Digital archive
The problem of steady growth in paper records is relevant to all businesses, organizations and institutions, regardless of their functions, ownership and industrial affiliation. the time spent on records search increases because of difficulties of access to paper archives and as a result it leads to forced downtime of individual executors and entire subdivisions. The most effective solution of this problem is a conversion of all the documentation of an enterprise (or at least the most urgent part of it) into its electronic analogue and creation of electronic archive. It is an electronic archive that becomes a prerequisite of effective informational support of modern enterprise.
Which subdivisions may be interested in electronic archives?
An electronic archive is essential for any division where documentation is generated and stored. Here are some options of how to use an electronic archive of an enterprise:
- Quality management, standardization, metrology and certification departments – normative acts archives;
- Production department of an enterprise, sales< design office – archive of technical recordation;
- Design department – project documentation archive;
- Finance Department – primary financial statements archive;
- Company security service, research laboratories, television and film studios – audio-video content archive;
- Quality management – information quality management system archive;
- Scientific and technical library archive.
Thus, the need for an electronic archive of the enterprise is in almost every organization, regardless of size.
Advantages of an electronic archive at the enterprise:
- Efficient record management, execution of complex content queries;
- Advanced content search;
- Reliability and durability: digital records are not destroyed in time, their custom properties are not affected and can be stored virtually forever;
- Removal of original records from circulation with preserving access to information;
- Multiple users access mode: several users are allowed to work with the same records irrespective of structure and local network type at the enterprise;
- Remote access: an opportunity of quick access to documentation for structural divisions of an enterprise as well as for staff on mission with an ability of authorization and distribution of access roles;
- Storage cost reduction, space saving, reduction of costs for running queries and issuing records.
