Live Archive

Live Archive© delivers an enterprise approach that identifies and delivers every document, soft and hard copy, straight to your desk top. The method has little impact on the day to day running of your business. Your staff require little training and there is little change to be managed.

Live~Archive© Flowchart (.pdf 30KB)

No supplier’s structure is imposed on your organisation, your documents remain in your control in the folders that you choose. The cost is comparatively low and can be spread over a three year period and the biggest impact is the speed at which you can find your information.

HOW?

By Discovery and Development followed by an optional implementation programme providing intelligent information retrieval, continual discovery and gradual movement from a hard to soft copy environment.

Discovery

Preparation

Publicity campaign about the project by your organisation’s Executive Office. No-one is exempt.
Two-way communication between FileBusters Project Team and staff by short presentations to the whole organisation prior to starting the work.
Loading of the Digilink-Reveal™ software onto network.

Execution

Hard copy Audit

Interviews with key staff to understand the work processes and information requirements.
Listing of all files and locations, dates and other metadata as required.
Identification of group filing systems.

Soft copy Audit

The Reveal client spiders the desktop and servers (can include email and personal drives) for data linking the documents to a basic industry taxonomy.
Duplicate documents are found and highlighted.
Date ranges of documents are reported on.

Development

Retention

Building on the information gathered during Discovery document types are confirmed and a retention policy and schedule is developed to support both compliance and business practice.

Taxonomy

A taxonomy and file classification is drafted with similar items linked together to comprise a complete picture of a unique group of files that support a specific work process.

Searching

Using the classification, the Reveal taxonomy is updated and a series of searches completed to find and link soft copy to hard copy folders.

Reporting

Reports are run to provide statistical information pertaining to age, size, type and location of documents.

Implementation Programme

Using the Retention schedule as a guide the hard copy files are removed to offsite archive storage or to secure disposal. Your organisation is encouraged to remove as many semi-current hard copy documents as possible to the Live-Archive Store.

The Live Archive© is now the corporate filing area where you can email a request to a dedicated address and your documents will be found, scanned and returned to your desktop on the same day.

As they have now become a soft copy document, the Reveal software will scan and include them in its database. The next time you need them they can be found easily by using the Reveal search facility.

Benefits

Institutionalises the corporate knowledge base rather than relying on individuals.
Reduces space requirements for hard copy files.
Removes +60% of hard copy files from the office.
Soft copy documents are automatically indexed against taxonomy.
Reduces the requirement to purchase expensive EDRM systems that rely heavily on additional staff to follow time consuming rules.
Privacy and security are easy to ensure.
Integrates hard and soft copy data stores allowing federated searching across all formats.
Supports ISO 15489.
Reports on age range of documents for compliance and business retention purposes.
Makes no impact on servers as Reveal works in idle time.
Provides ongoing expert search and retrieval service offsite but within immediate reach.
Provides regular onsite hard copy filing housekeeping as part of the Live-Archive Service.
Eliminates the need to employ temps to file or for you to plan any more late nights/weekends “to do the filing”.

FileBusters has been operating the hard copy element of the Live-Archive service (previously know as Quick Archive) since 1993. With the introduction of Reveal they can now offer the soft copy element to complete the service.

For more information on this service, please contact

Alison North at alison.north@filebusters.info

or call 07785 397 101