Archives must be maintaned. One very important, but often overseen aspect is that the documents and files always must be readily available for the business and in a usable format.
One aspect of maintaining an archive that is often overlooked is, that the archived documents and files must be readable at all times. It's so sad when a customer has a neat file of tapes, but these can no longer be read or when the archive has documents in an obsolete format, where none of the available programs can open the document.
We recommend that you have a strategy for this. A strategy can be to convert all documents into a searchable PDF format. Another may be to upgrade the documents as you upgrade the software (for example, change to a new Word version). Both can be done with conversion technologies so it does not have to be done manually.
Strator is specialists in document conversion Today we can convert over 600 different formats. We have established a service based on internationally recognized products, which we can customize to fit your needs.
We offer to convert the files to ourselves as a service or set up a conversion solution with you.
For prices on conversion as a service, please contact us.
Maintenance of Archives: Keep your information secure and accessible
A good archiving and document management system and a policy to archive do not do it alone. In order to facilitate the everyday lives of users, the processes of filing must be considered and where there are time-consuming steps, compensation is required. We have seen that even small add-ons to the tools used every day can ease a lot. Employees want to comply with company policies - including archiving - to their best ability, but they must be able to perform their work without irritating or even preventing natural workflows. Therefore, the process must be simple, fast and in a logical flow with the various functions.
Get the documents into the archive, as the first crucial step. It may be that employees can categorize the information during archiving so that it can be retrieved. But it may also be useful or even necessary to use classification technologies. Correct categorization is a prerequisite for the good features of most document or archive systems that can be utilized to retrieve, distribute, update and delete can be utilized to simplify everyday life.