{"id":2242,"date":"2023-10-05T10:19:00","date_gmt":"2023-10-05T08:19:00","guid":{"rendered":"https:\/\/www.d-velop.com\/blog\/?p=2242"},"modified":"2025-10-17T10:35:19","modified_gmt":"2025-10-17T08:35:19","slug":"digital-archive","status":"publish","type":"post","link":"https:\/\/www.d-velop.com\/blog\/compliance\/digital-archive\/","title":{"rendered":"There is no digital archive without software: An overview of basic functions"},"content":{"rendered":"\n<p data-beyondwords-marker=\"44980d0c-f287-4e16-b881-f79000c63f76\">Without dust, dim light and endless rows of shelves, there are no real archives?\u202fThis is probably the case in film and television &#8211; but in reality, digital archives have been established for many years.\u202fThe atmosphere at your desk may not be as mysterious and time-honoured, but a digital archive has real benefits.\u202fHowever, software that stores documents long-term and makes them accessible must also meet certain requirements.\u202fLet&#8217;s take a look.<\/p>\n\n\n\n<div data-beyondwords-marker=\"9a60d280-6f04-45f1-8a32-2b5b3e860040\" class=\"wp-block-group is-style-info-explanation\"><div class=\"wp-block-group__inner-container is-layout-constrained wp-block-group-is-layout-constrained\">\n<h2 data-beyondwords-marker=\"cd165cc3-709f-4f3e-91e3-22b882d28db6\" class=\"wp-block-heading\" id=\"h-what-exactly-is-a-digital-archive\"><span class=\"ez-toc-section\" id=\"what-exactly-is-a-digital-archive\"><\/span>What exactly is a digital archive?<span class=\"ez-toc-section-end\"><\/span><\/h2>\n\n\n\n<p data-beyondwords-marker=\"2d651109-86fa-4141-b7e0-b6b797b0cae5\">A\u202f<strong>digital archive<\/strong>\u202fis a term for the long-term digital storage of documents, images and other digital data.\u202fThe archive can be located locally, for example on computers and hard drives physically located in an office, or it can also be located in \u201cthe cloud\u201d.\u202fA distinction can also be made as to whether the data is saved \u201copenly\u201d in a folder structure on a hard drive or whether, for example, software is used that houses and manages the digital archive.<\/p>\n<\/div><\/div>\n\n\n\n<h2 data-beyondwords-marker=\"c2cb73b0-9a9b-4c5c-8b06-1cb96f951edb\" class=\"wp-block-heading\" id=\"h-what-does-a-digital-archive-have-to-be-able-to-do\"><span class=\"ez-toc-section\" id=\"what-does-a-digital-archive-have-to-be-able-to-do\"><\/span>What does a digital archive have to be able to do?<span class=\"ez-toc-section-end\"><\/span><\/h2>\n\n\n\n<p data-beyondwords-marker=\"27c020b9-d221-4882-9d9e-f0e9dfcd9789\">The first requirement for an archive is that data or documents are stored or saved for the long term (i.e., often 10 years) and that they can be found again, fully readable and unchanged.\u202fSecurity in the physical integrity of the documents is also an aspect, as is protection against access by unauthorised persons.\u202fTo put it simply, a digital archive must contain documents that are:<\/p>\n\n\n\n<ul data-beyondwords-marker=\"33dfac08-a201-460a-9fb9-3d3d606102df\" class=\"wp-block-list\">\n<li data-beyondwords-marker=\"194d5963-f358-4c8a-aab6-0c3c9f49bed3\">protected against access by unauthorised persons<\/li>\n\n\n\n<li data-beyondwords-marker=\"375b10a9-2b15-4dff-a35f-49739d814746\">saved so that they can be found again<\/li>\n\n\n\n<li data-beyondwords-marker=\"a78352d0-168b-492f-9af4-5ec06c9af9c4\">ensure that they are undamaged!