We all know that every business generates a LOT of paper. So what happens to your documents when they are no longer needed? Of course, for tax and other reasons you need to know that they still exist, even if they are no longer in your office. You also need to know that they are safe and secure and that they won’t ever get lost, damaged or destroyed. Some paper can be shredded, but other things such as historical accounts need to be kept forever. So just how good is your archiving system and are you able to retrieve the documents you want, when you want them? Here are some great tips on making sure your document archiving and data storage is as slick as possible:
How to Store Data
Your first step is to decide on what you are going to store and how you are going to store it. Some companies prefer to scan paper documents and store them in a secure online data storage system. Other companies prefer to keep hard copies of their paperwork and store them in dedicated archive boxes. You’ll need to bear in mind that some archiving systems such as tapes have a shelf life, after which they will start to deteriorate and you may find it hard to get your information back should you need it. However you choose to archive your files, you will need to get a professional data storage expert on board to advise you of the best way to store your information.
Be Confident in Your Retrieval Method
It’s really important that you can retrieve your files whenever you want. So, no matter how you store them, they should be numbered and logged so that when you need a file you can find out exactly how to get it back. You never know when this may happen so you need to know that the process can be quick and efficient. The indexing system should be logical and easy to use and all new members of staff should be trained in how to follow the procedures. Your data storage company will be able to advise you on the best way to index your files.
Review Procedures
It’s a good idea to review your archiving system at least once a year. Sometimes, electronic files can become obsolete which means that you need to make sure they are transferred onto a platform where you can still access them. A meeting with your data storage company once a year will enable you to identify any areas for improvement and help you keep on top of your storage issues. You may also be able to delete or destroy files after a certain amount of time and they can advise you on the safest, most confidential way of doing this.
Always remember that if something is crucially important then you should make copies of it and store it in different places just in case the worst should happen. It’s always worth protecting your old files and documents as you never know when you may need them again.
This post has been authored by Jane Jacobs, a software professional who works at Storage Guardian, a company providing data storage and retrieval services. She is a voracious reader and her other hobbies include painting and crochet.