The term “archive” evokes characteristics such as “outmoded” or “obsolete” in many people. But archiving business-related documents is one of the most important topics of the IT world, which is why, in our case, the “outmoded” and “obsolete” characteristics are clearly inappropriate. In our context, an archive is not a dumping ground for documents. And this for good reason: above all, archive documents must be specifically handled.
In this context, the question arises on when you should export part of your archive or your entire archive? Well, in my experience the following occasions are relevant to this:
- You want to separate common data of your organization, e.g. because the business or department splits. What is left is a sub-archive, and another one has to physically move to another site where it may need to be re-created.
- A project is complete and has already become obsolete. The archive, however, is still used for current projects. You want to export the documents from your old project and then remove them from the archive.
- There is current project data that cannot be displayed online for your planned use. So the required documents are exported in order to be available as a copy at a later time.
- There are a large number of obsolete documents that make the archive very large or cumbersome. Exporting the desired data is then used as a source for a new archive and, consequently, the old archive is completely removed.
- Specific data is externally validated or verified. For this purpose, the affected documents are previously exported. Subsequently, the validated documents are then re-imported using a specific validation identifier.
- Some of these processes need to be performed at regular intervals to comply with specific deadline dates.
- Document export is used for a unitized sub-archive. Depending on the use case, the existing data can either remain unchanged or be removed.
You will receive more information about the topic of archive documents in Part 2 of this blog post.