Digital Archiving-the Future Of Data Storage

Digital archiving is the process of transforming old paper documents into digital format

. This is done to ensure that important data is secure and readily accessible. The problem with traditionally used archiving methods such as CDs, paper, manuscripts is that they only work well until they naturally start to degrade. Once this happens, companies must repeat the entire procedure, or risk losing vital data.

Not only can digital archiving radically cut down a companys costs of preserving important data, but it also improves the productivity of staff and the organization as a whole. Data that is stored digitally can be retrieved quite effortlessly as compared to pulling up a physical file. Another key advantage of using digital archiving is that it reduces clutter and increase free space at the work place. Individuals can make use of search terms such as words, titles, phrases and subjects to explore the archives. The dangers of misfiling and losing documents are subtracted as files cannot be physically misplaced. The reason for this is that only copies of files are retrieved and the originals are always stored in the archive.

Digital archives also have highly competent security systems such as Guards, CCTVs, password protection, digital signatures and user specific permissions to provide a robust defense against threats. Since Digital archiving companies have a track of who views or downloads documents, they can even use this information to gather additional data about workflow patterns that can be utilized to increase organizational efficiency. This service also helps reduce expenditure on record cupboards and storage rooms.

There exist two main assumptions that underline the technical aspects of information management. Firstly, the ability to preserve important data relies on the ability to represent it in a way that can be decoded and interpreted accurately in the future. Secondly, the important data should be securely stored by professional and trust worthy entities.

A lot of small businesses and not profit organizations are under the opinion that their own digital objects (data sets, multimedia creative works, academic papers etc) do not require digital archiving. They prefer to depend more on the traditional methods of information management. These conventional methods of storage are soon becoming obsolete. Factors such as viruses, system failures and natural calamities are easily capable of wiping out vital data from the face of the earth. Therefore the services provided by digital archiving firms can no longer be seen as redundant.

by: simon dcruz

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