There is a long and good tradition for establishing truly excellent physical archives, where the paper is secured against damage and where it is easy to find again. The goal of digital archives is the same, but there are often barriers that prevent or complicate it. One barrier is that where the paper archives are maintained by specialists in archiving, digital archives are often not surrounded by the same professionalism. Another barrier is that the awareness of possible damage on digital archival is lower, and further more is it a real and practical problem that the amounts of data to be cleaned up are so massive.
Digital archives can also deteriorate
It is quite key when storing digital information for posterity (EFTERTIDEN?) to take care of the problem, that software and formats are discontinued. Otherwise, the saved information cannot be read when needed. It requires active decisions and they are not always easy. For documents, which usually are the bulk of the archives, one can, for example, choose to convert archives to a pdf format. Alternatively, one can archive in native format and continuously upgrade the documents, specifically, for example, upgrade all archived word documents whenever the word software is upgraded. There are technological possibilities for automating both approaches.
Use the archives – get control of shared drives
The archives, like all other systems, are only worth what is stored in it. Since shared drives and mailboxes often constitute the largest “archives”, there is a real practical problem of getting the information where it should either be processed or archived. In many ways it is also incredibly easy and fast to work on eg shared drives, and therefore it is understandable that this is so. New technologies offer opportunities to keep more informal archives such as shared drives under control, thus making it possible to allow the extensive use rather than combat it. The technology can identify the documents that should be somewhere else and possibly move those in archives. It is based on technology to classify documents.
There are many platforms to handle documents, both large enterprise platforms and smaller cloud-based point solutions. Read more about some of the possibilities here. Strator has since its founding specialised in document management systems and their implementation and has a broad insight into the market and opportunities. The major obstacle in establishing a new archive is to clean up and migrate historical data into the new archive so the archive can bring value, and that’s one of our focus areas. Read more about classification here.
Strator’s advice is based on our knowledge of technologies, on our knowledge from document and records management. In addition, we can emphasize that we have long-term strategic cooperation with Scandinavian Information Audit, Tine Weirsøe, one of Denmark’s absolute leaders in good archival standards and correct cleanup processes. The specialist knowledge coupled with our technological excellence is a powerful combination. We offer both advise and to provide additional experience and manpower in all types of archive projects.
BLOG ARTICLES ABOUT ARCHIVES
Can be found here.
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