What will make the archive useful?
In addition to mere file storage, a uniform classification, case identifier and access order are required. In NOPA's document management process, uploading, versions and related decisions together give context to the document.
Retrieval and document tracking
In the survey, we select the search fields necessary for daily work: for example, partner, document type, date and case ID. The recognized text helps you search, and the versions and operation history show how the document got to its current state.
The test of daily use can be searching for a closed case from several starting points: based on partner name, case ID or a known date. If the result is uncertain, data unification and document relationships should be reviewed. Assessing search habits helps you select the fields you actually need.
Preservation order adapted to the organization
The retention period, the starting event of the deadline and the exceptions must be recorded for each document type. The expiration date is a review point: the conditions and approval of cancellation must be determined separately. The available automation is agreed on the basis of the given system and version.
An active case and a closed file may represent a different daily task. It is worth defining separately who can correct data, who can view previous versions and who can initiate a review of the retention rule. Exceptions should also have a documented reason and person responsible.
Access and verifiable history
Employees should be given access based on their role and task. For a check, the latest PDF is not necessarily enough: you may also need the current version, the approver and the operation dates.
In the verification test, it examines access with both an authorized and a non-authorized role. When preparing the audit, agree on the requested evidence and the method of its delivery. The operation history available in the system should be checked based on the given version and deployment settings.
How do we prepare it?
We review the existing stock, search habits and rules. We check the classification, authorizations and retrieval of a selected file, and then determine the next step of the introduction based on these.
In addition to files, metadata, case relations and accesses also count when taking over existing files. We check the retrieval on a small sample and then record the conditions of acceptance. Operational backup and document retention are separate tasks: there should be a designated person responsible for both.
Instructions for operation after implementation · The entire process of document management · Archiving policy