Electronic data storage is carried out through a document management system (DMS). A DMS is a computer system that is used to store and track documents, which is in electronic or software format. Electronic data storage also means keeping track of different versions of the document, as it is uploaded by different users and systems. The term has some overlap with the concepts of content management systems.
Document storage was introduced in the 1980s. During this period, many companies began to develop systems for tracking and storing paper documents. Slowly and steadily, electronic data storage also developed, keeping up with the amount of electronic data and documents being used. As time passed, the amount of electronic data increased by many folds. Businesses faced difficulties storing such a large amount of electronic data, as it required additional servers and storage space. That’s when offsite data storage came on the scene. Off-site data storage meant that vendors or specialist companies rented servers and space to organizations to store the required electronic data.
Electronic data storage provides storage, version control, metadata, security, indexing, and retrieval capabilities for stored documents.
• Metadata is stored for each document and image. Metadata is some keywords present in the document, which helps to make the document easier to find and identify.
• Electronic data storage also implies online integration. With this feature, users can not only view the document in the DMS, but also make changes, if necessary. The DMS will ensure that all versions of the document are saved.
• Indexing involves tracking electronic documents. Indexing can be a simple task, but maintaining name-based indexing, or a complex task, also using metadata. The more complex the indexing of a large set of documents, the easier the retrieval process will be.
• Electronic document storage includes managing those documents in different formats, different locations, and also destroying the documents, if necessary.
• Retrieval of electronically stored data can be a simple task, but it is complex and powerful. The retrieval will be based on the keywords provided by the user, which will be used to search the stored document. The keywords will be searched in the indexed folder and also in the metadata.
• Data stored electronically must be in a format that cannot be easily modified. The data storage system or facility must ensure that an original copy of the document is always maintained, so that even if changes are made, the master copy always exists. This is a very important criteria for high-level transactions and legal documents.
• One of the key aspects of electronic document storage is document security. The data storage facility, especially offsite data storage companies, must ensure that documents are stored in a secure environment, where the risk of plagiarism, theft, and damage is minimal.
• Another important aspect to take into account is version control. A DMC must maintain all versions of documents, even if some user makes a minor change.
• Document scanning services are critical when storing electronic data. While it is simple to store electronic documents, the electronic document storage business must know how large documents such as a blueprint or construction plan can be printed.
In summary, the basic requirements for external data storage and electronic document storage require the company to establish and create a procedure for:
• Review and approval of documents before release
• Ensure clear identification of changes
• Ensure records of all document versions
• Make sure documents are legible and identifiable
• Ensure that external documents are controlled
• Avoid theft and counterfeiting
