Why and when do we need an e-archive solution…?

Why and when do we need an e-archive solution

Nowadays, almost everybody uses a cloud-based storage solution, both for private and professional purposes. They work well, they are inexpensive and are installed easily. 

So why yet another cloud-based storage solution?

The answer is not always so simple and fully dependant on the user’s needs.

The storage of files in an office’s network or in an external Cloud/Saas solution relies on each user’s ability or habit to manually file documents in shared or individual folders. (The same principal as when a physical file is stored in a filing cabinet).Of course, each user should store and access the files according to a conventional and/or specified routine. 

By using a shared network storage solution, it is also possible to limit access to certain folders to only specific individuals, groups and organisations.

In most organisations, this process is effective to a certain degree. However, the problems start when staff leave the organisation and new people come in, when the volume of these files grows or when new procedures or routines are implemented. Additionally, with the introduction of new regulations and the added demands of personal data management, the handling of these files starts to be not only problematic or time-consuming but a severe security issue too.

A modern e-archive solution offers a customer the possibility to adopt several ways of automatically or manually collecting metadata from all the files according to their organisation’s needs.

The concept behind an e-archive solution is to manage the storage and retrieval of files and records in a seamless and secure manner and to control access to these files in an easy and intuitive way. The separation of records and metadata makes it possible to avoid having to browse or search for a specific file individually, allowing for the same search to be carried out at once, by relying on the information stored in the entire data base and to only allow access to the information that a specific person is supposed to have access to. There are of course different ways of extracting the metadata from the various files and records.

A modern e-archive solution offers a customer the possibility to adopt several ways of automatically or manually collecting metadata from all the files according to their or their organisation’s needs.

In other words, Olmia becomes the perfect partner when: 

  • Your storage volume increases.
  • When the administrative management of records grows.
  • When personal habits and organisational routines are not alined.
  • When searching for correct files is inaccurate and erratic.
  • When security demands increase.

At Olmia we have developed an Effective Storage Solution that is the result of years of experience and fine-tuning alongside our esteemed partners.

Olmia. Effective Storage Solutions.

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