Importance of Digital Archiving Practices - Assignment Example

Archiving Introduction Documentation in paper form is becoming costly day by day, the cost of paper documentation does not only include the cost of paper, and it even includes the time that is wasted upon maintaining such documents and retrieving such documents. Ample amount of individuals workweek time is consumed by the management of paper based documentation, huge percentage of the time wasted is in the process of archiving and retrieving the documents. Paper documentation takes place in various business transactions. For example: during the process of creating a contract, a contract is signed by an individual and then the contract is filed by the administration. In a bidding process, the bidder files a bid and that bid is stored in paper format by the company. Due to these activities, companies end up accumulating files in various places such as cabinets and store rooms. These documents are very essential for the organization as these documentations aid in decision making and for legal purposes. According to Nielson that a company has to bear a cost of $20 each time they try to retrieve and file a particular paper document, they further state that it costs $120 to the company if they conduct the proper process of retrieving a file that have been filed in a wrong manner (BELLAVER, 2002, p.27). This research clearly represent that huge amount of money is wasted by organizations in order to file and retrieve a particular document. Taking the statistics provided by Nielson into consideration, if a company’s cabinet consists of 1000 files, the company has spend $20,000 just for the purpose of paper documentation. Managing documents that are paper based is very hard and have a higher chance of error, thus other methods of documentation should be taken into consideration. Body The best alternative to paper based documentation is electronic or digital based documentation, this kind of documentation can relax the cost incurred by the company in retrieving and filing paper documents and it even increases the productivity of the administrative staff as their time is not wasted in managing paper documentation. In digital documentation, archivist makes use of the concept of meta-data to differentiate between a particular record and information related to that particular record (TIWARI, 2006, p.98). This is similar to the case of library, in a library there are books on the shelf and each book is associated with a log card which assists in locating the book and the bookshelf. Meta-data related to books may include information such as the title of the book and the author’s name. In case of business contracts, meta-data information may include name of the customer, items within the contract, the date the contract was created and other relevant information. The main aim of an Archivist is to sustain the legality of a particular document. They ensure that the document that has been retrieved from the digital library is in its original form and has not been altered. They even have the duty of ensuring that important documents are not lost. The cases of theft and damaging of documentation rarely takes place, but if such cases take place, the company is held legally responsible and the company may experience loss of business and sanctions. The archivist is even responsible to create and maintain records of individuals who have accessed a particular document. This aids in identifying the individual who have accessed the document and it even aids in figuring out if any security violations have taken place or the document has been compromised. Archives should be kept in such a way so that they are protected from any damages and losses. This issue has been recognized by organizations and to ensure that this issue does not take place; organizations store their paper documents in warehouses that are fireproof (TOWEY, 2012). Companies have a policy of maintaining and keeping the most critical documents near to them so they can be accessed in timely fashion. Businesses can use various methods to secure their paper documents, but these methods can be far more expensive than alternatives that already exist. One of the alternatives to paper documentation is maintaining digital records; this method is even recognized as digital archiving. Digital archiving has the capability to decrease the cost that a firm may experience while creating and maintaining paper based records. An organization can utilize metadata procedure while shifting from a paper based documentation system to digital documentation system. Metadata that a company may use to locate file includes: name of the customer, type of document and assets stated within the document. Organization can add a lot of information in order to locate a digital document, for example: the archivist can command the digital documentation program in a way so that all the contracts that a company has with another individual or a company can be located in one attempt. With one search, a company can locate more than one piece of information, for example: while searching name of a contractor, the company may locate the number of contracts, the starting dates and the ending dates of the contract. Several benefits associated with digital archiving includes: speed of locating a file through digital means is higher than the speed of locating a document physically, the probability of misfiling is decreased as physical labor is not involved, unwanted changes and misplacement of files rarely occur as the original file remains in the archive while only copies can be accessed (JEDLICKA, 2010, p.425). One of the major benefits identified is that the originality of the document remain intact, this helps the organization in remaining legitimate. Companies that use digital documentation are always in control of their documents and they can use various features such as passwords and encryption to protect their documents, these protections are less vulnerable than key locks and door locks of warehouses and cabinets used to protect paper documentation. These protection and security measures are less expensive than security measures used in paper documentation such as fireproof warehouses. Digital documentation even increases security of documentation while the organization needs to figure out the individuals who have accessed documentation and how often the documentation has been downloaded; it even helps in restricting the access of documentation to those who do not have the access to certain documentation and to those who have access to certain documentation. This is mostly helpful when the documentation is to be only viewed and accessed by limited number of people. Preserving documentation in digital format is much easier and more reliable; these documents can be stored on data storage devices such as electronic tapes and USBs (MILLER, 2004). These documentations are easy to carry from one place to another and require less effort as compared to paper based documentation. Organizations have realized the importance of digital archiving and are utilizing this option to gain support in their operations conducted day in and day out. These archiving systems are used to obtain access to information in a matter of second and these documents enable an organization to conduct 1000 of transactions in a very limited period of time. No piece of information ever becomes outdated or redundant, organizations have use warehouses to store information which becomes old but is necessary for the organization to hold. The cost of renting or purchasing such warehouses is quite high in case of paper documents, if organizations use digital archiving methods, they can reduce this cost by storing old but important information in digital media hardware that can be obtained at very low cost as compared to the huge warehouses that are purchased to store paper archives. The initial cost that a company might experience for transferring from paper based archiving to digital archiving may be high during the early stages. But these costs are soon transferred into benefits because digital archiving system saves time as well as money. The cost of archiving digital documents is even dependant on whether the organization conducts archiving practices within the organization or they use outside sources for this pat of their operations. To conduct archiving activities within the organization, the company may have to pay for various resources such as digital storage media, scanners and software. All these costs are decrease if the organization uses external sources. Various programs are available for digital documentation; certain programs are available for free, while other might cost certain amount of dollars to a company. The cost associated with using digital form of documentation is much lower than the benefits associated with this form of documentation. Transfer from paper based documentation to digital form of documentation is a wise choice that companies should make in order to operate effectively and efficiently in the 21st century (ISKANDER, 2008, p.41). Conclusion If an organization wants to save time and money involved in archiving practices, they need to make a move from paper based archiving to digital form of archiving. Digital form of archiving increases the speed of accessing documentation decreases security risks and can serve the purpose of multi tasking within an organization. References BELLAVER, R. F., & LUSA, J. M. (2002). Knowledge management strategy and technology. Boston, Artech House. ISKANDER, M. (2008). Innovative techniques in instruction technology, e-learning, e-assessment, and education. [New York, NY.], Springer. http://dx.doi.org/10.1007/978-1-4020-8739-4. JEDLICKA, W. (2010). Sustainable graphic design: tools, systems, and strategies for innovative print design. Hoboken, N.J., John Wiley & Sons. MILLER, C. H. (2004). Digital storytelling a creator's guide to interactive entertainment. Amsterdam, Elsevier/Focal Press. http://search.ebscohost.com/login.aspx?direct=true&scope=site&db=nlebk&db=nlabk&AN=117196. TIWARI, P. (2006). Information technology and library evolution. New Delhi, A P H Publishing. TOWEY, D. (2012). Construction quantity surveying: a practical guide for the contractor's QS. Chichester, West Sussex, UK, Wiley-Blackwell. Read More