Document Archiving
It might seem that towering stacks of documents and the immense difficulty of finding the right one are things of the past. But are they, really? Most financial documents must be archived for at least five years – and HR documentation for much longer. Filing documents into binders brings many challenges, from trouble quickly locating the needed documents, to ensuring the required retention period is monitored and managing the entire archiving process.
How do you control the massive volume of paper documents arriving in your organization daily, only to accumulate in boxes, shelves and binders?
How do you organize data stored on a variety of media (disks, CDs and DVDs, USB drives)?
How can you retrieve materials easily, without searching through countless boxes and digital media?
If you’re looking for answers to these questions, you’re in the right place.
Bosflow provides perfect support for various archiving models:
- It streamlines archiving processes for data stored on physical media, documents kept solely in paper or digital format as well as those stored in both formats.
- For materials on data carriers and documents stored only in paper form, Bosflow manages archiving processes based on entered metadata.
- Digital or digitized documents input into Bosflow are automatically archived in the system. Digitizing a paper document involves scanning it and transforming it into a digital file using the built-in OCR module for data extraction and document classification. Storing digital versions of documents is permanent, convenient and secure.
- Cataloging and indexing through the search engine, based on document content and/or metadata, allows you to quickly locate any document within the system, by chronological order and/or in the traditional archive.
- Documents can be organized according to any classification system, such as JRWA (Standard Subject File Plan) or a file structure compliant with HR documentation requirements.
- Bosflow also delivers a full range of in-house archive functionality, supporting all crucial processes: transfer and receipt protocols, document disposal, loaning and tracking the physical location of each document.
- As a secure data repository, Bosflow can use any physical infrastructure: standard shared network drives, disk arrays, cloud infrastructure or advanced object storage arrays offering enhanced data protection features.
- The browser-based system interface allows for quick searches of required documents.
- The system provides access control to data depending on assigned user permissions.
