Document Archiving:
An Essential Building Block for Digitalizing Business Processes

Document Archiving:An Essential Building Block for Digitalizing Business Processes

The workplace is evolving quickly; employees want the ability to arrange their jobs flexibly and collaborate in agile teams, while managers want to give their teams more authority and better-organized work procedures. These "New Work" ideas are now widely adopted by organizations of all sizes and in all sectors and are finding their way into more companies across all industries.

Whether you're starting this path to modernize your workplace as a whole organization or as a single business unit, you'll probably realize that New Work is not only a matter of having the proper mindset at some point. Instead, the framework needs to be in place for everyone involved to take advantage of the major advantages of New Work in the day-to-day operations of your firm, such as more satisfied employees or more efficient business processes.

The Digital Archive as An Intelligent System

The most effective solution to such problems is to systematically digitalize the place in your company where all of your company’s relevant data ultimately converges. This place is known as the archive. If more and more business processes that ultimately end up in the archive are digitalized, the logical consequence is that the documents as the media of these very processes must also be digitally archived.

But for many decision-makers, an archive still conjures up images of dim basements filled with decades-old documents. In reality, archives are much like libraries. This relationship would initially appear a little far-fetched if you picture the boxes of outdated invoices and contracts in your organization. After all, the necessity for the legally mandated keeping of pertinent corporate records is still considered the most crucial purpose of a document archive in businesses.

Make the Archive the Data Heart of Your Company

In tomorrow’s business world, however, the possibilities of a digital archive extend far beyond the basic function of tamper-proof archiving. The increased importance of data in everyday digital business is reflected in the wide range of use cases for modern archiving systems. As such, archives are becoming the key to making business processes more transparent, more comprehensible, and thus easier to control and plan.

The abundance of data that businesses have available to them truly becomes legible in the digital archive. After all, the archive serves as the company's data hub and central repository for all of the company's data, bringing together information from all of the business applications used in the organization, including those used for sales, customer service, accounting, and human resources.

The Archive of The Future Comes Closer

In the medium term, the archive will increasingly become a single point of truth (SPoT) that provides decision-makers with new insights into interrelationships and structures, helping them to look beyond the confines of day-to-day business:

  • In the near future, archive-based risk analyses and forecast reports will enable better-informed decisions to be made about new projects, market opportunities, and internal company change processes.
  • In the archive of the future, you’ll be able to rely on AI-driven processes. For example, in the automated evaluation of data selected by the AI in the archive according to your needs – processed and displayed in real-time.
  • The digital archive will increasingly move your business data to the cloud. This will allow archive processes to be offered more flexibly, more securely, and more cheaply, and they will be even easier to integrate into various IT systems via interfaces and plug-ins for third-party providers.
  • Tomorrow’s archive will help you become more sustainable. This will not only happen through the digitalization impetus that companies typically experience through digital archiving systems. In addition, your archive will permanently optimize itself and make the storage of data as optimal as possible and thereby increasing its own efficiency.

Click here for more detailed information on data archiving via Enterprise Content Management systems or contact us for a free consultation!