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Why WoodWing

How we help

icon-woodwing-enterprise-information-management-eim

Enterprise Information Management

Take charge of your content and information with Enterprise Information Management

icon-woodwing-unlock-your-potential

Unlock your potential

Unlock your potential with WoodWing's innovative solutions

icon-woodwing-content-orchestration

Content Orchestration

Managing content at scale has never been easier or more profitable

Solutions

Content Creation

icon-woodwing-content-creation

Content Creation

Collaborate and create high-quality channel-neutral content

icon-woodwing-dam

Digital Asset Management

Manage and distribute digital assets for streamlined content

icon-woodwing-multichannel-publishing

Multichannel Publishing

Maximize reach with seamless multi-channel content publishing


Content Management

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Document Management

Centralize and control your documents, ensuring secure access

icon-woodwing-information-management

Information Management

Become more agile, reduce risks and benefit from available data

icon-woodwing-knowledge-management

Knowledge Management

Share knowledge for better collaboration and productivity

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Process Management

Document and optimize business processes for greater efficiency

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Quality Management

Ensure consistent and compliant quality standards for your organization


Content Services

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Creative Workflow Services

Unleash creative potential with tailored support from experts

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Digital Publishing Services

Enhance digital publishing strategy with expert services

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App Integrations

Integrate WoodWing seamlessly into your existing tech stack

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WoodWing Cloud

Experience stress-free hosting, software maintenance, and more


FEATURED CONTENT PIECE

Der Spiegel

How one of Germany’s largest news publications increased editorial and production workflow efficiency using WoodWing’s publishing software.

Read this case
Products

Take charge of your content

WoodWing Studio

Streamlined content creation and multichannel publishing solution

WoodWing Studio

Collaborative content creation and multichannel publishing solution that simplifies workflows and streamlines production processes.

Assets Logo (base)

Enterprise-grade digital asset management for streamlined workflows

WoodWing Assets

Enterprise-grade digital asset management solution that streamlines your creative workflow and simplifies collaboration among team members.

WoodWing Swivle

Cloud-based DAM for seamless file management and collaboration

WoodWing Swivle

Cloud-based DAM solution for managing, sharing, and collaborating on digital files from anywhere and on any device.

WoodWing Scienta

Simplified quality and process management for regulated industries

WoodWing Scienta

Quality management platform for regulated industries that simplifies compliance, knowledge sharing, and collaboration.

WoodWing Xtendis

Secure digital archiving and document management system

WoodWing Xtendis

Digital archiving and document management system that allows organizations to store, manage, and access their digital assets securely.

Connect Logo (base)

Powerful integration suite for seamless connectivity and automation

WoodWing Connect

Powerful integration suite, including APIs, webhooks, plugins, and the best-in-class iPaaS solution (powered by Workato).

WoodWing Smart Styles

Efficient plugin for enhanced Adobe InDesign design workflows

WoodWing Smart Styles

Plugin for Adobe InDesign that streamlines design workflows by allowing designers to apply predefined styles quickly.

Industries

We know your challenges

icon-woodwing-agencies

Agencies

Optimized workflow, improved collaboration, and brand consistency

icon-woodwing-finance

Finance

Modern document and quality management helps you manage risks and improve processes

icon-woodwing-franchise

Franchise

Ensure unity with document, quality, and knowledge management

icon-woodwing-healthcare

Healthcare

Always access the latest version of each process, protocol, guideline, or agreement

icon-logo-woodwing-housing-corporations

Housing Corporations

Document management from context, always up-to-date, complete and accurate documents

icon-woodwing-manufacturing

Manufacturing

Consistent branding, accelerated launches, and integrated content management

icon-woodwing-publishing

Publishing

Efficient content creation, collaboration, and multichannel publishing

icon-woodwing-retail-ecommerce

Retail & eCommerce

Streamlined catalog and marketing content production for faster time-to-market

icon-woodwing-transport-logistic

Trade & Logistics

Increase efficiency with process, document, and quality management

Featured content piece

Bavaria

How Bavaria significantly improved its global brand management.

Read this case
Inspiration

Learning centre

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Success Stories

Read success stories from trusted organizations that rely on WoodWing's solutions

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eBooks & Whitepapers

Dive into in-depth knowledge with our comprehensive digital publications

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Videos

Lean back and enjoy one of our educational videos

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Events & Webinars

Meet us in person or virtually at one of our events or webinars


Latest articles

“Others got a headache just thinking about meta data, I saw potential for streamlining tasks”

“Others got a headache just thinking about meta data, I saw potential for streamlining tasks”

How value based care is changing healthcare and the continuum of care

How value based care is changing healthcare and the continuum of care

Total Quality Management (TQM): continuous process optimization for top products and services

Total Quality Management (TQM): continuous process optimization for top products and services

View all blog articles

Featured content piece

Medium Rare

How Content Agency Medium Rare delivers better client experiences and outcomes with WoodWing.

Read this case
Company

About us

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About WoodWing

Discover our company's vision, mission, and innovative solutions

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Management Team

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Contact

Reach out to us for inquiries, support, and collaboration


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Job opportunities

Explore exciting career opportunities and join our team

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Stay updated with our latest company news and announcements


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Home Inspiration Blog | WoodWing

Document Management

4 minutes of reading

Digital archiving and sustainable information management: why should you?

