With the explosion of the dematerialization of administrative procedures and telework, the files to be kept in digital format are more and more numerous. If the non-palpable aspect of these documents gives the impression that they take up less space and are more easily accessible, a virtual office for digital archiving must still be organized to avoid being overwhelmed. To do this, digital archiving solutions exist. These help you to free up space on your computer, but also to classify your documents.
We propose, in this new article, to discover how to digitally archive your documents and how to classify them efficiently.
Table of Contents
What is digital archiving?
Digital archiving is a practice that tends to develop more and more, especially with the dematerialization of administrative procedures. It consists of storing digital documents and data in a sustainable and secure manner while resting on four main pillars.
Durability: By opting for digital archiving, you must ensure that your document is kept in a durable format. This means that despite the obsolescence of software, due to the constant progress of computing, your files must remain searchable, and this, in their entirety.
Integrity: The integrity of digitally archived data consists in ensuring the readability, the stability of the information and the traceability of the actions carried out on this data. This notably involves retrieving metadata, timestamping, or issuing an identification number.
Confidentiality: Depending on the nature and usefulness of the archived document, the data indicated therein may be private or sensitive. Thus, electronic archiving must be carried out in such a way that only persons authorized to consult documents can do so.
Accessibility: A digital archive must allow access to the archives. Depending on the reason for which the document was digitally archived, it must be able to meet this specific need. Similarly, when searching for information, it must be easy to locate it in the document, thanks to a simplified location system.
What are the digital archiving solutions for your documents?
To achieve practical and efficient digital archiving, several solutions are available to you. From “desktop zero” to electronic archiving in a secure electronic safe, you can test many techniques before choosing the one that suits you the most. You can also check our blog “tips for when to use application retirement.
Sorting with the “desktop zero” method
The “desktop zero” method consists of setting the importance of a file saved on your digital device. Thus, all the documents that you have not yet classified, for lack of time or because you do not know where to archive them, must be brought together in a folder that you can name “Archives”.
After having determined a duration of experimentation, you will have to be attentive with the use which you make of these documents. To do this, as soon as you use one of them, take it out of the “Archives” folder and put it back on the virtual desktop of your device.
At the end of this period, reorganize the documents that remain in your electronic archive. These files are not useful to you daily, so they can be archived without wasting your time on your weekly tasks.
Outsource your Digital Archiving:
If you are not comfortable with the organization of your files or do not have the time to devote to this task, you can entrust the management of your documents to actors specialized in this field. For the best digital archiving services please contact Docbyte.
How to classify your digital documents?
Depending on your preferences, you have the option of classifying your digital documents in various ways.
By type of file: If you are not a fan of organization, the easiest way is to go to the essentials. So, you can start by putting the images together, then the videos, and finally the text documents.
By company name: In the case where you archive documents relating to your residence, your car, and your work, for example, you must deal with different interlocutors. To quickly find your files, you can group them according to the company that sent you these documents.
By theme: To go further, you can also classify your digital documents by theme. For example, separate quotes from invoices, and create a folder for certificates and another for statements.
By date: Finally, to further simplify your search, activate the classification of your documents by date. This will allow you to display your documents in chronological order of registration or, on the contrary, from the most recent to the oldest.
