ActivePDF Blog

Getting past archiving's biggest pain points

Archiving in a digital business environment doesn't have to be such a complicated task.  

Most companies are tuned in to the benefits of going digital, but the process of storing documents for future reference quickly becomes complicated without the right technology. You've surely encountered some form of the following pain points:


  • Increased regulatory oversight from state and federal agencies has driven businesses to take a save-everything-forever approach to archiving, according to IBM. The result is a drastic increase in the amount of documentation you have to handle. Without any scalability, your coworkers end up drowning in a useless stream of digital information. The stakes are especially high when failure to comply with regulations results in hefty fines. 
  • Security of confidential information can also fall out of priority when businesses start digitizing records. With so many files bouncing around, how can you maintain control over what information is protected and who can access it? 
  • The long-term preservation required in today's archiving environment leads to costly storage fees and unwieldy databases that are simply too big manage. 
  • That's not to mention the time it takes to locate information once it's actually needed. 

Addressing these issues requires a solid workflow-based solution that can adapt to the needs of your business.

How do PDF files ease the burden of archiving?  

  • Information governance: Workflow solutions that enhance your company's reporting processes and standardize the flow information will mitigate risk and protect you from noncompliance penalties. You need a way to archive your information in a digital envelope that helps you properly preserve the information you need to stay compliant for the long term. 
  • Security: You can greatly reduce the potential of hackers causing a breach and stealing confidential information by using features such as firewalls and PDF file encryption.

"Content curation and integration make storing and searching for documents easier."  

  • Content integration: A better workflow architecture centered on the PDF file format can also give you access to more advanced content integration capabilities. Rather than falling behind on your archive's rapid growth and losing track of information, you can tag and organize data based on key characteristics such as department, legal requirements and other business necessities. The result is stronger storage and search capabilities that simplify the categorization of each file that enters the archive. 
  • Content curation: Tweaking your workflow also helps you separate documents that require long-term preservation from those that are only needed temporarily. This level of organization unshackles businesses from the save-everything-forever mentality.
  • High-volume conversion: With so much information to archive, the ability to scale the storage methods is crucial, which is why PDF automation is extremely useful in converting documents at high volumes. More importantly, the automation process eliminates many steps for manual entry. This reduces the potential for human error, which helps maintain the overall integrity of the data being sorted and stored.
  • Browser-based viewing: Creating a platform-agnostic system that allows employees to search for documents from any device via Web browser is beneficial. All of these features can contribute to a document archive that is accessible and flexible.
Interested in learning more? Read about how some of our customers have used the Server tool to enhance their archiving workflows. 
Posted: 11/17/2015
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