A system of electronic archiving, if well designed, offers several advantages both organizationally and in terms of cost reduction.

According to a study conducted by the company ooPartners solutions, a tool for electronic data management can save up to 10 to 20% work efficiency and 10% business efficiency. The time to research and collect information is only a matter of seconds.

Archiving has always been a key concept in information management within an enterprise. Indeed archiving ensures its continuity in time and its exploitation. The current trend towards dematerialisation , causing companies to replace their traditional media archiving (paper) by electronic records management system. Companies can implement their project "internal" with creating their own archiving services, or "external" via a third party archiver.

Archiving will also bring opportunities for cost reduction. According to some sources the storage is much cheaper in electronic method. For the cost of classifying documents, companies can realize in most cases 50% gain. The search costs are divided by two or even three if it is an archival research and distribution costs are reduced by 80-90%.

The centralization of data is also a strength for a system of electronic data management. In fact the information is stored on a single server and the operations are done via queries written by the designer. Access control becomes easy, making the system much more reliable and more secure for administrator due to a single server.

The benefits of an electronic records management system in the company

• An electronic records management system can also meet the legal requirement to archiving requirements. Thus the data once stored under certain constraints will retain their legal values ​​and therefore be a way of evidence (tax audit, legal process...).

• Some information in the company may be of a strategic nature. An electronic record management system to develop different means of encryption or digital signature guaranteeing the confidentiality of the information stored.

• Dematerialization coated by the establishment of an electronic records management system allows a space saving significantly in the business and therefore lower costs.

• Finally, an electronic records management system greatly facilitates the consultation of the data archived by optimizing the access time, access frequency,...

Today, less than 10% of companies are equipped with an electronic archiving system. However, 90% of multinational companies operating in Europe have a successful archiving solution.

How to implement an electronic records management system?

Before the actual establishment of a secure electronic archiving system, it is essential to question the existing system of archiving taking into account the context of both technical and legal. This preliminary study should determine and assess the issues of secure electronic archiving, identifying needs and general constraints.

Finally, management must consider the different software and services and then analyse costs in order to compare different solutions.

In terms of constraints, the notions of formats must be taken into account, that is to say what form will present information to archive. For example, is it a text or an image? The XML is widely recommended for his extensible open standard format but also as a metalanguage.

Regarding software offerings, the market today offers a broad and diverse range of archiving solutions that are accurate and complete. The types of products will vault to the general solution that includes archiving in managing full life cycle data (ILM).

At the software level, we must also choose between a solution on the market, open source software or a custom application. It is important to take the measure of this choice, regarding the fact the policy changes will cost it is better to know in advance if possible and avoid or at least anticipate. It is also important to consider the technical issues of data retrieval and maintenance.

The fact to identify all costs in a comprehensive way, both in terms of direct investment (hardware, network, security, services ...) and recurrent costs from operations (telecommunications, premises, personnel, maintenance ...) or other costs such as consumables, appears as a delicate and appropriate operation to carry out rigorously.

Source: Wikipedia, Sécurité informatique, Gestion électronique documents

Categories : Advices | Tags : Archiving | 0 commentaire associé