Hybrid archiving: The ideal combination of digital and paper?

What is hybrid archiving?

Hybrid archiving involves keeping some information in physical format while digitizing other documents to facilitate access and storage. This method meets the specific needs of each organization while optimizing document management.

It is based on a simple idea: certain types of documents, particularly older ones, historical archives or originals with legal value, may require storage in paper form. Others, such as current operating documents, customer files or internal reports, benefit from being dematerialized for faster access and security.

 

Why opt for a hybrid solution?

Hybrid archiving has many advantages, especially in a context where companies are looking to streamline their processes while remaining compliant with legal requirements.

• Reconciling accessibility and sustainable preservation
  With digital archiving, document search and retrieval become instantaneous. It is easy to find an invoice, a customer file or a contract in a few clicks. However, some physical documents, in particular legal originals or documents with high heritage value, require conservation in paper format for legal or historical reasons.

Hybrid archiving therefore makes it possible to store these physical documents in a secure space while providing rapid access to digital versions for everyday users.

• Enhanced security
  While digitization improves access to documents, it also involves risks, particularly in terms of cybersecurity. Poor access management or cyberattacks can endanger sensitive data. Keeping part of the archives in paper format reduces the risk of total loss of information.

In addition, with a hybrid approach, it is possible to secure paper documents in protected premises (vaults, dedicated storage areas) while ensuring the protection of digital archives via encrypted backup solutions and enhanced security protocols.

• Space Optimization
  Physical archiving often takes up a lot of space, especially for large companies or institutions that accumulate archives over long periods of time. Digitization can reduce the clutter in offices and archive rooms, but cannot always replace the need to keep certain documents in their original form.

With hybrid archiving, the most common documents with low legal value are digitized, while essential originals remain stored securely. This method significantly reduces space requirements while ensuring that important documents are protected.

• Legal and regulatory compliance
  Some legislations require the retention of original documents in paper format for specific periods. This often concerns financial, legal or regulated activity documents. By opting for a hybrid system, companies can remain compliant with these obligations while taking advantage of the flexibility of digital technology for the daily management of their data.

 

Which sectors can benefit from hybrid archiving?

Hybrid archiving is particularly relevant in sectors where rapid access to data must coexist with long-term retention requirements. Here are some examples:

• Financial institutions and accounting firms often need to keep financial documents for several years, but can benefit from digitization for routine consultations.
• The medical sector, with the management of patient records, often combines paper archiving for historical documents and the dematerialization of new records to facilitate access to information by healthcare professionals.
• Companies in the legal sector must keep original contracts or legal documents, but digital management facilitates the monitoring of current files.
• Public administrations, which manage large quantities of archives with heritage and historical value, also benefit from a hybrid approach to reconcile digitization and conservation.

Best practices for successfully implementing hybrid archiving

Adopting a hybrid system is not something to be taken lightly. Here are some tips for implementing it effectively:

• Map Document Needs: Identify which documents must absolutely remain in paper format and which can be digitized. An audit of existing archives may be necessary to decide which documents should be kept physically or digitally.
• Implement Electronic Document Management (EDM): An EDM solution facilitates the classification, search and access of digital archives. It must be secure and compliant with current regulations.
  Optimize the physical preservation of documents: Paper archives must be stored in ideal conditions (temperature, humidity, security) to ensure their durability.
• Regularly back up digital data: Digitizing documents is not enough. It is crucial to set up automatic backup and recovery systems in the event of a failure.

The best of both worlds

Hybrid archiving offers flexibility that allows companies to take advantage of the benefits of digitization without giving up the guarantees and durability of paper format. By adopting a hybrid approach, they can optimize their document management, while remaining compliant with legal obligations and protecting their sensitive information.

Ultimately, hybrid archiving combines the best of both worlds: the speed and convenience of digital access, with the reliability and security of physical preservation. An ideal solution for companies that want to combine modernity and tradition in their document management.