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Last updated on 2024年8月8日

What are the tools and software that you use to streamline and automate document archiving processes?

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Document archiving is the process of storing, organizing, and preserving documents for future reference, compliance, or legal purposes. It can be a tedious and time-consuming task, especially if you have to deal with large volumes of paper or digital files. However, there are tools and software that can help you streamline and automate document archiving processes, saving you time, money, and space. In this article, we will explore some of the common tools and software that you can use to prepare your documents for archiving, and how they can benefit you and your business.

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1 Scanning tools

One of the first steps to document archiving is to scan your paper documents and convert them into digital formats. This can reduce the physical storage space and the risk of damage or loss of your documents. Scanning tools can be hardware devices, such as scanners, copiers, or multifunction printers, or software applications, such as Adobe Acrobat, Microsoft Office Lens, or CamScanner, that allow you to capture, crop, edit, and save images of your documents. Some scanning tools can also perform optical character recognition (OCR), which is the process of extracting text from images and making them searchable and editable.

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Brian Fortune

General Manager Sales EMEA @ PFU (EMEA) | Professional Document Capture | Document Management | Intelligent Document Capture | Artificial Intelligence and Document Capture | Channel Professional
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Many document scanners come with software that allows you to capture your documents in a structured way. Its always worth considering why you are scanning the documents and in what context you may wish to access them in the future. Many professional devices come with image cleanup software that allows you to considerably reduce the file size of the documents you are scanning whilst also ensuring that you can better recognise content using technologies like OCR (Optical Character Recognition). If you don't create searchable files it will be hard to find information you may need. Once you have considered what you wish to achieve you can start looking for the correct tools to do the job.

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2 Compression tools

Another step to document archiving is to compress your digital files and reduce their size. This can save you bandwidth, storage space, and transmission time. Compression tools can be software applications, such as WinZip, 7-Zip, or PeaZip, that allow you to create and extract compressed files, such as ZIP, RAR, or TAR formats. Some compression tools can also encrypt your files and protect them with passwords or keys, adding an extra layer of security to your document archiving process.

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3 Metadata tools

Metadata is the information that describes the content, context, and structure of your documents, such as the title, author, date, keywords, or categories. Metadata can help you organize, index, and retrieve your documents more easily and efficiently. Metadata tools can be software applications, such as Adobe Bridge, Microsoft SharePoint, or Google Drive, that allow you to create, edit, and view metadata of your documents. Some metadata tools can also automate the metadata creation and extraction process, using algorithms or artificial intelligence to analyze and tag your documents.

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Valeriana Colón, Ph.D.

Learning Scientist | Future-proofing orgs with IT process innovation
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"Efficiency is doing things right; effectiveness is doing the right things," said Peter Drucker. By leveraging metadata tools, you can streamline archiving processes and enhance document management efficiency. In my experience, these tools help organize and categorize documents by attaching relevant metadata such as dates, keywords, and author information. For example, software like Adobe Acrobat or Document Management Systems (DMS) like M-Files or SharePoint allow for automated metadata tagging, making retrieval easier. One effective practice is to establish consistent metadata standards across your organization to ensure uniformity. A common mistake is neglecting metadata, which can lead to disorganized archives.

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4 Backup tools

Backup is the process of creating copies of your documents and storing them in a different location or device, such as an external hard drive, a cloud service, or a network server. Backup can help you prevent data loss, corruption, or theft, and restore your documents in case of disaster or emergency. Backup tools can be software applications, such as Acronis True Image, EaseUS Todo Backup, or Google Backup and Sync, that allow you to schedule, manage, and execute backup tasks. Some backup tools can also perform incremental or differential backup, which means that they only copy the changes or the differences in your documents since the last backup, saving you time and space.

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5 Archiving tools

Archiving is the process of moving your documents from your active storage or working space to your long-term storage or archive space. Archiving can help you free up space, improve performance, and comply with retention policies or regulations. Archiving tools can be software applications, such as WinRAR, Archive Manager, or File Archiver, that allow you to create and extract archive files, such as RAR, ZIP, or ISO formats. Some archiving tools can also perform compression, encryption, or password protection on your archive files, enhancing their security and efficiency.

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6 Retrieval tools

Retrieval is the process of finding and accessing your documents from your archive space when you need them. Retrieval can help you answer queries, support decisions, or provide evidence. Retrieval tools can be software applications, such as Windows Explorer, Google Drive, or Dropbox, that allow you to search, browse, and open your archive files. Some retrieval tools can also perform advanced search functions, such as filtering, sorting, or ranking your documents based on their metadata, content, or relevance.

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7 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?

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Wouter De Meulemeester - 繆華德

Sales Leader | Business Strategy | Entrepreneurial Mindset | Customer and Product Experience Driven | Business Development | Account Management
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I run paperless. Frequently we have to deal with off sizes: 20" x 30", 2-foot receipt, etc. Know your hardware! Poor paper grip / double feed detect is frustrating. Explore driver + soft: auto-crop / searchable PDF formatting / metadata index / split + rearrange / .. are essential. Indexing and categorizing are in place to retrieve. There is no such thing as an optimum classification. Hence the hierarchical structure with levels is kept to minimum. Sync to cloud is used as share and security. Often GREP is used to cross-link and to retrieve those impossible-to-find. For those A1’s, any MFP will do with the magic of image stitch. Since we are road warriors a Wi-Fi mobile scanner is standard. Looking forward to spider map ad-hoc with AI.

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What are the tools and software that you use to streamline and automate document archiving processes?

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1 Scanning tools

2 Compression tools

3 Metadata tools

4 Backup tools

5 Archiving tools

6 Retrieval tools

7 Here’s what else to consider

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