Submission and storage of documents in the departmental archive


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13 Submission and storage of documents in the departmental 222
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Submission and storage of documents in the departmental archive

  • Plan:
  • 1. The essence and significance of archiving
  • 2. The process of submission documents to the departmental archive

Document archiving is the practice of moving documents that are no longer regularly used, but still need to be kept, into storage.


Documents may be stored for a number of reasons, including:
    • Legal requirements
    • Business records
    • Tax records
    • Freeing up space

The documents can be physical or digital, though many businesses are making the switch from paper to digital document management and archiving to reduce physical storage space and ease day-to-day operations.

  • The documents can be physical or digital, though many businesses are making the switch from paper to digital document management and archiving to reduce physical storage space and ease day-to-day operations.
  • Data archiving is a crucial part of any business, enabling you to retain important documents and categorize them in a way that makes it easy for you to find them should you need them in the future.

There are multiple methods to archive documents, each with its own pros and cons.

  • Paper storage
  • The oldest method is, of course, traditional paper storage – filing cabinets full of documents or copies. This is one of the safest archive methods in a digital world: Paper storage cannot be hacked, and it is incredibly difficult to edit physically archived information without leaving a trace. The main drawback of paper storage is that it is cumbersome and slow to use. A computer can pull up digital documents, search their contents, and sort and catalog information in seconds. Finding the same information with paper documents can take hours – even days in some cases. Paper adds security but sacrifices efficiency.

Digital archives

  • Digital storage is probably the most common method of archive today. You have digital copies of all of your documents, and those digital files can be stored on hard drives, local servers, cloud resources or any other computer system. Digital archives are extremely accessible and efficient. These are the reasons they were invented.
  • The downside to digital archives is that they can be hacked or breached. Also, if they aren’t sufficiently duplicated on multiple devices, they can be lost in a single incident.

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