Digital Archiving: Secure Data Storage in the Cloud

Digital archiving, which refers to the process of storing physical documents belonging to an organization in a digital environment, is a key item on the digital transformation agenda of every modern business. In this article, you can learn what digital archiving is, how it is carried out, and what advantages it provides, such as easy access, secure storage, prevention of document deterioration, and time and cost savings. You can also discover the use and benefits of digital archiving in cloud environments as you continue reading.

As briefly mentioned above, a digital archiving system refers to the process of transferring paper-based archives into a digital environment using specific methods. After determining the organization’s needs, the most suitable archiving method is selected, and the requirements of that method shape the process. The type, volume, and format of the documents to be archived play a critical role at this stage. Assigning the appropriate personnel is also essential, as budgeting, equipment selection, and software planning are part of the process. In short, the answer to how digital archiving is implemented consists of several detailed steps, which you can find in the sections below.

Along with the question what is a digital archive, it is necessary to detail the stages of this process. Like every structured operation, digital archiving has its own steps. First, proper preparation must be carried out. Identifying goals, assessing needs, determining resources, discussing risks, and setting standards are among the most important elements of the preparation phase. During this stage, the purpose and scope of digital archiving are defined, and archiving formats and metadata standards are clarified.

The document preparation phase that follows is about classifying, cleaning, counting, and checking the documents to be transformed into digital format. After this phase, any damage to the documents is repaired and missing elements are addressed. Once ready, the documents are then scanned or converted into electronic format. In the final step, the readability and integrity of the digitized files must be tested.

During the metadata creation phase, after indexing, keywords, descriptions, and links are added to the documents. The aim here is to ensure that digital documents are easily accessible. Thanks to these keywords, metadata elements, and links, you can quickly find the files you are looking for.

The choice of storage environment for your digital files may vary depending on your preference and the type and size of the documents. Will you store your files on local servers or by leveraging cloud storage service providers? After determining the answer to this question, the document filing process can be completed.

Once the physical documents have been digitized, it is necessary to understand how to use the system properly. Learning how to search in the digital archive, how to access documents, and how to make changes to documents is critical for ensuring correct usage. After establishing access policies, you can efficiently operate the digital archive.

Steps of Digital Archiving

• Classification: The first step in digital archive transformation is classification. By grouping documents by type, this stage prevents file clutter and ensures the smooth execution of the upcoming stages.
• Scanning: The process of scanning physical documents using high-resolution devices to transfer them into a digital environment. It is worth noting that clarity and readability of the documents significantly affect the quality of the process.
• Enhancement: The digital editing stage where issues such as misalignment, stains, and blurriness that may occur after scanning are corrected. This ensures documents become clearer and more usable.
• Indexing: Classifying and tagging digital files and recording them with proper metadata to ensure easy searchability within the digital archive. This stage provides fast access to documents when needed.
• Verification: The stage where the accuracy and integrity of digitized documents are checked. Any missing or incorrect transfers are identified here.
• Transfer: The final stage involves transferring digital documents to a secure server, cloud environment, or digital archive system. This ensures that they are stored securely and remain accessible at all times.

Advantages

• Ensured Data Security: One of the most important benefits of digital transformation of archives is enhanced security. Documents stored in digital environments are protected through encryption, access control, and data backup methods.
• Streamlined Sharing: Digitized documents can be quickly shared within or outside the organization, accelerating workflows without the need for physical document transfers.
• Preventing Document Deterioration: Digital archiving offers permanent preservation against the risk of physical documents being worn out, lost, or damaged over time.
• Time Savings: Digital archives allow documents to be located within seconds. Manual search processes are eliminated, boosting operational efficiency.
• Reduced Costs: The need for physical storage space decreases, eliminating costs associated with paper, folders, and shelving. Staffing needs for archive management are also minimized.
• Role-Based Document Access: Digital archive systems allow user permissions to be defined. Only authorized individuals can access certain documents, ensuring maximum confidentiality and security.

The digital transformation of archives brings up the necessity of secure data storage in the cloud. As is well-known, cloud-based solutions make it possible to protect data without relying on physical storage spaces and ensure accessibility whenever needed. During this process, security methods such as data encryption, multi-factor authentication, and regular backups are applied. Additionally, services like Backup as a Service (BaaS) play a key role. BaaS is a service model that allows organizations to automatically back up their data to the cloud. For example, thanks to this service, a company’s customer records, financial files, or corporate communications are regularly backed up to the cloud system, preventing data loss in the event of hardware failures, cyberattacks, or physical disasters.

Cloud-based data storage methods not only improve security but also provide flexibility, scalability, and quick access. Particularly for growing organizations, cloud technologies form the foundation of a long-term and sustainable archiving strategy. If you would like to digitize your physical documents that are vulnerable to deterioration, you can contact us to get started.

You may also be interested in our article titled What Is Backup as a Service (BaaS)? Discover Cloud Backup Solutions!.