of any size, including small businesses. Even though small firms do not need comprehensive control of document flow, an electronic archive will be a guarantee that all of the company's papers are in order. You should start small, and if you develop your organization to the scale of a medium or large business, the experience of maintaining an electronic archive of documents will play its role for the benefit and profit of the company.
Top 3 benefits of performing digital archiving
During the pandemic, many companies realized it was time to switch from analog technology to digital entirely. Storing data on paper or on servers is expensive, insecure, and inefficient, but unfortunately many companies are still using this old way of managing expenses , because they are discouraged by the traditional view that new technology is unaffordable and risky. Investing in the right technology can cut costs, improve security, and speed up workflows, all of which were cited as priorities by businesses across Europe (56.2%) in a recent survey conducted by Kyocera.²
So let's take a closer look at the benefits of performing digital archiving:
- Cost savings
Many companies don't know exactly how much money they are wasting by refusing to go digital. There is a huge amount of data coming in every day, and storing it on paper is no longer financially viable. Since with a digital solution, there is no need to store paper and files, there are savings on inventory and office supplies. And if there are multiple branches or locations of your business, digital archiving will be ideal for you because you won't have to invest in transporting and sending data to other locations.
It's also worth mentioning that, more often than usual, there is a lot of data being accumulated and rooms are set aside for it. And while companies don't decide to store data in E-archive, the cost of the storage rates hits, for example the price in the Paris CBD stands at €930 per sq m/year .¹ But in addition to the cost of the storage space itself, companies also need to pay for the workforce that handles this time-consuming process. This brings up the question, is it worth spending so much money on data that you are unlikely to ever use
- Risk reduction
The next problem facing analog workstations is data accounting. If unauthorized access to paper documents happens, it can lead to their loss, improper storage or destruction. Moreover, bad organization can cause licenses or contracts not to be extended promptly, causing downtime and delays in production, and possibly fines for noncompliance with audits.
Some companies see a solution in moving data to on-site servers, but this is not always the best solution. Servers with inadequate management and protection can increase the risk of data breaches. No company is immune to cyberattacks; while big names may make headlines, cybercriminals can attack smaller companies as well. If any company loses access to its data, it will cease to function.
In comparison, when data is digitally archived using cloud technology, access can only be restricted to authorized personnel. This feature increases accountability by eliminating the possibility of anonymous editing. In addition, the solution offers notification programming, so you can stop worrying about penalties for expired contracts or licenses because you'll be sent a reminder to renew in advance.
As mentioned before, saving data traditionally requires a lot of resources. One of them is paper. Using paper is not considered an environmentally friendly choice. And today we live in a world where no company can afford to ignore CSR, so constantly throwing away paper without harming the environment is not only bad for the ecology but also harmful to your corporate image. So when you switch to digital archiving, you are taking a step in the direction of sustainability. Digital archiving does not involve the use of paper and other materials that can destroy the environment.
Considering all of the above nuances and more, Jenji created his electronic archive: Jenji Vault. With our Jenji Vault option, you can store any receipts with evidentiary value in a digital Tresor for 6 years.
Thanks to our Partner, digital trust operator Docaposte, which is a certification authority recognized in Europe and is ISO 9001 and ISO 27001 verified, your paper documents will be kept in full compliance and legality and will comply with all tax URSSAF requirements!