Saving the data is mandatory for every organization, no matter the size or the country of the origin. Companies are obligated to keep the data because of the law regulations, like retention period requirements, but also as proof of their activities and processes.
A couple of decades ago, piles of papers, folders, and documents were taking space in offices and basements of the companies. Thanks to the modernizations of the business processes, most of the same data are now being saved and kept in electronic format. Most successful companies prefer to use a file archive software, as a more reliable and efficient solution. This type of program is easy to use, and able to process a high number of requirements in a short period of time. The implementation process is simple, and the positive effects are multiple.
Advantages of the electronically archives
Saving the information from the previous business years, and providing a proper data backup is extremely important. Having a high-quality implemented software and data storage has many benefits.
1) Legal demand
In order to support the “whitehat” businesses, governments are forcing the companies to save the data as a proof of their activities. If the mandatory data get lost, the company will face penalties and restrictions because of non-compliance with basic low regulations. The data can also be used at court or during a potential investigation, if the company face an accusation for any reason.
2) Business strategy
Each process requires specific information, and the decisions cannot be made without the proper data. Analysis, such are market predictions or future trends, are mostly based on the experience and information from the past. Data from the previous business's years allows the management to plan future actions, and shape the overall business strategy and goals.
3) Increase efficiently
Implemented archive software affects the company’s efficiency on multiple levels:
- Easier access to necessary information,
- Fast and well-organized search results,
- Increased quality and quantity of the collected data
- Lower costs,
- Prevention of saving double data and information,
- Benefits to the decision-making process, communication channels, internal structure, etc.
4) Prevention of loss
The secured and maintained data archive has a crucial role in keeping information available when needed. The data storage software requires a minimum of space, and it has to be highly reliable. The implementation of the software requires certain costs and investments, which have strategic importance for the future business of each organization.
5) Protection and security
Companies should implement reliable and safe software, especially the ones responsible for saving important information. Increased number of frauds and cyber criminal attacks, force companies to develop the different types of defense, in order to protect the businesses. Therefore, the importance of secure and strong file archives is constantly growing.
