The Benefits of Digital Filing

Archiving hard copies is a long and laborious process. However, firms generally do not need to allocate time for this, as digitalisation has provided the solution for the organisations which rely on vast amounts of electronic communication to operate.

Digitalisation came as a huge relief to many companies across the globe. Creating a digital archive file and filling it quickly and easily with relevant documents is much more efficient than trying to find physical space for yet another folder full of items which you may not even need to look at again!

However, the same types of pressures that came with finding physical space are now being felt in the digital arena. The quantities of digital data are simply too high for simple management nowadays. To keep an office running smoothly, it is important to install an efficient file archiving system.

A simple solution

The aim of file archiving is to increase the ease of document storage and transport. It is also possible to reduce the size of files without losing key data.

The benefits of file archiving by Mimecast are manifold. If you archive files, it streamlines access to information, which helps in the efficient running of the company. How much time is wasted trawling through piles of data in order to secure that one little piece of information?

Additional benefits

Most organisations have data stored in disparate locations both on-site in a computer network and in cloud storage. The cost of managing such an arrangement both in terms of cash and time is often wasteful. A good file archiving system ensures that data spread across several locations is brought together in a manageable system that is accessible to all authorised personnel.

File archiving also has the simple advantage of creating more space in the digital office environment.

In the clouds

Put in simple terms, cloud computing is jargon used to describe a large bank of computers connected to the Internet which store digital data.

In cloud file archives, digital data such as emails is consolidated into an accessible location. The key is the ease of search and access. Anyone searching for a particular file can do so in seconds. This beats looking through physical files or a disorganised digital system.

It also frees up a space on internal file servers and allows the company IT department to deal with more important duties than helping a staff member locate an elusive file.