Steps in the effective archives management process

Archives management is an important and indispensable part of office and administrative management of businesses. However, many agencies still store documents manually, leading to the risk of loss and difficulty in searching records. Let's learn about the effective and scientific archives management process with 1C Vietnam through the article below.

1. What is archives management?

Archives management is the job of managing documents from receipt until they are processed and saved in archived records. To put it more simply, archive management is the activity of storing certain documents and artifacts to ensure the integrity and completeness of the documents.

2. The importance of managing archives in businesses

Archives management plays an important role for all agencies, organizations and businesses, including:

• Provide information quickly and accurately: Storing information centrally and scientifically helps the clerical department quickly search and provide accurate information. In addition, the process of synthesizing information from many different sources also becomes easier.

• High information security and ensuring transparency: Document storage not only secures information but also ensures transparency in the company's operations.

• Facilitate storage work: In addition to providing timely and secure information, clerical management also helps maintain the neatness and cleanliness of records; Ensure the quantity and completeness of documents to serve archival work. Documents stored effectively will ensure safety and legality for businesses.

3. Steps in the traditional archives management process

3.1 Step 1: Use items for storage

To manage and store documents effectively, agencies or organizations can choose the following storage methods:

• Use file clips and binders to protect all types of files and documents.
• Use wall-mounted cabinets to store files if the office has limited space.
• Rarely used files can be stored in file bins and placed in the innermost locations to save storage space.
• For frequently used documents, managers should arrange them in document shelves or drawers for easy search and quick access when needed.
• Use sticky notes to mark and differentiate types of records, helping to increase efficiency in searching and managing documents.

3.2 Step 2: Classify records and documents

There are 3 ways to classify records and documents to make archive management easier:

• Divide documents by project.
• Divide records by topic.
• Divide records by period.

3.3 Step 3: Arrange documents and records

There are 3 simple ways to organize documents and records:

• Sort by time.
• Sort alphabetically.
• Sort by profile nature.

3.4 Step 4: Classify the list of records and documents

To make searching more convenient, you can create separate folders on your computer and put records and documents into each corresponding folder. This will make searching and using records easier, especially when there are large numbers of records and documents.

3.5 Step 5: Storage

Managing archives has many different methods such as storing in warehouses, creating soft copies for use. Among them, a popular method today is to create a list of records and documents in an Excel spreadsheet, allowing links to files and images for storage.

3.6 Step 6: Monitor and update records

To ensure more effective searching, the clerical department needs to fully update records and documents on the system when there are any new documents or documents. At the same time, businesses need to periodically check and supplement missing documents and records.

4. General regulations in archives management

The work of managing archives and documents is an important, legal activity that requires compliance with promulgated regulations. Below are some general regulations on document storage that businesses need to master.

4.1 Regulations on some specialized terms

Decree 30 additionally explains a number of terms such as:

• Document: Is information transmitted by sign language and images in the activities of agencies and organizations in accordance with set regulations.
• Specialized document: A document issued in the process of performing professional operations of a profession, prescribed by the head of that agency or organization.
• Administrative document: A document formed to guide, administer and resolve work at agencies and organizations.
• Electronic document: A form of saving documents in the form of messages created from paper documents and presented in the prescribed format.

4.2 Principles and requirements in archival work

Archives management needs to be carried out according to the provisions of law. Therefore, the reception and registration of incoming and outgoing documents will be centrally managed at the agency's archives, except for documents that are required to be separately registered according to the provisions of law.

5. Application of information technology in document storage

5.1 Application of information technology systems

In the 4.0 era, the application of information technology to manage archives has become an inevitable trend. At that time, standardizing clerical processes and archival documents is a way to optimize time, save costs, and increase work efficiency. This helps reduce pressure on archives workers and ensures quick, timely, and continuous document processing.

5.2. Manage documents effectively with Office software 1C:Document Management

Besides manual storage, using specialized document management software is an effective solution for today's organizations. Possessing smart and powerful features, 1C:Document Management Digital Office software will support the automation of clerical storage work, bringing transparency and clarity.

Salient features:

• Allows centralized management of all documents, documents, and records on a single platform, easily creating, retrieving, and processing information as required.
• Supports the management of digitized documents according to a regular, fast and simple system.
• Assign detailed access rights to each type of document, each department, and individual, absolutely safe and confidential information.
• Provides full features for managing all types of documents including incoming documents, outgoing documents, internal documents, contracts, helping to manage documents scientifically and intelligently.
• Integrated free mobile application to help manage documents anytime, anywhere.

In the above article, 1C Vietnam shared about the importance and process of effective archive management . Hopefully the above useful information will help businesses find optimal solutions in clerical management. Contact 1C Vietnam today for advice and to quickly and professionally deploy clerical management software.