Online (real-time) digital archiving is the main service provided by Infore Archives. It means the storage of data in an information system operating in real time.

The aim of the service is to ensure the long-term preservation of the data stored at Infore’s service centres, and to enable convenient access to the data in the future.

Online archiving is intended for companies and institutions that collect and store digitally generated data (files, databases) or that digitize paper documents for digital storage.

How does it work?

To provide the service, we will create an archive account and a separate digital archive setup for each user. Then we will determine whether the customer wants to use the Infore Enterprise Archive  user interface for data loading and retrieval, or whether the archiving system will be connected directly to the customer’s information systems via web services. The application can be connected to document management, CRM and accounting systems.

The Infore digital archive can be accessed 24/7 through a browser or web service, in accordance with the agreed security regulations.

Data loaded into the digital archive is subject to a security procedure, meaning that the new documents are quarantined for a certain period. The documents undergo a thorough inspection to verify integrity, accessibility and absence of viruses. After the successful completion of the security procedure, the data will be archived for the agreed period and in accordance with the customer-defined rules. We use the EMC Centera Governance Edition Plus  component to ensure that the data archiving processes comply with international security regulations (SEC 17a-4, 21CFR-11, HIPAA, Sarbanes-Oxley and others). To put it simply, this ensures the following: data access can be monitored, changes are logged, all data deletion is controlled, and it is possible to apply custom rules in archiving.

In order to ensure the long-term preservation of the data, we must not only ensure the preservation of the data array but also the continued accessibility of the data. The programs, formats and platforms used in the information systems industry change in every 5 or 10 years. Our archiving service includes data preservation in a practical sense, as we offer conversion and updating options for the archived data.

The service consists of a basic package and additional services.

The basic package includes:

• Initial consultation with a digital archiving consultant to create the archive topography and determine the archive administration procedures;
• Creation of an account in the Infore Enterprise Archive (IEA) application and in the digital repository of the archive;
• Determination of the administrator of the application;
• Provision of training for the administrator in digital archiving theory and in the use of the IEA application.

List of additional services:

• Set-up of the archive topography in the IEA system by an Infore consultant;
• Creation of extra users;
• Definition of standard queries and reports;
• Interfacing the customer’s information system with the archive (software development);
• Bulk import of data;
• Digitisation of paper documents (in cooperation with partners);
• Archiving of paper documents in physical archives (in cooperation with partners in the Baltic region);
• Creation and set-up of scanning solutions (in cooperation with partners);
• Data quality inspection;
• Data conversion.