What is the difference between storing and archiving information, and how do you ensure that digital archiving contributes to sustainable information management? Find the answers to these and other questions in this article.

Shape

What is (digital) archiving?

Archiving is essentially nothing more than storing information in such a way that you can retrieve it at a later date. The goal is not to store information but to find it. The main difference between storing and archiving is that archiving implies a search methodology that makes finding information easier.

Simply put, digital archiving is the process of storing, organizing, and managing electronic documents and data in an orderly system for future use. Unlike traditional archiving, where physical documents are stored in filing cabinets or storage rooms, digital archiving stores documents and data in electronic form. This is done on servers, cloud storage, or other digital storage media.



However, digital archiving is not limited to simply storing electronic files on a hard drive or server. It is also not just digitizing physical documents without a structured system for organization and access. Digital archiving is much more than just a matter of technology; it also requires attention to policy, procedures, and compliance with data protection and security regulations. And finally, digital archiving is not a one-time action. It is an ongoing process of managing, maintaining, and improving digital archives to keep them in line with the changing needs and desires of your organization.

The 4 biggest misconceptions about digital archiving

Digital archiving is the same as storing files on a hard drive
Digital archiving is not just about storing files. Organizing, indexing, and managing digital documents in a structured and accessible way are also part of it.

Keeping everything is better
Some people think that digital archiving means keeping every document and file without exception. In reality, it's important to have a policy for retaining and disposing of documents to keep archives manageable and relevant.

Digitizing documents solves everything
Digitizing physical documents is an important part of digital archiving, but it's not the only thing. It's also essential to have a good system for managing and organizing digital documents, as well as ensuring security and compliance with regulations.

Digital archiving is only a task for the IT department
While the IT department plays a crucial role in implementing and maintaining digital archiving systems, it's a responsibility that involves the entire organization. It requires involvement from all departments to ensure that documents are archived and managed correctly.

Is a digital archive really necessary?

According to Wikipedia, digitization is 'the transition from information to a digital form, i.e., in a form that can be used by electronic devices such as computers.' By linking these devices and combining information sources, new insights are created, traditional business models are disrupted, and changes occur rapidly.

Today's information landscape is not a passive, dusty concept. It has become a means of production, an essential link, and ingredient of countless processes. Underlying information and documents, for example, serve as the basis for decision-making, they are a source of data that needs to be processed, or they provide the (legal) evidence.

In this dynamic environment, it is no longer acceptable to waste time searching for a physical file that is 'somewhere' in your organization. Moreover, space is valuable, so why would you allocate it to a static and physical archive? Speed and efficiency and 24/7 availability of documents are the norm. Preferably on different devices, anywhere. A digital archive makes this possible.

What requirements do you have for a digital archive?

In addition to the fact that digital archiving often involves documents and logically is strongly linked to document management and information management, we also see increasing demand for the ability to store sound clips and images. The digital archive must support the corresponding specific file formats in the import processes. Being able to have good integration capabilities with other systems, at least via the common interfaces web services and XML data, is therefore an absolute requirement.

The time when archiving came at the end of the work process is long gone. The moment a document is scanned, an email arrives, or a WhatsApp message is archived, it is immediately available to everyone. The digital archive must therefore support multiple channels (multichanneling) with the right import processes.

Digital documents are becoming more and more part of active business operations. For this reason, a modern digital archive usually has a workflow component. It can actively change the status of documents and trigger other systems. For example, a handler who receives a notification in the primary system when a document is stored in a specific file.

Sharing and making information available requires proper authorization. A good authorization policy ensures that information is only available to those entitled to it. A system should support your policy, and the same goes for the software vendor. Therefore, look for an ISO 27001 certification. This does not give you a 100% guarantee, but it does provide you with the assurance that the organization has considered the security of your information.

Now that we know what digital archiving entails, what its benefits are, and what requirements you have for a digital archive, let's take the next step to how it contributes to sustainable information management.

Sustainable information management

‘Sustainable’ is a word that may initially make you think of the environment, of combating global warming. But sustainability in the context of information management is about managing and preserving digital documents and information in such a way that it ensures their integrity, authenticity, accessibility, and usability in the long term.

A digital archive contributes to sustainable information management because it helps facilitate and ensure:

  • Authenticity: ensuring that digital documents and information are what they claim to be and that you can verify their origin and source.
  • Sustainability: implementing archiving practices and processes that allow you to preserve and use stored digital documents and information in the long term. Even as the technology used changes over time.
  • Integrity: ensuring that stored digital documents and information are not altered or compromised over time and that their content remains reliable.
  • Accessibility: ensuring that authorized users can easily find, retrieve, and access stored digital documents and information throughout their entire lifecycle.

In short, a digital archive is an essential part of sustainable information management because it helps manage and preserve information in an efficient, accessible, secure, and environmentally friendly manner for future generations.

Shape

Published on April 18, 2024

Wim Vis

Wim Vis is the Managing Director of WoodWing Xtendis. Wim has over 25 years of experience in advising organizations on challenges related to digital archiving, document management, and information management.

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