A discussion on the benefits of digital archiving which is being widely adopted not only by businesses but the public globally too.
Digital archiving is being widely adopted by firms, businesses, governments, organizations, and even the public globally, and it is high time you must also catch up to what is it and understand why it is really the need of the hour.
For starters, let me tell you, digital archiving is not just about converting a hard copy into a digital file. Of course, that is what it does, but it serves many more purposes than that itself. Let us discuss its benefits in detail, to help you draw a clearer picture.
1. You will not lose data
You know why did the world move from paper and parchments for information to the World Wide Web? Among its uncountable benefits, one for sure is that you don’t lose data which is online, as it always stays where it is until of course deliberately permanently removed.
Similar benefits can be derived from digital archiving. Your documents, which can be lost, or mishandled, are now safe, digitally archived, which is a big stress-relief for any business.
The basic idea to shift to digital archives is to be free of the hard copy of the document, that is the paper, so you are not only satisfying the need of putting the data online but also to be paperless. Did you know, almost 160,000 trees are cut every day out of which most of its produce is used in the paper industry?
Being paperless has multiple benefits. People think it is only about the environment, and you are fulfilling your social responsibility, but there is more to it.
Of course, you are being more responsible about the environment, but you are also saving economically. Paper bundles cost you a lot and plus there is no fixed upper limit of the paper bunches that you will need every month.
On the flip side, digital archives help you get rid of the paper and also save the money spent on it.
3. Confidentiality of the data
Data in hardbound paper, in the form of files and documents always have the threat of being lost, destroyed, or stolen. This risks the confidentiality of the data.
But when you digitally archive the data on the world wide web, you are reducing the risk manifolds. The risk might not be completely eliminated but we cannot deny the fact that it is minimized.
4. Quick access to what you want
Have you been to a book store lately? Firstly, you look for a book, and when you don’t get it, you ask at the counter. But the man at the counter doesn’t visit the shelves to find your book, he instead goes to the operational computer and looks for its location in the records.
This is an example of how digitally archiving data can grant you quick access to your important files, documents, and more. Tools like Stillio are one such example of a modern-day digital archiving solution. This tool is completely automated and works as one of the best alternatives of traditional web archiving.
5. Be economically efficient
Digital archives are a lot more economical because as we discussed in the second point, it helps you save a lot on paper and stationery.
What more? Do you realize how much you spend in transporting hard copies of data from one location to another? These are one of those costs you don’t realize you are incurring but it silently empties your pocket.
Once data is online, you don’t need to transport it manually or physically, you can access data from anywhere in the world at just one click. Plus, it also reduces the time investment in locating the data. Physical storage of data will cost you a lot of time, and remember, even though lost money can be earned back, lost time has no substitute.
6. Easy Retrieval
Once a paper file has been through a shredder machine, it is gone, forever. There is no way back. But when the data is online, firstly, there will probably be no need to delete a file because of the huge space available, and secondly, even if there is, there are chances you can retrieve it.
Also, physical files can be misplaced mistakenly, but after the digital archival, the system usually double-checks with the owner before taking any action.
Digital archival is the way ahead, and if you haven’t resided with it, reside quickly, because you definitely don’t want to ṣmiss out on the future and stay behind.