Benefits of digital archiving Does archiving paper files also take up a lot of space and time in your company? Municipalities, public authorities, companies - all are struggling with huge amounts of archived data stored in different forms. Here, too, digitization can provide a welcome remedy - ensuring fast, location-independent and audit-proof access to all data in the company. Post Business Solutions offers scanning services for archives of all sizes and types.
Imagine an average Austrian municipality - every day it has to keep numerous files available. Many of them, such as building and house files, have to be kept for a very long time for this purpose. Managing archived data is often time-consuming, plus endless file folders take up a lot of space. At the same time, more and more business processes are becoming digital - paper files and documents are therefore available in both physical and digital form. Managing these documents is becoming an ever greater challenge.
The solution lies in an integrated digital archive - this allows simultaneous, secure and location-independent access to all archived data. Travel times to the archive are eliminated, storage space and costs are saved. Employee satisfaction increases and the service for customers and parties is significantly improved.
With the help of modern digitization solutions, it is possible to comprehensively capture analog archives of all sizes and types electronically. Post Business Solutions offers solutions that not only scan documents and paper files: If desired, they can also be captured using OCR reading technology so that the texts can be searched digitally.
This also significantly improves overall document management within an organization. In addition, hybrid scanning allows documents to be transferred directly to microfilm. This enables additional archiving that is longer, audit-proof and, above all, true to the original.
Archive digitization in six steps
The process of archive digitization usually proceeds as follows:
- Paper files are taken over - this can be done either by parcel or messenger. In the case of larger archive collections, the collection or transfer is handled by a professional in-house transport service. For particularly sensitive documents (e.g. historical archive material), it is also possible to digitize them on site.
- Paper files are prepared for digitization - before the digitization process begins, for example, individual documents must be removed from folders so that they can be scanned smoothly.
- Documents are digitized - during digitization, it is possible to scan documents in black and white or in color. The additional transfer to microfilm can also optionally take place in this processing step for black-and-white scans. The digitization process is carried out in a continuous scanner. Blank back pages are digitally erased, but remain on microfilm. For sensitive and historical documents, the reflected light process is used.
- Files must be readable - To check the quality of the newly acquired data, the readability of the TIFF files is tested. These are then converted into PDF files.
- Data import in the desired format - The data is compatible with the respective system provider and is delivered via SFTP server or on data media. If desired, additional indexing can be performed. The original documents are then either returned, archived for the long term or destroyed in compliance with data protection regulations.
Optimal solution for Austria's cities and municipalities
Archive digitization by Post Business Solutions can be used in particular in municipal administration. Here, the digitization of files can specifically help to keep them available at all times, in the long term and in an audit-proof manner. The digitized files can thus also be integrated into other business processes - e.g. into the address, building and housing register - and thus also be processed more easily.
In addition, administrative files are often subject to particularly sensitive data protection. In the course of the digitization process, measures such as an electronic access system and precise logging ensure maximum data security. In addition, all digital documents can be protected against unauthorized reading, copying, modification or removal within the system by means of an authorization concept and VPN technology. The transmission of processed data is also encrypted. In this way, modern city and municipal management is optimally equipped for the future challenges of increasing data processing.
Your advantages at a glance:
- Reduction in the volume of paper
- Fast, location-independent access to data
- No travel time to the archive
- Reduced space requirements
- Reduction of storage costs
- Gentle digitization of sensitive and historical documents using reflected-light technology
- Large format digitization (construction file archive)
- True to original, audit-proof and long-term microfilm archive (over 100 years shelf life)