File At Any Time
Of course, file archiving does not begin with digital technology. The early period meant that hieroglyphs were carved on Egyptian limestone and oracle bone inscriptions were carved on tortoise shells in the middle of the Shang Dynasty. Nowadays, various formats are dazzling. Document scanning, ASCII and Unicode text, built-in digital signatures, automatic optical backup, PDF and DWG file structures, metadata, full-text indexing, user demographics, and more are now available.
Because of this technology, we generate a surprising amount of information. That is, you can develop a file archiving system to manage trillions of binary records and various formats. Digital data is not only amazing, but also efficient. Look at other options. Let’s think of the guardians of the Dead Sea Heights. They roll papyrus in clay buckets and store it in caves at the end of each day.
File Archiving: Advantages of Digital Systems
Consider the comparative advantages of paper archiving and digital images. No competition. According to the statistics of the paper system, most documents were copied 19 times. Employees spend about 50% of their time searching for information among experts and white-collar workers, but only 10% of their time reading. About 8% of the files are missing. About 3% of the people shot wrongly.
In addition, about 90% of companies and organizations will be recorded on paper. Paper takes up space, burns, gets damp and decomposes. Look at the 1890 federal census. In 1921, the government did not establish an archive. Due to the lack of space, the census was placed on a pine shelf outside the safe of the Ministry of Commerce. Fire occurs. The firemen poured 20 streams of water into the building. Twelve years later, the burned remains were officially burned.
The other side(number) of the file archive image shows two levels of shared document systems: active documents and archived documents, allowing multiple users to search for documents in multiple locations at the same time in seconds. Repeated electronic backup storage and maintenance in multiple facilities, there is almost no possibility of data loss. The storage space is very small. A cheap CD can store about 23000 text documents, but a DVD has about seven times the storage space.
File archiving: requirements for searchable data
All of this information is the foundation for easy access and security management. If you select any file archiving system and cannot import data, you will have a big problem. For example, there is a Zip drive in the bookcase behind me, which contains 17 years of early 19th century letters. “This is a daily communication. The original has been lost.” But I can’t understand them.
Disk is encrypted, and encryption is based on hardware, not software. That is, if there is no password written, the disk and its data cannot be unlocked. Otherwise, the file is a clean archive. But these letters may be the same as the court burned down when Sherman went on the march in 1865.
When deciding on alternatives to storage records and file retrieval systems, the planner must consider both the type of records and user requirements. Do you like file archiving systems that require IT professionals to maintain? Or do you want to have more equipment that only people with basic computer technology can handle and reserve bandwidth for hundreds of users? These and other considerations must be validated before selecting a file search system.