How to store documents for easy availability

The archive has all the documents produced by a person or entity, public or private, during the course of its business.

We use the term archive in a more generic, to indicate, within a public body or any institution in which they are concentrated archives from different backgrounds, each complex documentary that has a character of unity, both in the case it is a stock of a particular entity, whether it be of a complex of documents produced by different entities but converged for various reasons, whether it be of a set of documents that both the result of dismemberment, mergers and rearrangements performed in archives of concentration, whether it be of miscellanies or collections.

The advantages of storing the storage respond to the need to preserve the documentary material in a rational and uniform to make it retrievable in research.


An archive of data and documents systematically conducted in reserves advantages such as:

 - enable instant access through the Internet or Intranet documents by authorized personnel;
 - allow a constant updating of the digital archive online
 - eliminating delays in printing and document distribution
 - reduced cost of document search
 - ensuring security in archival


How to easily archive and 'start with the basic document management, which is done by determining:

- The type of document like article newspaper, law, the official gazette, regulations, etc.
- The classification of the document you can 'do for indexes, numbers, letters, etc.
- building a database for sorting and indexing information.
- The scanning procedure. You can scan the pages of interest using simple programs, available on the internet. The originals are legally relevant must be numbered and stored in folders to be kept for the period of the law, not before being digitized by a scanner.

The circulation and distribution of documents

Use the scanner which then allows the filing in electronic format also allows greater speed and visibility 'in the circulation of these documents. To facilitate the distribution can be organizing the distribution lists for forwarding directly to the concerned documents. You no longer need to transfer papers from one office to another but, as with e-mail, will be sufficient to deliver an email message and optionally attach digital documents.

You can 'think also link the document to the operator's job or office, we forward it to each affected employee notification of incoming mail and the attachment of digital document through the network. The typical functions of e-mail will favour its immediate examined. Without manual intervention, the operator can deliver to the office or persons concerned making sure the documents are examined in more quickly.