Document archiving

Document archiving is the process of storing inactive or less frequently accessed documents in a secured, organized manner for long-term retention. These documents are no longer part of daily operations but must be preserved for legal, regulatory, or historical purposes. Archiving can be paper-based, using physical file folders and organizational systems to file papers or digital, with most modern businesses moving toward digital solutions for efficiency and security.

How document archiving works

The archiving process typically includes:

• Identification: Determine which documents are still needed and must be retained.

• Digitization: Scan paper documents into electronic formats for easier storage and retrieval. If documents will be kept in paper documents as well, these must be stored in a secured and protected way.

• Indexing and classification: Apply metadata and retention policies for quick searchability.

• Secure storage: Store documents in a controlled environment, either on-premises or in the cloud, with encryption and access controls.

• Retention and disposal: Follow legal and business retention schedules, then securely dispose of documents when they are no longer required.

Why document archiving is important

• Regulatory compliance: Many industries require businesses to retain records for specific periods under laws like HIPAA, GDPR, and SOX.

• Risk mitigation: Protects against data loss, breaches, and legal penalties.

• Operational efficiency: Quick access to historical data supports audits, litigation, and strategic decision-making.

• Cost savings: Reduces physical storage needs and associated costs.

• Business continuity: Digital archives safeguard critical information against disasters or system failures.

Document management software such as DocuWare and Laserfiche make the digitization, indexing, and storage aspects of document archiving simpler through features like intelligent document processing and automated workflows. Solutions such as these can greatly reduce the time spent searching for records and help teams improve compliance readiness.

Is archiving the same as backup?

No. Backups are short-term copies for disaster recovery, while archiving is long-term storage of inactive records for compliance and reference.

What types of documents should be archived?

Some common candidates for archiving include legal contracts, financial statements, HR records, compliance reports, and customer data. Of course, the full scope of document types is extensive.

How long should documents be archived?

Retention periods vary by industry and regulation, which is often 3 to 7 years for financial records, and longer for legal or healthcare documents.

Can document archiving be automated?

Yes. Modern document management systems automate classification, retention, and secure storage, reducing manual effort and errors.