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How to master your digital archiving
With Uplift, we provide you with a platform that lets you archive a digital document the same way you would a physical document.
What is digital archiving?
Digital archiving allows you to archive a digital document the same way you would a physical document.
While paper documents are archived and stored in warehouses by information management companies such as TIMG, digital records are archived usually on a secure cloud server or shared drives.
Digital archiving is not the same as simply storing files digitally. Proper archiving requires accurate metadata for records, consistent application of company retention policies, and streamlined disposal approval workflows.
Why is digital archiving important?
Most organisations have developed robust processes for archiving and disposing of paper records, but often digital archives are not managed as well.
Many businesses struggle with multiple versions of digital files, insufficient metadata, inconsistent naming conventions, and improper application of retention policies. This makes it difficult to understand what documents have been archived and leads to a growing uneasiness of what is safe to dispose of.
Without a proper digital archiving platform, digital records can quickly add up, and businesses might be at risk of a compliance breach.
What digital archiving solution is right for me?
Many businesses store their digital files in shared drives or cloud servers, and while these are perfectly effective tools for everyday work, they are not built for the specific demands of digital archiving.
Digital platforms like Uplift are built specifically for this application:
- Required metadata fields ensure businesses know exactly what a document contains
- Document type classification makes organisation of records simple
- Automated retention periods ensure that the correct policies are applied to records at the point they are archived
- Built-in disposal approval workflows mean that responsible parties are notified when documents are due for deletion, and ensure nothing flies under the radar
How does digital archiving work?
The process of archiving your digital files using a platform like Uplift is very simple:
- Upload: Documents are uploaded to the secure Uplift platform.
- Classification and metadata: All documents are classified based on their record type and accurate metadata is provided to clarify the content of the document.
- Retention and disposal: Uplift automatically assigns a deletion date based on document type classification and your specific retention and disposal policies.
- Authorisation: On the deletion date, the party responsible for a document’s disposal is notified, initiating a two-step authorisation process.
- Deletion: Following authorisation, the document is securely deleted, and an audit trail is created.
How else can I securely manage my information?
Document Scanning
Digitising your paper documents frees up valuable space, while making them easy to search, retrieve, and organise.
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Cloud Backup
Protect your company from cyberattacks, data breaches, and system failures, ensuring business continuity.
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Document Destruction
We provide secure on-site bins for the safe disposal of your paper documents. Includes delivery, collection, and destruction.
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Records Management
Secure and efficient offsite document storage, simplifying retrieval and management of business-critical information.
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Why choose TIMG?
With over 30 years of industry experience, we solve information management challenges for clients throughout New Zealand. TIMG are trusted by over 15,000 organisations across Australasia and are backed by the strength and heritage of Freightways.
Security-First
We manage sensitive records for several Government and corporate clients, who by default, demand the highest level of information security.
30 Years of Experience
With over 30 years’ industry knowledge and experience, we understand who you are, what you care about, and what your business needs.
Proud to be Kiwi
TIMG's New Zealand heritage means that our focus is on one market, and we are experts in the requirements of New Zealand businesses.