Did you know ? 50% of companies file for bankruptcy within 5 years after a total accidental loss of information. A number that makes you want to take care of your archived business documents, right? And if you like statistics, there are others: 35% of a company’s documents cannot be found or are unusable, 40 to 70% of a worker’s time in the tertiary sector is devoted to document management, and storing and managing the archiving internally costs 3 times more than externally… Other good reasons to think about the storage conditions and the efficiency of your archiving system, right?
In addition to finding your documents easily, the second objective of archiving is to preserve and keep your documents in good condition. Keeping your paper documents in good condition will prevent any damage or accidental loss. This management cannot be improvised and must be part of an archiving policy implementing rigor and organization.
How to preserve the physical integrity of your documents? As their name suggests, your papers to keep are made of… paper. Their enemies are therefore well known: humidity, water, fire, light, certain insects and dust. The first step is therefore to install your archives in a heated room, without too much direct light, equipped with smoke detectors and shelves. Never put your boxes on the floor! In order to avoid dust, insects and excess light which could gradually erase the ink from the texts, we recommend that you place your documents in solid and closed archive boxes. And since you can never be too careful, be sure to go to this room from time to time to check that everything is going well (no water damage, humidity, or broken radiator, for example).
The advantage of physical or digital archiving entrusted in whole or in part to an external service provider specializing in archiving such as Archives Conseil? The guarantee of secure storage of your business documents. Our storage facilities meet all the safety standards in force and their equipment is at the cutting edge of technology. A professional archiving service like ours will notably be equipped with an anti-intrusion system, fire-fighting devices, humidity and heat monitors…themselves controlled by an external company whose specialty is this. Your archives are therefore in good hands.
Digitization unfortunately does not protect your archives from the damage of time or any disaster. Think of everything that has been kept on floppy disks… How would you consult these archives today if needed? The digital archiving of your business documents must also be the subject of a global strategy that is resistant to time and accidents.
Do you want more advice, tips and tricks on archiving your papers to keep (personal or business) or do you want more information on outsourcing your archiving? We are at your entire disposal to answer all your questions.
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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.
In an increasingly digital world, e-mail has become one of the main means of communication for companies. However, managing this mass of data can quickly become complex, especially as most business exchanges take place via e-mail.
For some people, the mere mention of administrative tasks can trigger feelings of anxiety and unease. This tendency to indefinitely postpone administrative procedures, known as "administrative phobia", may seem harmless at first glance. However, it can have harmful consequences on the daily life and mental health of those who suffer from it.
Good news for Brussels archivists! After years of lobbying, the retention period for books and accounting vouchers has been reduced from 30 to 10 years. This decision, made official by the government of the Brussels-Capital Region, will free up kilometers of storage space and simplify archive management.
Administrative phobia, often overlooked but very real, is an anxiety disorder manifested by an intense, irrational fear of administrative and bureaucratic tasks. For those affected, completing simple administrative tasks can trigger severe symptoms of anxiety, ranging from panic to complete paralysis. This condition can have serious consequences for the daily and professional lives of sufferers.
Archiving, whether physical documents or electronic data, plays a crucial role in information management for businesses and organizations around the world. With the ever-increasing volume of data and the increased importance of regulatory compliance, the archiving market is experiencing significant evolution.
Records management is an essential component of law firm legal practice. Between contracts, correspondence, litigation files and administrative documents, the amount of information to manage can be overwhelming. Additionally, the confidential nature of legal data requires special attention to security and regulatory compliance.
Managing confidential and sensitive records is crucial for many organizations in Belgium, whether law firms, businesses, government institutions or non-profit organizations. Protecting this information is essential not only to preserve customer confidentiality and the company's reputation, but also to comply with strict Belgian legal obligations regarding data protection.
Document archiving is a crucial practice for many businesses, government organizations and institutions. Retaining critical records is essential for legal compliance, information management, and preserving the entity's history. However, it is equally important to recognize the risks associated with over-archiving.
Did you know ? Certain documents in your possession must legally remain in your possession for a certain number of years, or even for life. No offense to Marie Kondō or other fans of empty storage, there is indeed an irreducible box of archives that you will need to keep in a safe and dry place in your home. The experts at Archives Conseil help you draw up a list of documents that must be there.
