Invest in a document archiving solution that can safeguard your data, both now and over the next few years — or decades

Suppose you needed to pull up a business document from a few years ago. How would you get it? You might have to descend into a drafty basement and sift through messy, paper-filled boxes. Maybe you’d dig up an ancient hard drive and pore over a series of digital folders. Storing your old paperwork in haphazard conditions can cost your business valuable time and money. If any of this sounds familiar, then it’s time to invest in reliable document archiving solutions.

In a simple document storage system, you keep records wherever it’s convenient. Document archiving, on the other hand, is a systematic process that organizes your files in a predictable, repeatable way. This makes it much easier to find the resources you need, even years later. Finding the right document archiving solution for your business requires some research. Once you know what to look for, though, you can develop a system that keeps your data secure and retrievable for years — or decades — to come.

Examples of document archiving

Before discussing a document archiving system, it’s worth differentiating document storage and document archiving in more detail:

• If you stack loose paperwork in cardboard boxes at the bottom of a closet, you have a document storage solution.
• If you organize your physical papers into alphabetized binders in a climate-controlled storage room, you have a document archiving solution.

While some industries require physical records, digital document archiving tends to be a simpler and more reliable solution. Digital files don’t get lost or degrade over time. Multiple workers can also access them simultaneously.

What to look for in document archiving solutions

Most document archiving solutions require a mix of hardware, such as document scanners, and software, such as scanning and storage programs. As you research software, look for the following qualities:

Strong cybersecurity features

Whenever you store documents on an internet-connected system, you have to think about cybersecurity. There are three main ways that document archiving software can protect your data:

• Access restrictions: Your software should automatically route your documents to different folders and you should be able to choose who can access those folders. This keeps unauthorized users from seeing your sensitive files.
• Backups: There’s no reason to keep only a single copy of a digital document. Look for software that regularly backs up files and folders. Consider uploading documents to the cloud rather than solely keeping them on local drives.
• Encryption: In the event of a data breach, unencrypted files can be a huge liability. Your archiving software should encrypt files as it uploads them. Encryption renders files unreadable to anyone who doesn’t have a proper decryption key — cybercriminals, for example.

Did You Know?: Ricoh’s fi Series scanners can help you store and archive digital documents. They offer high-resolution image quality and accurate text capture.

Fast information retrieval

A good document archiving system should make it both fast and easy to find the information you need. Scanning software such as PaperStream Capture Pro, for example, can automatically recognize certain types of records, such as vendor invoices or patient intake forms. From there, it can tag captured scans with the appropriate metadata, route them to the proper folder, and give them intuitive file names. This software can even extract text, letting you index it for easy searching later on. This means your staff spends less time manually sorting and searching and more time doing specialized work. It’s a more efficient use of their time — and your company’s budget.

Flexible storage options

Digital records don’t take up much space. You could conceivably store millions of them on a single USB thumb drive. As such, you should store your records in multiple locations — and your software should help you do this.

One easy way to safeguard your data is to upload two copies of each scanned record: one to a local hard drive, and one to a cloud storage location. A cloud storage site can be an effective document archiving service. If you have online backups of your files, you won’t need to worry if a local machine fails. Your staff can also access the information they need while working remotely.

Did You Know?:PaperStream Capture Pro software can tag scanned files with the correct metadata, then route them to a specified folder. Along the way, the program can extract relevant information and add it to database software.

Regulatory compliance

Some industries and regions put special restrictions on storing personal data. In the United States, for example, medical practices must abide by the Health Insurance Portability and Accountability Act (HIPAA). Countries in the European Union follow the General Data Protection Regulation (GDPR).

If your industry has regulatory standards, ensure your document archiving software complies with them. While standards vary from industry to industry, the basics are often the same. If your software restricts access to authorized users, encrypts files with personally identifiable information (PII), and creates regular backups, you should be on the right track. Organizing files so that they’re easy to retrieve is also important. Remember that industry regulations often require businesses to provide information upon request.

Secure your documents with Ricoh technology

If your business is ready to move from simple document storage to robust document archiving solutions, Ricoh has both the hardware and software you need. Ricoh’s fi Series scanners are ideal for companies that want to digitize their physical records. They can scan thousands of documents in a workday, or tens of thousands in a week. Large automatic document feeders (ADF) and advanced paper handling ensure quick, accurate captures.

The RICOH PaperStream Capture Pro software helps you make the most of your digitized files. This program can recognize different types of documents, tag them with relevant metadata, and route them to the correct folders. PaperStream Capture Pro also extracts data, letting you easily edit and index whatever you scan.

Book an appointment with Ricoh today to learn how we can help you create a lasting document archive.

Note: Information and external links are provided for your convenience and for educational purposes only, and shall not be construed, or relied upon, as legal or financial advice. PFU America, Inc. makes no representations about the contents, features, or specifications on such third-party sites, software, and/or offerings (collectively “Third-Party Offerings”) and shall not be responsible for any loss or damage that may arise from your use of such Third-Party Offerings. Please consult with a licensed professional regarding your specific situation as regulations may be subject to change.