When talking about an digital archive, security and reliability of operation come first. Security primarily in the sense of protecting content (scanned documents and files) against unauthorized access and providing an audit trail, while reliability of operation is meant in the sense of constant availability. It must enable the management of large quantities of content, the simple linking with other applications and systems and the selective replication between several archive servers. The IMiS/ARChive Server digital archive most certainly enables that.
ARCHIVING OBJECTS FROM IBM NOTES/DOMINO APPLICATIONS
One interesting example is that of an organization that decided to scan received invoices. They used the software that came with the scanner. It saved the scanned documents as attachments in the Notes/Domino application. In a year the base of scanned documents increased to 16 GB. The application response time worsened, work became more difficult and ineffective.
Business applications usually do not meet the requirements of a secure, long-term archiving of content and metadata.
Authenticity, integrity and better control of access to the content, event traceability and proof of origin of changes are the main reasons for integration of DMS, ERP, CRM, BPM and other applications with the digital archive.
The companies in its operations generate large quantities of documents. For reasons of legal security and support operations it is necessary to keep such documents for a longer period. Physical content archiving is directly associated with the cost of space, paper, printing and copying. Indirect costs are even higher. Document searching and access time, inserting documents into processes and decision-making, risk associated with unauthorized insight and misappropriation of documents, are just some of the factors which suggest the introduction of digital archive.