As you can guess, the electronic archiving of documents probably saves a lot of time and space compared to traditional archiving involving boxes, shelves, labelling, space and suitable conditions. But what exactly does it consist of? Our experts enlighten you.
Electronic archiving, what is it?
The Electronic Archiving System, known as “SAE”, aims to store documents in digital format over the long term while preserving them from any untracked alteration or modification. The SAE therefore makes it possible to manage archives, i.e. documents in their final version which must be kept for a longer or shorter period depending on legal obligations and/or the needs of the organization.
What are the objectives of electronic archiving?
They are multiple:
- the durability of the documents: keeping the documents as long as necessary;
their integrity: guarantee that no document has been modified or ensure the traceability of any modification; - their confidentiality: the possible accesses to a document must comply with those defined by the organization;
- their availability: the documents must be made easily accessible;
- their reversibility: they must be transferable from one system to another without altering their content.
Which electronic archiving solution to choose?
It all depends on your archives! Answer these few questions to define the type of archiving you need:
- Do documents necessarily have to be kept for the long, or even the very long term?
- What volume of documents will you have to store and what type are the documents concerned?
- Do the documents have legal value?
- What are the conditions/limitations for accessing documents?
- Is it necessary to consult the archives regularly and should it be possible to do it remotely?
Once your needs are well defined, it will be easier to identify the appropriate archiving solution(s).
Take advantage of our advice on archived documents!
Do not hesitate ! For all your document archiving, destruction and digitization work, you can trust Archives Conseil and its 40 years of experience in the field! You can contact our team of professional archivists by e-mail at info@archivesconseil.be or fill out our contact form on our website to request a free quote.
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