Document management: What is archival?

If you are part of the personnel in charge of the administration of the documents of your company, or if you have cooperated with a professional in the subject, you will have already noticed the number of concepts that are handled in the jargon of document management. One of the keywords when understanding this work is the concept of archival. Take out paper and pencil, because we’ll explain a little about what it is.

Archival is the theoretical study carried out in practice on the principles, processes, and procedures related to the storage of documents produced within companies. Its purpose is to ensure that the information is maintained over time, facilitating its consultation and classification.

In itself, we can say that archival is the basis of document management. Well, a management process cannot be conceived without clear theoretical principles about the correct treatment of documentation. This is where a professional is completely different.

 

And archival in the digital age?

 

Like the vast majority of knowledge, the archivist has been forced to adapt and evolve in favor of an efficient service that allows maintaining the historical memory of companies and entities. In this way, the storage, conservation, and restoration of documents is guaranteed in a reliable, efficient, timely and standardized manner.

It is for the foregoing that it can be said that digital media have become allies of document management since archival matrices can verify the categories and location of a particular document, its details, and characteristics; In this way, the processes have been automated, optimizing the search and administration results.

 

Archival and document management, synonyms?

 

For professionals, both concepts do not differ from each other. They relate, conjugate and start from the same point: the conservation of documents. In this way management and archival depend on each other. So, in the exercise of duty, we find the practices proposed from archival theory in document management.

Remember, correct management contributes to the increase of the efficiency of your company, to keep the information in optimal conditions and allows the constant advancement and the fulfillment of norms and documentary laws at a national level. For the fulfillment of this last point, the archivist becomes crucial, since the professional will have the foundations to stay abreast of the existing regulations.

So if you want to improve and optimize the ways in which the management of the documentation is carried out, check the control points and contact a professional.

Learn what a documentary management software is

Any company produces a certain amount of documents every day. Therefore, the information they contain can be the cornerstone of their success. Documents are created, sent, checked, stored and, above all, searched again and again. Thus, these tasks involve a considerable amount of time, effort and resources.

For this reason, it is important to analyze these processes in detail and optimize them. In this article, we will learn what function a document management software has, and for that, we are going to introduce ourselves in a brief definition of the concept, let’s see:

Document management is the storage system, organization, and retrieval of documents of a company. For example Invoices, delivery referrals, accounting documents, contracts, etc.

This document management can also be carried out in a digitalized manner, where a series of aspects and protocols must be contemplated, among which its complicated organization must be highlighted if an established method is not followed, the loss of time in the registration of each One of the documents, and also have to take into consideration the compatibility of formats, such as: PDF, .doc, .ppt, .xlm.

For them, you must bear in mind that, a bad organization of the documents or the lack of a procedure of established file, will make difficult the recovery of the same ones. This fact will suppose the loss of information, and this loss could put in risk the situation of your company.

Therefore, if what you want is to protect the information of your company, the best way is to identify the relevant documents, establishing control points that guarantee access and opt for a qualified document management software.

 

The software is integrated into business management, and offers, among many other advantages like:

 

1- Compatibility with any document format.

2- If you want to find a document, you can obtain it from any point in your network.

3- Your information will be secure and recovered on the documentary server.

4- You will have the ability to find documents so easy.

5- You can control all the documents and less manipulation of them.

6- You can reduce and simplify the work for all your employees.

7- Get quick answers for different users.

8- Get agile and updated information.

9- Optimize the resources used in the document management of your company.

10 -Significantly frees up the physical storage space.

 

In the market, there are different programs for the optimal management of our information. Programs capable of implementing many formats. From digital formats, such as images, PDF or emails, to those that were initially in paper format. In this last case, everything is done with a scanning system that is compatible with any machine on the market; where the physical document is passed through the scanner and then transformed into an image of JPG, TIF, among others.

In the process of documentary registration, each folio is saved with the information corresponding to its content. Some software has the right tools to show the text from an image, this allows us to find our documents instantly.

A very important point before implementing software for the treatment of your company’s information is to mark the objectives that you want to achieve and to make an in-depth analysis of the processes that you want to carry out with the systematization of the information.

A document management system consists of integrated programs, so its functionality goes from something very simple, such as registering the documents that enter and leave the company to create a control of the processes that accompany the life cycles of our documents.

If what you want is to provide your company with the best tools in the market, software is the best decision to achieve it.

Document management: the importance of document removal

The elimination of documents is considered by the experts, as one of the relevant procedures within the services and strategies raised from the documentary management, since it contributes to the orderly and hierarchical maintenance of the information and existing files. What are the advantages that you can appreciate your company thanks to its optimized execution? We will explain it to you next.

The documents and their correct conservation and categorization help companies considerably to automate processes, optimize time and resources, and increase development and productivity. The previous is possible thanks to the relevance of the information, logical and efficient operation of the companies. When this is clear, it is easy to decide on the implementation of a document management service; However, we must bear in mind that management is not only storage but also the elimination of documents whose life cycle has come to an end.

The concept:

In order to understand the advantages that the adequate execution can offer in regard to the elimination of documents, it is necessary to know the concept, let’s see:

The elimination or destruction of documents is the archival procedure in which those documents are debugged that after a valuation process has been determined that they have fulfilled their retention time and are considered irrelevant and that they do not represent any use for the company.

Document elimination:

Activity resulting from the final disposition indicated in the retention tables or documental valuation for those documents that have lost their primary and secondary values, without prejudice to keep their information in another place.

 

Do not forget that the elimination of documents is the product of archival instruments, where the primary and secondary values of the documentary series, priority level and maintenance times are established. In the same way, we can identify the steps to follow, as exemplified in the Documentary Retention Tables and in the Documentary Valuation Tables, in which the final disposition of each document is detailed.

As mentioned in advance, taking into account the importance and the administrative, legal and technical accounting values of the information in the business processes, as well as the utility of the same for the organizational procedures, time in its life cycle will be established.

Advantages of document removal:

  • Space is released in physical storage, as well as the files are in the cloud.
  • Keep the control of existing information by categories.
  • It contributes to the update of the information.
  • File management costs are reduced.
  • In case the elimination in physical documents, digitization and format conversion are encouraged.

Priority is given to useful information by the first and second levels for the company.

Remember that document management is an integral service in which the center is the conservation of information so that having clear processes can help you determine if your company is or not, complying with the rules and if you are in the road to continuous improvement.