Electronic Archive: Definition, Benefits, and How to Use It

Electronic archive technology is evidence of advances in information technology that have changed the methods and processes for managing, storing, and accessing data using a computer system. The high efficiency of using archives in electronic form brings several conveniences to the business sector as well as institutions or government agencies and also to certain individuals.

Apart from high efficiency, we can also see what utility electronic archiving offers to humans. Regarding the utility, on this occasion, we have prepared a special explanation about electronic archive technology for you.

Definition

Basically, archives can be interpreted as all written documents in the form of important letters, deeds, confidential files, patient medical records, or state speeches, which are written on paper media and provided a special space for manual filing so that they can be accessed at any time when needed. The current manual filing method has shifted and converted into electronic form because when considering the benefits, it is much better and more efficient.

According to the explanation regarding archives and their archiving methods, electronic archive technology can be defined as all files that involve the conversion of written documents into electronic formats. E-Archive management is carried out in a computer system with an arrangement based on the directory, making it easier to search in a short time.

Therefore, electronic archive technology has become the most effective choice for the business sector, educational institutions, or government agencies, thanks to its efficiency in use and accessibility, which can be used by several users simultaneously. In the next section, we will explain the benefits of electronic filing below.

Read also: Examples of Digital Documents and Their Benefits for Work

Benefits of e-Archive

The main benefit derived from the electronic filing method is time efficiency in managing all of these documents. In the past, the archivist’s task was very time-consuming and labor-intensive because the archiving method was still done manually and could lead to fatal mistakes. If so, what are the tangible benefits of electronic filing?

1. Efficient Storage and Accessibility

Archiving electronically can help increase productivity and save time to complete archivist assignments. Another thing that is also important is the utilization of physical space for more pressing needs. Regarding accessibility, it’s easier and the search process only takes a short time.

2. Decrease of Paper Usage

Switching filing methods to less wasteful methods reduces paper usage significantly. Simultaneously, the impact on the environment from reducing paper use saves natural resources, helps reduce greenhouse gas emissions, and reduces waste and water pollution.

3. Better Monitoring Management

Electronic archive technology breathes new life into monitoring all documents. In this case, access becomes more limited, and permission regulations are enforced every time. In addition, every document is encrypted before being stored in a computer system to increase security and prevent unauthorized access. Another important benefit is that management supervision and audits become more well-organized.

4. Speed and Accuracy

A fast-paced work environment requires speed and accuracy in doing one job. Archivists, whose jobs require precision, need to have a method that can accommodate the principle of fast and precise work. Through electronic filing, the objectives of these principles can be achieved more effectively, efficiently, and accurately.

5. Integration with Other Apps

The last benefit that we can get is related to integration with various applications. As a result, it is easier for us to access, transfer data quickly and accurately so that errors can be mitigated and eliminated.

Read also: Why Should We Digitalize Documents?

How to Save in E-Archive

The steps that need to be implemented in using electronic archive technology involve a series of cycles to ensure that all files are safe and always available for use at a later time. Here are the process steps that you can do.

1. Identifying Our Needs and Data Gathering

The first process is to identify each file based on its classification. Based on the type, we can classify it into important and confidential files, the level of damage, and the type of use, such as active, semi-active, and inactive use. Specifically for these three types, the next types are active and inactive archives. Knowing all types of file assortment will make it easier for us to convert all files into electronic form.

2. Scanning

All files that have been prepared will then be scanned or recorded with a tool that converts the document into an image format. This process generally takes a long time because it requires accuracy and there should be no errors that could lead to a shortage or loss of information.

3. Manipulating Data

The manipulation process is carried out to facilitate electronic filing. Files that have been converted into an electronic archive format will have a rather large size, so based on this reason, it is necessary to manipulate them to make them easier to store. Large data can be resized to maximize storage space and make the data easier to manipulate.

4. Entering Data

The next step is the data entry process which begins with encrypting and classifying all data by type. The main goal of this process is to make it easier to archive in the specified directory so that users are not overwhelmed when looking for specific data.

5. Correcting Data

All data that has gone through the above process must be corrected and ensure all information is accurate and appropriate. If done correctly, there will be no shortage or loss in the data.

6. Setting the Access Permission

The final step is to ensure all users have access permissions according to their interests. Archives must be evaluated and monitored regularly to prevent harmful inappropriate use.

Thus a series of information about electronic archive technology and the benefits you can get. Utilizing this technology can significantly assist functionaries in your company in carrying out the task of managing, searching, and finding all or specific data. Therefore, you can rely on the Optical Character Recognition application from AdIns capable of facilitating the process of transforming physical documents into the electronic archive format. Contact us now to find out more about the Optical Character Recognition application and get the best and most practical work utility and values only by working together with AdIns!