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Secure document archiving

More than ever, your organization needs a safe, secure home for critical business documents. Employee information, financial records, contracts and more require an organized, secure repository that protects what must not be lost, stolen or compromised.

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Critical Insights: Document archiving security and safety standards for 2024

This free ebook covers everything you need to know about safe, secure and stable archiving of digital documents.

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What is document archiving?

Document archiving involves placing inactive documents into long-term storage in any data medium, allowing these documents to be readily available at a moment’s notice. In addition to providing easy retrieval for older documents, document archiving provides security and legal protections to ensure all documentation is accounted for. It also helps save valuable space both in your office and on servers.

The benefits of secure document archiving

When business documents like invoices, employee applications, vendor contracts, facility documentation, sales presentations and more are safely archived and fully organized, your organization can protect itself against litigation, leaks and loss while realizing key benefits of digitization.

paperless

Achieve a paperless office

Digitized information stored in protected digital archives means no more paper in the office: no more lost documents, printing headaches and overflowing file cabinets.

audit

Simplify audit preparation

Secure archiving not only means you know where everything is, but that it’s organized, findable and accessible for audit preparation and delivery.

compliance

Meet compliance standards

Regulatory compliance standards are designed to protect people and companies. When documents are organized and secured, achieving compliance standards is greatly simplified and expedited.

disaster

Prepare for disasters

Natural disasters or malicious attacks can destroy unprepared organizations. Secure archiving supports your disaster recovery processes to help you bounce back from unforeseen catastrophes.

DocuWare is the safest home for your documents

DocuWare provides complete document archiving, document storing and document searching for organizations that require a safe, secure repository for the most important business information.

This is how DocuWare security protects our customers:

Format flexibility

Store scanned documents, PDFs, email, Microsoft Office files (Word, Excel, PowerPoint and more), images and much more.

Everything encrypted, everything protected

All data transmission are sent through HTTPS, and all documents are AES encrypted. In addition, a comprehensive access rights system keeps unwanted eyes out of sensitive documents.

Backups on top of backups

Dedicated EU and US Microsoft Azure data centers feature triple data mirroring, plus off-site redundancy in the same region. Information is never lost, and disaster recovery planning is simplified.

Traceability and transparency for auditing

Every document capture, version and annotation is logged for complete traceability, and every workflow step is recorded for process transparency. Auditing has never been faster and more complete.

Data control for compliance and disposition

Granular access rights and rigorous information organization expedite the support of strict compliance initiatives like GDPR, HIPAA and Sarbanes-Oxley, and simplify retention policy planning for sensitive documents.

Incomplete information is history

Automated, reliable and thorough indexing ensures documents are precisely organized, findable and actionable in workflow. Every document is complete with no missing data.

docuware-digital-transformation

Which documents can DocuWare securely archive?

Finance and accounting
  • Invoices
  • Purchase orders
  • Shipping receipts
  • Bills of lading
  • Budget spreadsheets
Human resources
  • Resumes
  • Certifications and credentials
  • Performance reviews
  • Tax documents
  • Expense reports
Legal
  • Contracts and templates
  • Operating procedures
  • Reports
Sales
  • Product datasheets
  • Marketing brochures
  • Presentations and proposals

And many more!

Why organizations choose DocuWare for storing documents

Detailed and complete document searching

Fast, comprehensive document searching

Retrieve anything instantly

Find any document instantly, searching by its full-text content or by its index data.

Help meeting regulatory compliance standards

Help meeting regulatory compliance standards

Simplify compliance

Secure, organize and implement processes that directly support HIPAA, GDPR, SOC 2 and more.

Integration with Microsoft Outlook and more

Native integration with Microsoft Outlook

Safely archive critical email

Securely archive and organize important business email directly from Microsoft Outlook

ERP and CRM integration for storing documents

Integration with ERP, CRM and more

Connect applications

Access relevant business documents from the context of your CRM, ERP and other applications.

Case studies of secure document archiving

Criterion Tool & Die Inc. is a third-generation family-owned company. They manufacture precise no-failure components for medical, airspace, and photonics industries. Government regulations mandate that they maintain all records on all parts made for their several hundred customers, for the lifetime of the product. This information is now archived in DocuWare and is as easily available for shop supervisors responding to sales queries as it is for accounting department audits. Read the full case study.

Country: USA Industry: Manufacturing

The Town of Henrietta implemented DocuWare to digitally transform their archaic filing system. Department processes were paper intensive — town meeting minutes, planning and zoning case files, registration forms, contracts, claims and lawsuits were just some of the documents that needed to be permanently archived. By implementing DocuWare and scanning and storing new and old files electronically, the town’s +500,000 documents can be securely and quickly retrieved and shared between departments. Read the full case study.

Country: USA Industry: Government

Catana Report

See DocuWare in action

The best way to reach the next level of secure document archiving is to try it for yourself. See how DocuWare is perfect for businesses seeking efficiency, security and sanity with their documents.