Companies face numerous problems when managing physical archives. These challenges range from the physical space needed for storage and its maintenance to the lack of organizational criteria of the archives. Other problems include the inability to index documents and the absence of managing guidelines for the archive. Thus, with the possibility of eliminating these and other problems in mind, companies have sought to take a big step in transformation their physical archives into digital ones.
However, this transformation is not always easy, considering it is necessary to ensure the legal validity of the documents. To simply digitalize, and therefor dematerialize, a document isn’t enough, the legal validity of the digital archive must be ensured. To that end, it is imperative to use digital certificates and signatures to identify users and, consequently, guarantee the legal validity of the documents in the digital archive
The investment necessary to digitalize the archived documents and to transform a physical archive into a digital one, where the printing and filling of documents happens only when strictly necessary, is not only a trend but also a strategical necessity. In addition to securing and organizing information, a digital archive grants immediate accessibility to documentation and makes finding documents much easier using search parameters such as keywords, document type, workflow, content, folder and much more.