Archiving lets businesses store valuable information in a central repository while creating space and making documents easier to find. It is important to establish clear processes and procedures for archiving to minimize the risks of storing confidential or sensitive data and to avoid compliance issues, such as data breaches or cyberattacks.
The initial step of the process of archiving is to determine what documents need to be archived. This can be done either by evaluating operational or legal reasons to keep records, or by looking up the historical references. To reduce the amount of data stored, documents that are no longer needed should be disposed. The second step is deciding on a method of storage. This could include physical or electronic storage, or both. Standardizing the processes for archiving across departments is vital to ensure that all stakeholders are able to access archived information.
Organising and indexing records is another important step in the archive process. This involves creating metadata, or updating it, and using keywords to assist users in finding archived information. It is advantageous to back up archives based on the storage system. This protects against data loss.
It is essential to examine the archiving process on a regular regularly. This helps to minimise the time needed to site locate and retrieve information and ensures only relevant documents are archived. It is crucial to establish a regular process to review the content of archives and determine if there is any information that should be removed.