Operational and long-term archive
The archive organization activity should begin with the task formulation.
What documents are you going to keep in it?
As a rule, archives are divided into short-term and long-term ones. Short-term archives usually store documents for no more than 3 years. After three years, they are no longer needed. A long-term archive involves storing data without a time limit. Typically, these include contracts and employee documents.
In addition to the data storage system, archiving systems also include:
- scanning systems,
- data recognition systems (OCR),
- barcode indexing and recognition systems.
Correctly configured archiving software can handle incoming unstructured documents in a user-friendly way. Examples of such documents are invoices, emails, faxes and paper letters.
Scanning and recognition activities can be carried out either on their own or by an outsourced contractor. At scanning and the subsequent recognition, the document can be built in available stream of ERP-system and be accessible from its interface.
In addition, the document can be manually attached to a certain transaction, thus increasing the speed of processing. This applies not only to the scanned paper document, but also to electronic and e-mail messages.
There are quite mature and well-proven solutions on the market – some of them are almost two decades old.
Work with electronic documents increases speed of document circulation up to 70%. The electronic archive allows to free the organization from necessity of paper documents storage and to lower essentially risk of their loss. Backup systems allow to store duplicates of a database on geographically distributed servers that allows to keep them even at approach of force-majeure circumstances.
Electronic versions of documents are safely stored on protected servers due to the fact that our archive solutions support all leading vendors of data storage systems.
The most useful functions of systems providing work of electronic archive:
- Sorting and storage rules for documents;
- Use of filters and search by tags;
- Unloading a bundle of documents (i.e. the invoice + the bill);
- unloading by the counterparty for the period (required for prompt response to tax requests when reconciling VAT)
- information about the physical location of the document (when the paper version is in storage, it is convenient to view information about the storage location with different levels of detail – city, warehouse, room, pallet, box number, folder number).
The documents stored in the electronic archive can be accessed by users located in different parts of the world. All users, regardless of their time zone, can access the latest version of the documents.
Archiving reduces the size of the data. It allows to lower the size of constantly increasing ERP database on 20-40%, to reduce an administrative resource on its service, and also to reduce cost of its possession.