In recent years, digitization has become quite prevalent with various businesses across the world. It is not only good for the environment, but it also makes things easier to access by you and your employees. One of such digitization that is quickly gaining traction is digital archives. So what is a digital archive, why it’s good, and how can you create one for your business? Let’s find out.
A digital archive is a collection of copies of all your hard-data, including all the legal paperwork, white papers, photographs, textual documents, and other corporate literature. This digital archive can be stored either on the company computer or cloud storage, making it easier to access. But this is not just a simple backup of all your data; it is a preserve that needs to be updated and up-kept as the time goes to protect it from obsolescence. These digital archives have various benefits: your data will be easily accessible, it will also stand the test of time and other accidents, and you can streamline your entire inventory to make it easier to understand.
Now, if you want to create a digital archive for your business, you need to follow these steps. Remember, the complexity of the process depends on how much data you have to archive and how many formats of it are there. Here are the steps that you need to take.
The first step to creating a digital archive is to create an inventory. Perhaps you have a part of your data stored in the basement, and the rest in the various cupboards of your office. Now is the time to bring them all together and note down all the things that you have to archive. This can be a tedious process, so be prepared.
To make it easier, you can use spreadsheets or Excel to track the inventory since they can help you manage a lot of information in a single document. Choose a platform like Google Docs since it will make it easier to access the spreadsheet anywhere in real-time. When you are cataloging the data, some of the information you should focus on is the description, linking ID, catalogue records, file formats, date of creation, author/creator, etc. This information will help you catalogue and sort the data quickly once you upload it to drive.
An essential aspect of this feature you need to incorporate into this process is verifying the data once you have created an inventory. Since this process is too tedious, there is a chance that you might make a mistake by missing something or sort something in the wrong category. Doing a verification check can be time-consuming, but it is worth it as it avoids any future hassles that can occur due to a mismatch of the data.
Creating an inventory is a process that requires a lot of brainpower, but the next process, scanning, is tedious because it can be incredibly dull. Here, you have to scan the data using a good scanner. While scanning, ensure that the data that you scan is being stored in the right format that can be accessible and readable by most major softwares and applications.
Choosing the correct format is crucial as sometimes, some formats may go out of use and become obsolete. Hence, the importance of choosing the right format. Some of the most common and trustable scanning can be done to jpeg, eps, and PDF formats. The quality of your files will never go down if you opt for these formats. We can help you scan in these formats and make the most out of your digital archival process. All you have to do is get in touch with us and explain your requirements.
The next step, then, is to upload the data that you have scanned to your desired storage. You can either save it in a physical drive or on cloud storage; both offer their benefits and drawbacks. As for a physical disc, it is secure, and it can be accessed offline, but it cannot be accessed remotely; moreover, an HDD physical storage is susceptible to a hard wipeout over time. On the other hand, cloud storage is more accessible as it can be accessed remotely, but it can also be hacked.
You can choose whichever type of storage option you prefer; it depends on what works for you and what you can afford. But in general, if you prefer physical storage, then you should use Solid State Drive (SSD) to store your data as they are not at risk of hard wipeouts like HHDs. And if you prefer to store in cloud storage, then ensure you are using a well-established cloud platform that offers optimum safety against malware and hacks, you can go with Google Drive or OneDrive.
Over time, whatever archival platform you choose, you will need to manage it from time to time. It would be best if you scanned it regularly for any malware or viruses, and you also need to keep it up to date with a tracker. Moreover, ensure that the format of the scans you have created is not going obsolete. It would help if you went through the archive at least once a year to ensure everything is in order.
Granted, the process is tedious and time-consuming. So how can you make it easier?
By getting in touch with us now! We offer digital archival services in Edmonton. Our expertise in this field can help you create an efficient digital archive that suits your needs and business strategies. What are you waiting for? Order now!