Ontario document archiving has been faced with many challenges in today’s business environment. Companies have many different types of data sources, some of which are relational databases, document repositories, email stores and file servers. Increasing the challenges of managing this complex environment are corporate acquisitions, regulatory compliance, information governance and mandates to reduce operational cost through vendor and infrastructure consolidation.
Ontario document archiving is used to store millions of records, statements, policies, images and other types of documents. Archiving relies on indexes and metadata associated with each individual document. This information aids in discovery, content validation, storage organization, retrieval, distribution and delivery of the documents in the archived system.
Addressing Document Management Issues in Today’s Corporate Environment
For organizations struggling with corporate acquisitions, regulatory compliance, information governance and vendor/infrastructure consolidation, Ontario document archiving is the perfect time to address document inconsistency issues. Companies should consider migrating their documents to a single document management system. Options exist today for quick, efficient migrations that add value to document management.
Companies can expect more ways to access documents, extract critical information when needed and improve customer service. To be successful, companies must plan carefully and comprehensively. Experts should be included on the team that plans the system migration for document management and Ontario document archiving.
Typical phases of these projects include the following:
- Discovery involves an analysis of all document management systems within the organization. In addition to the systems, team members must identify all the different types of documents contained in them.
- With extraction, companies must establish procedures and policies for how content will be accessed from the document management system. All facets of access must be reviewed and improved as necessary.
- Transformation involves re-purposing document content when needed to add value or meet new business requirements.
- Auditing ensures integrity of the documents and that all processes involved in document management and Ontario document archiving are followed.
- As mentioned earlier, indexes and metadata provide actionable information about the documents contained within an Ontario document archiving system. When companies move to a single document management system, they have the opportunity to update metadata and indexes for consistency.
- With loading, documents, metadata and resources are loaded into the document management system with integrity and accessibility retained.
The Goal of Document Management and Ontario Document Archiving
If a company has disparate document management systems, it must consolidate its information into one system to get the most benefit and many of the advanced features offered by today’s systems. By migrating and consolidating, business can reduce the total cost of ownership and assure performance and scalability will meet future requirements.
To avoid issues when migrating to an Ontario document archiving system, organizations must plan and execute the project with expert team members with a proven track record. Document management vendors exist today with the right background and technology to help companies achieve significant results.
The right Ontario document archiving vendor will be committed to working with each company’s unique situation and recommend solutions tailored to specific needs. In addition, well qualified solution providers can lower the risk and enhance the return on investment for any document migration project.