Document archiving is a three step process

Identifying, gathering, sorting, documents of any kind - paper or electronic, image, drawing, etc.

The conversion of the documents to a long term, standards based, electronic archiving file format. This maximises the chance of the files being accessible for long periods.

The files are then made to be “self-describing” by the use of either simple or complex metadata entry. The more sophisticated the metadata entry, the more focused retrieval can be. This will vary according to client needs.

Being self-describing, the files do not need to be described by an external database. The cost, servicing and upkeep of a database is accordingly eliminated. The possibility of corruption/loss of a database is eliminated. The files have no external dependencies which might compromise their accessibility in the future.

The end result is, first, that the files have an “archival description” - they can be identified/authenticated as the official record of the business/organisation, and second, they can be easily moved from software system to system as the need might arise in the future.

The files will survive the obsolescence of any software system. The files can also be quickly retrieved from any connected computer.

Appropriate storage will depend upon the particular needs of the client. It is a critical part of the process, but clients will have widely varying needs.

Very often a simple storage solution will be quite adequate, which can involve no special software. At the other end of the scale a secure DMS may be necessary.

Web publication may also be desired.

LADT concentrates on this second step of the process.

We can assist with document identification and collection, and we can give advice on storage, but very often these steps will not present significant issues.

It is the proper preparation of the files themselves that gives them their longevity and such great flexibility in relation to storage and retrieval. Properly prepared files are independent digital objects without dependence upon any software, database or operating system. All they need is a search engine to be retrieved. Search engines are built into all document management systems and many other software programmes.

Higher levels of file integrity and authenticity can be achieved by use of such techniques as colour imaging, digital signatures and date stamping. LADT will tailor the degree of integrity and authenticity according to client needs.