<\/li>\n\n\n\n<li data-beyondwords-marker=\"f847745d-f922-4eb4-af2f-86626c5251e5\">ensure they remain readable<\/li>\n\n\n\n<li data-beyondwords-marker=\"2ef00277-3fb1-4480-b1bd-92623cb13284\">meet\u202flegal requirements<\/li>\n<\/ul>\n\n\n\n<h2 data-beyondwords-marker=\"b022c6b0-e3c5-4597-9070-9c0adc21a666\" class=\"wp-block-heading\" id=\"h-which-documents-can-i-archive-digitally\"><span class=\"ez-toc-section\" id=\"which-documents-can-i-archive-digitally\"><\/span>Which documents can I archive digitally?<span class=\"ez-toc-section-end\"><\/span><\/h2>\n\n\n\n<p data-beyondwords-marker=\"71207c46-8dfa-4eee-bf97-4f58a4641d3a\">Answering the question, the other way around is actually easier.\u202fThere are often just a few documents that need to be kept in paper form.\u202fThis means that you can digitize a high percentage and &#8211; if they are archived and recorded correctly &#8211; you no longer have to keep the originals.\u202fThe fact that documents must be kept in the original does not mean that they cannot be digitised.\u202fYou can include these documents in your digital archive, you just have to keep the paper form correctly.\u202fProper means protected from natural damage such as fire and water, as well as protection against fading of the writing and organised in such a way that an expert third party could examine the documents in a reasonable amount of time.\u202f<\/p>\n\n\n\n<p data-beyondwords-marker=\"6032bc17-c86c-4113-9b83-1af685b7d077\">The following documents will still need a shelf:<\/p>\n\n\n\n<ul data-beyondwords-marker=\"e7ec4474-4474-4657-ad0e-a10f0dbd0c29\" class=\"wp-block-list\">\n<li data-beyondwords-marker=\"46ddade7-ae88-4094-b3e8-2f7529d78677\">certificates<\/li>\n\n\n\n<li data-beyondwords-marker=\"dbc91cb3-4493-4fd7-894a-72580dcc38a3\">notary contracts<\/li>\n\n\n\n<li data-beyondwords-marker=\"d8c1c483-5df9-456f-88be-2fb665090e7f\">Customs documents<\/li>\n\n\n\n<li data-beyondwords-marker=\"cf1165f3-1d56-4d47-8f46-196e9130fc6e\">opening balances<\/li>\n\n\n\n<li data-beyondwords-marker=\"9a90e53c-9ddd-4c03-b5fb-513afc808c6c\">financial statements<\/li>\n\n\n\n<li data-beyondwords-marker=\"85a6b630-9f2e-4ddd-8645-169069e053bf\">Incoming invoices from which input tax is claimed<\/li>\n\n\n\n<li data-beyondwords-marker=\"2491eb3b-1395-4fe2-b8c0-edab1cf78a09\">Export documents where the original has received an official stamp<\/li>\n<\/ul>\n\n\n\n<div data-beyondwords-marker=\"c2d91d54-f61c-4cb9-9b3e-11569c573a0e\" class=\"wp-block-group is-style-cta-webinar\"><div class=\"wp-block-group__inner-container is-layout-constrained wp-block-group-is-layout-constrained\">\n<h3 data-beyondwords-marker=\"0078d0e7-fa73-433e-972c-7f0751f7a983\" class=\"wp-block-heading\" id=\"h-document-management-out-of-the-box-kick-start-your-digitalization\">Document management out of the box \u2013 Kick-start your digitalization <\/h3>\n\n\n\n<p data-beyondwords-marker=\"de7ea907-9a30-446e-951c-27ea0f5ff938\">Learn in the webinar&nbsp;how to effectively manage, accelerate and simplify the way you work with documents and information in your organization using d.velop documents.