Office Archiving Basics

What is archiving?

• Archiving refers to the active management of current data.

• Archiving is the process of storing inactive data for long-term retention.

• Archiving is the method of compressing data for faster access.

• Archiving is the process of deleting old data permanently.

Why do we archive documents?

• To reduce storage costs and save space.

• To preserve important information and ensure compliance.

• To eliminate the need for physical storage altogether.

• To make documents harder to access for security reasons.

What type of documents should be archived?

• Personal diaries

• Travel itineraries

• Legal documents, financial records, contracts, employee records, project documentation.

• Social media posts

How long should we keep archived documents?

• Only until the next audit

• Typically 3 to 7 years, depending on legal and organizational requirements.

• 10 years for all documents

• 1 year, regardless of content

What is a filing cabinet used for?

• A filing cabinet is used for storing and organizing documents.

• For storing kitchen utensils

• As a piece of furniture for decoration

• To display photographs

What does it mean to organize files?

• To create a backup of all files without organizing them.

• To arrange and categorize files systematically for better accessibility.

• To delete unnecessary files permanently.

• To randomly place files in different folders.

What is a digital archive?

• A digital archive is a type of physical storage for documents.

• A digital archive is a temporary storage for digital files.

• A digital archive is a collection of outdated software programs.

• A digital archive is a collection of preserved digital assets organized for long-term access.

Why is it important to label files?

• It is important to label files for efficient organization, easy retrieval, and clear communication.

• To make files look more colorful

• To confuse the users

• To increase the file size

What can happen if we lose important documents?

• Loss of important documents can result in identity theft, legal complications, and financial loss.

• You will receive a reward for finding them.

• They can be easily replaced without any issues.

• You will gain access to more secure documents.

Who is responsible for archiving in an office?

• Finance team

• Marketing personnel

• IT department

• Administrative staff or records management personnel