Document Retention and Archival

A document repository to securely store, organize, and retrieve files.

 

 

Document Retention and Archival

A document repository to securely store, organize, and retrieve files.

Document Retention & Archival

A document repository to securely store, organize, and retrieve files.

What is document retention and archival?

Document retention is the process in which files and documents are retained within a formal document management system. Organizations often create document retention policies, or have to adhere to regulatory requirements, that include how a document should be stored and the naming conventions that should be used when a document resides within the system. Documents can include business documents, financial records, engineering documents (e.g., CAD files, etc.), personnel records, insurance documents, and much more.

What is document retention and archival?

Document retention is the process in which files and documents are retained within a formal document management system. Organizations often create document retention policies, or have to adhere to regulatory requirements, that include how a document should be stored and the naming conventions that should be used when a document resides within the system. Documents can include business documents, financial records, engineering documents (e.g., CAD files, etc.), personnel records, insurance documents, and much more.

Retention policies typically include a period for which the document is no longer acceptable and must be obsoleted, archived, deleted, or destroyed.  Most frequently, document management systems simply archive applicable documents, which includes, but is not limited to:  changing a document’s status, moving the location of the document, removing the document and any associated data from the system, changing document ownership, and notifying appropriate entities of any of the changes. (Physical archiving of paper documents has a different context but may be done in a similar manner.)

Advantages of Document Retention and Archival

Automating Document Retention and Archival Management

2:48 min

Managing your digital files through retention plans and archiving is critical to the organization‘s success. Managing your company's documents and records can be challenging, but it doesn't have to be. One way to simplify document retention and archival is through automation. With an engineering workflow and document management system (EDMS), you can automate the process of identifying, classifying, and storing documents. 

Watch

Automating Document Retention and Archival Management

2:48 min

Managing your digital files through retention plans and archiving is critical to the organization‘s success. Managing your company's documents and records can be challenging, but it doesn't have to be. One way to simplify document retention and archival is through automation. With an engineering workflow and document management system (EDMS), you can automate the process of identifying, classifying, and storing documents. 

Watch

Retention policies typically include a period for which the document is no longer acceptable and must be obsoleted, archived, deleted, or destroyed.  Most frequently, document management systems simply archive applicable documents, which includes, but is not limited to:  changing a document’s status, moving the location of the document, removing the document and any associated data from the system, changing document ownership, and notifying appropriate entities of any of the changes. (Physical archiving of paper documents has a different context but may be done in a similar manner.)

 

Secure document repository

ImageSite and EngineBox provide organizations with a document repository in which they can securely store, organize, and retrieve files. Both systems come equipped with state-of-art access control and authentication technology, and support various identity providers for single sign-on (SSO), such as Azure, AWS, Google, Okta, and OneLogin. Organizations even have the option to include additional security measures such as Multi-factor Authentication (MFA).

EngineBox is backed by commercial-grade security provided by AWS, to ensure files and documents are secure. Files located within the system utilize AES encryption protocols to ensure the secure storage of files and database information, while files in transit are secured using SSL connections.

Read More: Security and Access Control

 

File deletion and restoration

Once a decision is made, either manually or through automated retention policies, to delete or archive a file the system removes the document from the active search and view functionality for most users.  Deleted files, however, can still be viewed by Administrators, and, if needed, the status of the files can be restored back to an active status.  To completely remove deleted files, they are purged from the system.  This can be done either manually by the System Administrator or automatically by the system, as established in system settings.

 

Retrieving archived files

Archived files include associated metadata files allowing for the retrieval and restoration of the files.  Archived files can be saved on network disk, offline disk, or on removable storage.  Files can be selected by ImageSite by System Administrators and restored, with their associated metadata, to their original project/folder.

 

Benefits

Secure document repository

ImageSite and EngineBox (the Cloud version of ImageSite) provide organizations with a document repository in which they can securely store, organize, and retrieve files. Both systems come equipped with state-of-art access control and authentication technology, and support various identity providers for single sign-on (SSO), such as Azure, AWS, Google, Okta, and OneLogin. Organizations even have the option to include additional security measures such as Multi-factor Authentication (MFA).

EngineBox is backed by commercial-grade security provided by AWS, to ensure files and documents are secure. Files located within the system utilize AES encryption protocols to ensure the secure storage of files and database information, while files in transit are secured using SSL connections.

Read More: Security and Access Control

 

File deletion and restoration

Once a decision is made, either manually or through automated retention policies, to delete or archive a file the system removes the document from the active search and view functionality for most users.  Deleted files, however, can still be viewed by Administrators, and, if needed, the status of the files can be restored back to an active status.  To completely remove deleted files, they are purged from the system.  This can be done either manually by the System Administrator or automatically by the system, as established in system settings.

 

Retrieving archived files

Archived files include associated metadata files allowing for the retrieval and restoration of the files.  Archived files can be saved on network disk, offline disk, or on removable storage.  Files can be selected by ImageSite by System Administrators and restored, with their associated metadata, to their original project/folder.

 

Benefits

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Establish retention milestones to move, copy, obsolesce, or delete files
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Ensure users only view the most current versions of documents/drawings
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Keep as many versions of files as required
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Tie retention programs to workflow approvals and rejections
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Archive files to non-viewable projects or external storage devices
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Easily search for CAD drawing versions and find older copies of files
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Set up update reminders with life cycle schedules.
Z

Establish retention milestones to move, copy, obsolesce, or delete files

Z

Ensure users only view the most current versions of documents/drawings

Z
Keep as many versions of files as required
Z
Tie retention programs to workflow approvals and rejections
Z
Archive files to non-viewable projects or external storage devices
Z
Easily search for CAD drawing versions and find older copies of files
Z
Set up update reminders with life cycle schedules.

The eQuorum Customer Promise

In 2005, eQuorum developed the first all browser-based EDMS. The system, although for on-premise use, was still created to remove client software and JAVA from user computers and allow users to have a single viewer based on the simple navigation functionality of browsers. Today, eQuorum provides that same application in a private Cloud or a SaaS Cloud option.  We can do this because we are, and have always been, browser-based, understanding the enhanced speed, security, and usability of this technology.

With the abundance of document management systems on the market today, there’s no doubt that choosing the right Cloud document management software can be a difficult decision. eQuorum is here to provide a comprehensive, powerful, and most importantly – affordable Cloud document management solution. We believe in providing real value to our customers by eliminating unnecessary costs, providing industry-leading functionality, and equipping your team with the right tools using cutting edge technology to bring your products to market faster.

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eQuorum®

We specialize in engineering workflow and document management. Our comprehensive, yet easy-to-use software provides the solution to manage data from design to manufacturing and production, to sales, support and administration.

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