They used to say an archive is a dump without the seagulls. With the digital world taking over the analog universe, archiving isn’t what it used to be.
For many, the image that comes to mind when the term ‘archive’ is mentioned is the old dusty files in storage lockers, dark warehouses, museums and libraries. Ancient content preserved for future generations.
Archiving today is a whole different ball game. The intent is still the same – preserving valuable content. However, the scope and methods are vastly different.
Digital archiving for a digital world
Many businesses today struggle to manage a huge volume of content, particularly as it continues to grow exponentially. The key to success in overcoming this challenge is to have a content lifecycle plan. What that means is to define elements such as:
What channels the content will be coming in from (faxes, emails, social media, etc.)
What formats will the content come in (scanned, digital, paper, etc.)
What will be the final format of all content (PDF, TIFF, etc.)
What type of content needs to be archived
What are the parameters of archiving (length of storage, purpose, etc.)
Archiving Content Automatically
If one of the objectives of archiving is to reduce cost and induce effectiveness, then automating this part of the document lifecycle assumes significance. Right from what will be the file format of the archived documents to how to retrieve information and what elements to use to search and find content can be automated. Although it seems onerous, the process can be simplified if you work with an expert. Trust me: a good investment now will save you a lot of resources later.
Since archiving is another stage in the document life cycle, it is imperative to understand all stages to effectively develop a comprehensive document lifecycle strategy. Try to check out this webinar on automating archiving and make sure you participate in the remaining 2 webinars to get a holistic understanding of the document lifecycle.