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Archiving and Audit

 

Not many people in an organization enjoy an audit! It’s disruptive, time-consuming and stressful. For the workforce, there is little to be gained from an audit, except perhaps knowing that the archiving of records has been undertaken in accordance with regulations. But without a successful audit, firms can face severe penalties if records haven’t been maintained appropriately.  A successful audit also tells an organization that it’s working well and on track for sustainable growth and profits.

 

Here are three basic pointers to keeping the audit short, sharp and successful:

 

Archive

Archiving is more than just backing up. Archived information – if managed correctly in an Electronic Document Management System (EDMS) – will meet an audit’s requirements for compliance and regulatory conformity because it is optimized for search and indexing. And Cloud archiving takes away the burden from in-house computer systems whilst maintaining information securely and separately. Archiving is the ideal solution for regulatory and compliance requirements, including those dreaded audits.

 

Use an EDMS platform that has powerful indexing capabilities

Ever tried extracting meaningful information from unstructured data – be it hard copies or data logs? Hard? Difficult? Impossible? In an EDMS that has a well-designed indexing structure, finding documents in unstructured data is possible by simply searching with a series of keystrokes and mouse clicks. A full audit requires access to often random documents, and indexing is the key to a fast result.

 

Strong policies and audit trails

Organizations need the right policies in place and must make sure audit trails are easy to follow. An efficient EDMS can do much of the work, but business managers must establish proactive policies to ensure full compliance to ever-changing rules and regulations. They must dedicate time, effort and resources to make certain that compliance and audit requirements are fully met.

 

Always have in mind that unless there is complete compliance with all relevant regulations the inevitable outcome is fines and penalties – and this affects business sustainability and profits.