Relying on paper archives is no longer acceptable in today’s world; modern technology has become an integral part of human life. It is essential to incorporate it into all fields due to its significant importance in facilitating and developing work and improving service quality.
The archiving department is one of the sectors that can greatly benefit from the numerous advantages of modern technologies, especially with the emergence of electronic archiving companies in Saudi Arabia that have begun to offer distinguished services in this field.
If you want to learn about the best Electronic archiving management system in Saudi Arabia, read this article which contains all the information regarding Nitco’s system.
Electronic archiving is the process of replacing paper documents with digital copies. Traditional documents are converted into electronic formats such as PDF files, digital images, and audio and video files. These electronic documents are stored using advanced systems and software designed specifically for the effective and secure management of digital files, facilitating easy access to them.
Many electronic archiving companies in Saudi Arabia provide practical and unique technical solutions, helping organizations establish their own electronic archives. Among them is the National Information Technology Company (Nitco), whose services we will detail later.
The National Information Technology Company (Nitco) is considered the best Saudi company specializing in electronic archiving services like designing an Electronic archiving management system, as it offers a comprehensive range of solutions and technical methodologies within its dedicated electronic archiving system. Its goal is to assist companies and institutions in converting their paper archives into accurate, organized, and easily usable electronic archives.
The Electronic archiving management system of Nitco, one of the best electronic archiving companies in Saudi Arabia, consists of several sections:
- Electronic archiving units.
- Inquiry units.
- Auxiliary archiving units.
- Dashboard for graphics and data.
- Permissions system.
- Printing unit.
The system is comprehensive and capable of integrating with various applications to form an effective solution that meets business requirements. For example, it provides complete connectivity with information management systems and integrates effectively with human resource management systems.
The system allows for flexible and accurate classification of files, which can be performed automatically or manually.
It enables the addition, deletion, and updating of the entire file system.
Digital documents are organized through a multi-level file tree.
The system provides complete management at all levels, and permissions can be defined for each user.
It includes a powerful search system that offers multiple search criteria, customizable as needed through a flexible and user-friendly search interface.
The electronic archiving system provided by the National Information Technology Company, one of the best electronic archiving companies in Saudi Arabia, has many advantages, including:
- The system is intelligently designed, utilizing breaks in the archiving process to automate and speed up work.
- It features a simple and user-friendly interface, resembling well-known Office programs.
- The system offers great flexibility in indexing and classifying files.
- Users can calculate the amount of archived paper and the number of stored files.
- It allows for scanning double-sided and colored documents, with the ability to resume scanning after a scanner malfunction.
- The system permits password protection and securely encrypts data.
- Modifications can be made to documents, and images can be edited to enhance their quality.
- It supports barcodes to facilitate the search and storage process.
What Are the Key Government and Non-Government Entities That Have Collaborated with the National Information Technology Company in Archiving?
Nitco proudly serves many official and private entities, taking on the task of electronically archiving their files over all other electronic archiving companies in Saudi Arabia. Among these entities are:
- Royal Saudi Air Defense Forces.
- Technical Affairs – Ministry of Interior.
- General Administration of Forensic Evidence – Public Security.
- Saudi Commission for Tourism and Antiquities.
- Social Charity Fund – Ministry of Social Affairs.
- Shared Services Program – Ministry of Finance.
- Al-Fayhaa Medical Group.
There are several stages and steps that Nitco follows for transitioning to electronic archiving:
The organization defines its needs based on the size of its existing archive, the volume of new data flowing in, and its frequency. Based on this, it can select the suitable system from a wide range of electronic archiving systems in Saudi Arabia.
In this stage, documents to be archived electronically are gathered and scanned to obtain a digital copy matching the paper document. Image quality is improved, and data for old and worn documents are clarified. Some data may need to be entered manually, or optical character recognition techniques can be used to facilitate the process.
Descriptive information for each file is added, such as title, date, issuing entity, keywords, and other available metadata. The digital files are then organized after indexing according to specific criteria, such as sections, types, and dates.
Electronic archiving companies in Saudi Arabia provide various storage media for saving digital documents. Cloud storage can also be utilized, and it is crucial to create regular backups of files to protect against loss in case of any malfunction in the storage system.
Files are protected through encryption and strong, confidential passwords that prevent easy access to the data. A clear mechanism for recovering damaged or deleted files is also established.
By defining user permissions regarding access to files and the ability to make modifications, copies, prints, deletions, and more, all user actions on the files are recorded. The system's performance is monitored, and any existing issues or errors are addressed.
Electronic archiving companies in Saudi Arabia recommend establishing a specific retention period for files, along with clear instructions and mechanisms for their disposal after the storage period has elapsed.
Like any new technology, electronic archiving companies in Saudi Arabia face a range of obstacles when implementing electronic archiving in organizations. These challenges include:
People often resist what they do not understand, so the new technology may encounter pushback from some employees who are reluctant to transition from traditional systems to electronic ones.
Additionally, using modern technologies can be difficult for some individuals; therefore, training programs should be provided to explain how to use the new systems and highlight their advantages and importance.
Ensuring that data is entered accurately, maintaining the integrity of documents and files, and avoiding damage or destruction during the scanning process are crucial. Documents must be returned to the organization in the same condition they were received. Handling large volumes of documents requires advanced technologies and algorithms to manage and organize this data without errors or performance degradation.
The organization must be aware of the costs associated with implementing electronic archiving, including expenses for hardware, software, training, and more. Rapid changes in digital systems compel electronic archiving companies in Saudi Arabia to continuously upgrade and update their systems to maintain performance efficiency.
Protecting electronic documents from breaches and cyberattacks is essential, as is maintaining the privacy of data and information. Ensuring that documents are not lost due to unexpected system failures is also critical.
All these challenges can be overcome by collaborating with the best electronic archiving companies in Saudi Arabia, which provide excellent technical solutions for building an organized and efficient electronic archive.
What Are You Waiting For?!
Eliminate the burdens and problems associated with paper files, and enjoy all the benefits and conveniences offered by the electronic archiving systems from the National Information Technology Company.
Just contact Nitco immediately to achieve results that exceed your expectations!