Digitised archiving – legally compliant and no information chaos
In theory, a digitised office sounds immediately appealing to many organisations
Digitising your office - what does your organisation need
On route to a fully digital way of working, many organisations initially choose to reduce the chaos of searching for information in the short term. The storage of physical documents is supplemented or replaced by a document scanner. For example, receipts are scanned and stored digitally for ten years, even if the thermal paper has long since faded.
Functionality, efficiency and legal certainty must meet certain standards depending on your location and industry. You also have to make sure that you can not only digitise the documents through a scan, but also index them so they can be located and retrieved This means digitising every line of text in order to have the right information available via a search in seconds.
The solution to this can be found in document management systems (DMS). These make digital archiving for all your information possible.. They also support you when scanning incoming documents, invoices or delivery notes. So you have all relevant files in one digital place and can switch your storage to the cloud or your own server infrastructure.
The result is an improved workflow, since your authorised employees have access to all relevant data regardless of their location or device. In addition, you can more easily protect critical documents from unauthorised access, since digital access can be tied to passwords, IDs and IP addresses. VPN systems make access to files on the go or from the home office as secure as in the workplace itself.
You can also ensure the legal validity of contracts in the DMS with an electronic signature.
Archiving in the context of digitisation means long-term and unchangeable storage. Depending on the size of your organisation, this can be done with outsourced service infrastructure in the cloud or on your own servers. Once archived, authorised employees can access information from anywhere.
Documents that are subject to retention may not be changed digitally or must be provided with a log in the event of changes (e.g. due to errors or revisions). This ensures that all changes, authors and data remain clearly traceable. Certification ensures that the digital document and paper document are identical.
With a comprehensive DMS, you don't have to worry about any of these aspects. All steps to make the digital information legally compliant and to document this are conducted by the system
Conclusion - Put an end to the chaos of files safely and efficiently
Digital archiving makes everyday workplace life a lot more convenient for your employees.
With faster, more secure access from any location and a secure digital signature, you can improve dynamic working and ensure regulatory compliance.
We can support you in identifying and implementing the right digital archiving solution for your organisation.
Ricoh is a global specialist for the digitisation of the workplace. We leverage our global reach, experience and relationships to provide high quality support to organisations of all sizes.