<\/p>\n\n\n\n\t<div data-beyondwords-marker=\"056af9d7-4197-4020-90c4-61db3e006018\" class=\"wp-block-buttons\">\n\t\t<div class=\"wp-block-button is-style-outline\">\n\t\t\t<a class=\"wp-block-button__link\" href=\"https:\/\/content.d-velop.com\/webinar\/document-management-with-d-velop-documents?utm_campaign=Other+-+d.velop+Blog+-+International&#038;utm_source=intern-blog-en&#038;utm_medium=blogpost-digital-archive&#038;utm_content=button\" target=\"\">Watch Now<\/a>\t\t<\/div>\n\t<\/div>\n\n\t<\/div><\/div>\n\n\n\n<h2 data-beyondwords-marker=\"8f7cdbd1-aade-4ee9-84d7-5f6615b3458f\" class=\"wp-block-heading\" id=\"h-why-is-software-for-a-digital-archive-recommended\"><span class=\"ez-toc-section\" id=\"why-is-software-for-a-digital-archive-recommended\"><\/span>Why is software for a digital archive recommended?<span class=\"ez-toc-section-end\"><\/span><\/h2>\n\n\n\n<p data-beyondwords-marker=\"7004cd36-236d-402f-94b8-c9739284f971\">A digital archive is available across locations and around the clock.\u202fThis makes decentralised work child&#8217;s play, because going forward no documents or applications will have to be laboriously retrieved from the archive.\u202fThis shortens the waiting times until you find answers to your questions.\u202fFurthermore, the entire archive can be searched with just a few clicks when using appropriate software.\u202fInstead of laboriously describing documents with authors, dates or titles, a keyword or, for example, the type of document and the sender is enough to have documents quickly at hand.\u202fOnce the archive is completely digitised, physical space will also be freed up.\u202fEither you save the rental costs for an external archive, or you free up your own space that can be used for other functions.<\/p>\n\n\n\n<h2 data-beyondwords-marker=\"0c825a75-c470-4eac-8fdd-c18a30cc18d6\" class=\"wp-block-heading\" id=\"h-what-should-you-pay-attention-to-when-choosing-archive-software\"><span class=\"ez-toc-section\" id=\"what-should-you-pay-attention-to-when-choosing-archive-software\"><\/span>What should you pay attention to when choosing archive software?<span class=\"ez-toc-section-end\"><\/span><\/h2>\n\n\n\n<p data-beyondwords-marker=\"6a448d8b-2b23-4b48-871c-41666a6486c9\">To make things easy for your own employees, you need to connect the\u202farchive system to your everyday programs.\u202fThe more seamlessly the system fits in, the better!\u202fIf another program has to be opened manually, this is inconvenient.\u202fDeep integration into the most commonly used tools makes filing and archiving a matter of course. Removing the requirement of putting old documents in the archive.\u202fIf the software also recognises what type of document or file it is and intelligently records the required retention period, it becomes even easier.\u202fWith a reminder function, you can then view \u201cexpired documents\u201d and decide whether they should continue to be kept or whether they can be destroyed and free up storage space for new ones.<\/p>\n\n\n\n<p data-beyondwords-marker=\"014e9d8a-6ba2-4e3a-ae66-10c6ccc81186\">More than just archiving software \u2013 our <a href=\"https:\/\/www.d-velop.com\/software\/edms\">d.velop document solution<\/a> also supports the long-term storage of operational documents and makes them quickly and easily retrievable.