Digital Archive - iPortalDoc

iPortalDoc's DIGITAL ARCHIVE

Companies face numerous problems when managing physical archives. These challenges range from the physical space needed for storage and its maintenance to the lack of organizational criteria of the archives. Other problems include the inability to index documents and the absence of managing guidelines for the archive. Thus, with the possibility of eliminating these and other problems in mind, companies have sought to take a big step in transformation their physical archives into digital ones.

However, this transformation is not always easy, considering it is necessary to ensure the legal validity of the documents. To simply digitalize, and therefor dematerialize, a document isn’t enough, the legal validity of the digital archive must be ensured. To that end, it is imperative to use digital certificates and signatures to identify users and, consequently, guarantee the legal validity of the documents in the digital archive

The investment necessary to digitalize the archived documents and to transform a physical archive into a digital one, where the printing and filling of documents happens only when strictly necessary, is not only a trend but also a strategical necessity. In addition to securing and organizing information, a digital archive grants immediate accessibility to documentation and makes finding documents much easier using search parameters such as keywords, document type, workflow, content, folder and much more.

TRANSFORMING A PHYSICAL ARCHIVE INTO A DIGITAL ONE COMES WITH MANY BENEFITS. BUT ONE OF THE MAIN ONES IS THE BETTER ORGANIZATION OF FILES. THIS, CONSEQUENTLY, LEADS TO AN OPTIMIZATION OF WORK RELATED PROCESSES WHICH IN TURN RESULT IN INCREASED PRODUCTIVITY.

Main benefits of a Digital Archive

Organization
The digital archive can be organized in accordance to the company’s processes and needs. Documents can easily be found and shared without ever being displaced. Hence, eliminating the possibility of document loss.

Economize time and money
Investing costs for a digital archive solution are significantly lower than the costs of running and maintaining a fully operational physical archive. In addition to the space required, optimal ambient conditions are needed to guarantee the archive’s preservation. Processes take longer and there is a huge risk of losing important information.
Using documents from a company’s digital archive allows the optimization of the time spent on a series of tasks.
There is also a huge reduction in the time needed to organize the archive and in the searching of documents, which makes the whole process more streamlined.

Smart Backup
Picture a company that keeps all its documents in a physical space and not in a digital archive. Now imagine all the unpredictable and uncontrollable things that can happen like a fire, water damage and much more, all can result in the permanent loss of important documents.
With digital documents this does not happen, since it is possible to ensure and program backup documents, in case “disaster” strikes.

Workflow security
It is important that documents in a digital archive follow a workflow, given that only then is it possible to define and control the stages by which the documents must go through, fine-tuning the work process.

The use of documents from a digital archive is undoubtedly very advantageous for companies because it increases productivity, lowers costs and also improves overall security. Furthermore, it is a huge step in a company’s technological evolution.