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Save your documents in a document archiving program to prevent a growing pile of paper on your desk. There are various tools available for this purpose.
Document Archiving with These Tools
The programs ELO-Office, Archivista, and PaperOffice are excellent choices for document archiving. With each program, you can scan documents and then save them with password protection. You can search for files quickly and easily using the barcode and text recognition features.
- ELO-Office: Offers a wide range of features, including scanning and password-protected storage of documents. Prices start at 260 euros, depending on the number of licenses and the version.
- Archivista: Similar range of features to ELO-Office, with additional hardware solutions for digital document archiving.
- PaperOffice: Features 1024-bit encryption and the ability to use your own computer as a cloud server. The basic version costs about 200 euros.
Other recommended solutions
These tools offer various features such as audit-proof archiving, OCR text recognition, automatic categorization, and access management. The choice of the appropriate tool depends on the company’s specific requirements and budget.
- Use Microsoft OneDrive for Business. It offers a cloud-based solution for easy file sharing and archiving.
- DocuWare is available as a cloud, on-premises, or hybrid solution with intelligent indexing and a mobile app.
- Amazon WorkDocs is a user-friendly cloud service with easy file sharing and large storage capacity.
- ecoDMS is a cost-effective option for businesses and individuals, offering intelligent search and filtering capabilities.
- Fileee is also a cloud-based system with OCR text recognition and automatic document categorization.
- LogicalDOC is an open-source solution. It offers cloud storage and an intuitive user interface.
Long-Term Document Security: What You Should Keep in Mind
- Regular Backups: Be sure to create regular backups of your digital documents. Cloud and NAS solutions, such as those offered by PaperOffice, can be a useful addition here.
- File Format Standardization: Use widely adopted and future-proof file formats such as PDF/A to ensure readability and compatibility even after many years.
- Encryption: Use strong encryption methods to protect your data from unauthorized access. PaperOffice offers 1024-bit encryption, which represents a high standard of security.
- Audit-proof archiving: Consider whether you need software that offers audit-proof archiving to prevent data tampering at a later date. This is particularly important when legal requirements must be met.
- Data migration: Choose software that allows you to easily export data so you won’t encounter any problems when switching providers.
