With the rise of teleworking, document management and archiving face new challenges. Many companies, faced with dispersed teams, need to rethink their methods to guarantee the security, accessibility and efficiency of their archives. So how can they adapt to this new reality? Let’s explore the main challenges of archiving in the age of telecommuting, and the solutions to meet them.
Data security: a heightened challenge
Teleworking often involves remote access to documents and archives, exposing companies to increased cybersecurity risks. Employees connect from various, sometimes insecure networks, increasing vulnerability to cyber-attacks, hacking and leaks of sensitive data.
How to adapt:
- Use secure tools: Rely on Electronic Document Management (EDM) solutions that include encryption options, strong authentication (multi-factor) and robust security protocols.
- Employee awareness: Regularly train employees in good IT security practices, such as using VPNs and avoiding unsecured connections.
Archive accessibility: maintaining efficiency from a distance
One of the major challenges of teleworking is to ensure that teams can easily access the documents they need for their work, regardless of their location. If archives are only stored on site, or are poorly organized, this can lead to wasted time, frustration and errors.
How to adapt :
- Digitization and EDM: Accelerate the digital transformation of your physical archives by investing in digitization. An EDM solution enables your employees to find documents quickly via keyword searches, no matter where they are located.
- Cloud archiving: Cloud storage guarantees immediate accessibility while facilitating real-time collaboration between teams, even from a distance.
Document volume management: avoiding overload
Teleworking can lead to an explosion of digital documents, with each employee generating a large number of files from different locations. It becomes essential to avoid duplication and overloading archiving systems, while maintaining fluid, organized access to important information.
How to adapt :
- Define clear document management policies: Establish strict rules on document classification, file formats, retention dates and the use of storage tools.
- Automate archiving: Use systems that can automatically sort, classify and archive documents according to predefined rules, reducing manual overload and minimizing errors.
Legal and regulatory compliance: an imperative not to be overlooked
With dispersed employees, it can be difficult to maintain document management that complies with current laws and regulations (such as the RGPD). Failure to comply with legal obligations regarding document retention and destruction can expose the company to legal risks.
How to adapt:
- Compliance management tools: Make sure your archiving solutions incorporate document lifecycle management features (retention period, automated archiving of documents to be retained, destruction of obsolete files).
- Regular monitoring: Organize regular audits to check that archiving practices continue to comply with current standards and legislation.
Collaboration between remote teams: streamlining document sharing
Collaborative projects often require several people to work on the same document or access the same information simultaneously. If archives are poorly centralized, this can lead to delays, file duplications and communication errors.
How to adapt:
- Centralize archives: Centralize your archives on a single, easily accessible platform for all employees, with well-defined access permissions.
- Integrated collaborative tools: Opt for EDM tools with integrated collaborative functions (shared annotations, document versioning, real-time notifications) so that employees can work together seamlessly.
Adapting to the archiving of tomorrow
Archiving in the age of teleworking requires companies to move towards more flexible, secure and accessible solutions. Digitizing archives, using advanced EDM tools and implementing rigorous security policies are now essential steps in maintaining team efficiency, while ensuring document confidentiality and compliance.
The challenge is not just to react to current challenges, but to anticipate future developments in the workplace. By equipping themselves with the right tools and processes, companies can turn archive management into a real productivity lever, even when working from home.
As an archiving specialist, Archives Conseil is here to support you in this transition. Whether you need to digitize your documents, implement EDM solutions or secure your archives, we have the right solutions for your new business reality.
Take advantage of our advice on archiving documents!
Don’t hesitate! For all your archiving, document destruction and digitization needs, you can rely on 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 in our contact form on our website to request a free quote.
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