\u202f<\/p>\n\n\n\n<div data-beyondwords-marker=\"d342299b-fff4-45f8-a54c-467c08ba86df\" class=\"wp-block-group is-style-cta-whitepaper\"><div class=\"wp-block-group__inner-container is-layout-constrained wp-block-group-is-layout-constrained\">\n<h3 data-beyondwords-marker=\"b6f7fef0-47b8-41cc-82e7-92df6ff0d6cf\" class=\"wp-block-heading\" id=\"h-digital-document-management-easy-explained\">Digital Document Management Easy Explained<\/h3>\n\n\n\n<p data-beyondwords-marker=\"96b1c6af-ae0a-4d4e-b6da-5ee1f4311524\">Key features, implementation steps, and AI insights \u2013 all in one practical guide.<\/p>\n\n\n\n\t<div data-beyondwords-marker=\"88c8ea58-25b5-4fcc-a4da-f22535af9aab\" class=\"wp-block-buttons\">\n\t\t<div class=\"wp-block-button is-style-outline\">\n\t\t\t<a class=\"wp-block-button__link\" href=\"https:\/\/content.d-velop.com\/whitepaper-dms-explained?utm_campaign=Other+-+d.velop+Blog+-+International&#038;utm_source=intern-blog-en&#038;utm_medium=blogpost-digital-archive&#038;utm_content=button\" target=\"\">Read Now<\/a>\t\t<\/div>\n\t<\/div>\n\n\t<\/div><\/div>\n","protected":false},"excerpt":{"rendered":"<p>Without dust, dim light and endless rows of shelves, there are no real archives?\u202fThis is probably the case in film [&hellip;]<\/p>\n","protected":false},"author":56,"featured_media":3896,"comment_status":"open","ping_status":"open","sticky":false,"template":"","format":"standard","meta":{"_acf_changed":false,"footnotes":"","beyondwords_generate_audio":"1","beyondwords_project_id":"50193","beyondwords_content_id":"a15fee0d-7e66-4906-a989-e872010df3e9","beyondwords_preview_token":"fee23f60-c8ca-400e-91b6-b0d1f55c6c99","beyondwords_player_content":"","beyondwords_player_style":"","beyondwords_language_code":"","beyondwords_language_id":"","beyondwords_title_voice_id":"","beyondwords_body_voice_id":"","beyondwords_summary_voice_id":"","beyondwords_error_message":"","beyondwords_disabled":"1","beyondwords_delete_content":"","beyondwords_podcast_id":"","beyondwords_hash":"","publish_post_to_speechkit":"","speechkit_hash":"","speechkit_generate_audio":"","speechkit_project_id":"","speechkit_podcast_id":"","speechkit_error_message":"","speechkit_disabled":"","speechkit_access_key":"","speechkit_error":"","speechkit_info":"","speechkit_response":"","speechkit_retries":"","speechkit_status":"","speechkit_updated_at":"","_speechkit_link":"","_speechkit_text":""},"categories":[1],"tags":[24],"class_list":["post-2242","post","type-post","status-publish","format-standard","has-post-thumbnail","hentry","category-compliance","tag-document-management"],"acf":[],"yoast_head":"<!-- This site is optimized with the Yoast SEO Premium plugin v24.9 (Yoast SEO v27.4) - https:\/\/yoast.com\/product\/yoast-seo-premium-wordpress\/ -->\n<title>Digital Archive Software Overview | d.velop blog<\/title>\n<meta name=\"description\" content=\"What is a digital archive? \u2713 Which documents can I archive digitally? \u2713 Why is software for a digital archive recommended? \u2713 Read more \u27a4\" \/>\n<meta name=\"robots\" content=\"index, follow, max-snippet:-1, max-image-preview:large, max-video-preview:-1\" \/>\n<link rel=\"canonical\" href=\"https:\/\/www.d-velop.com\/blog\/compliance\/digital-archive\/\" \/>\n<meta property=\"og:locale\" content=\"en_US\" \/>\n<meta property=\"og:type\" content=\"article\" \/>\n<meta property=\"og:title\" content=\"There is no digital archive without software: An overview of basic functions\" \/>\n<meta property=\"og:description\" content=\"Without dust, dim light and endless rows of shelves, there are no real archives?\u202fThis is probably the case in film and television - but in reality,\" \/>\n<meta property=\"og:url\" content=\"https:\/\/www.d-velop.com\/blog\/compliance\/digital-archive\/\" \/>\n<meta property=\"og:site_name\" content=\"d.velop Blog\" \/>\n<meta property=\"article:published_time\" content=\"2023-10-05T08:19:00+00:00\" \/>\n<meta property=\"article:modified_time\" content=\"2025-10-17T08:35:19+00:00\" \/>\n<meta property=\"og:image\" content=\"https:\/\/www.d-velop.com\/blog\/wp-content\/uploads\/2023\/10\/d-velop-blog-article-digital-archive.png\" \/>\n\t<meta property=\"og:image:width\" content=\"1200\" \/>\n\t<meta property=\"og:image:height\" content=\"628\" \/>\n\t<meta property=\"og:image:type\" content=\"image\/png\" \/>\n<meta name=\"author\" content=\"Dortje Janzen\" \/>\n<meta name=\"twitter:card\" content=\"summary_large_image\" \/>\n<meta name=\"twitter:label1\" content=\"Written by\" \/>\n\t<meta name=\"twitter:data1\" content=\"Dortje Janzen\" \/>\n\t<meta name=\"twitter:label2\" content=\"Est. reading time\" \/>\n\t<meta name=\"twitter:data2\" content=\"4 minutes\" \/>\n<script type=\"application\/ld+json\" class=\"yoast-schema-graph\">{\"@context\":\"https:\\\/\\\/schema.org\",\"@graph\":[{\"@type\":\"Article\",\"@id\":\"https:\\\/\\\/www.d-velop.com\\\/blog\\\/compliance\\\/digital-archive\\\/#article\",\"isPartOf\":{\"@id\":\"https:\\\/\\\/www.d-velop.com\\\/blog\\\/compliance\\\/digital-archive\\\/\"},\"author\":{\"name\":\"Dortje Janzen\",\"@id\":\"https:\\\/\\\/www.d-velop.com\\\/blog\\\/#\\\/schema\\\/person\\\/5301cb36d02619ac8b9a3dce03d79106\"},\"headline\":\"There is no digital archive without software: An overview of basic functions\",\"datePublished\":\"2023-10-05T08:19:00+00:00\",\"dateModified\":\"2025-10-17T08:35:19+00:00\",\"mainEntityOfPage\":{\"@id\":\"https:\\\/\\\/www.d-velop.com\\\/blog\\\/compliance\\\/digital-archive\\\/\"},\"wordCount\":793,\"commentCount\":0,\"image\":{\"@id\":\"https:\\\/\\\/www.d-velop.com\\\/blog\\\/compliance\\\/digital-archive\\\/#primaryimage\"},\"thumbnailUrl\":\"https:\\\/\\\/www.d-velop.com\\\/blog\\\/wp-content\\\/uploads\\\/2023\\\/10\\\/digital-archive-header-1.jpg\",\"keywords\":[\"Document Management\"],\"articleSection\":[\"Compliance\"],\"inLanguage\":\"en-US\",\"potentialAction\":[{\"@type\":\"CommentAction\",\"name\":\"Comment\",\"target\":[\"https:\\\/\\\/www.d-velop.com\\\/blog\\\/compliance\\\/digital-archive\\\/#respond\"]}]},{\"@type\":\"WebPage\",\"@id\":\"https:\\\/\\\/www.d-velop.com\\\/blog\\\/compliance\\\/digital-archive\\\/\",\"url\":\"https:\\\/\\\/www.d-velop.com\\\/blog\\\/compliance\\\/digital-archive\\\/\",\"name\":\"Digital Archive Software Overview | d.velop blog\",\"isPartOf\":{\"@id\":\"https:\\\/\\\/www.d-velop.com\\\/blog\\\/#website\"},\"primaryImageOfPage\":{\"@id\":\"https:\\\/\\\/www.d-velop.com\\\/blog\\\/compliance\\\/digital-archive\\\/#primaryimage\"},\"image\":{\"@id\":\"https:\\\/\\\/www.d-velop.com\\\/blog\\\/compliance\\\/digital-archive\\\/#primaryimage\"},\"thumbnailUrl\":\"https:\\\/\\\/www.d-velop.com\\\/blog\\\/wp-content\\\/uploads\\\/2023\\\/10\\\/digital-archive-header-1.jpg\",\"datePublished\":\"2023-10-05T08:19:00+00:00\",\"dateModified\":\"2025-10-17T08:35:19+00:00\",\"author\":{\"@id\":\"https:\\\/\\\/www.d-velop.com\\\/blog\\\/#\\\/schema\\\/person\\\/5301cb36d02619ac8b9a3dce03d79106\"},\"description\":\"What is a digital archive? 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