Manual process meant high workload and risk of errors and inconsistencies
TAM-Arkiv offers archival services to public and private organizations. The organization manages large amounts of documents that need to comply with various laws and regulations on preservation and deletion. To facilitate and ensure that document management is done correctly and efficiently, TAM-Arkiv has chosen to use MetaShare Orbit, a solution that automates the deletion and archiving process. TAM-Arkiv previously had a manual and time-consuming process for sorting and archiving documents. They had a document management plan that described which documents should be preserved or deleted and when, based on various criteria such as document type and process. The paper-based document management plan required staff to check it regularly and manually move or delete documents that met the deletion or archiving criteria. This resulted in a heavy workload and a high risk of errors and inconsistencies
Automatic deletion saves time and resources and ensures proper compliance
TAM-Arkiv chose to digitize its document management plan and implement MetaShare Orbit, a solution that automates the deletion and archiving process based on labels. MetaShare Orbit is a cloud-based solution that integrates with Microsoft 365 and SharePoint. It makes it possible to define rules for when documents should be deleted or archived, based on unique combinations of labels that documents are tagged with. The labels indicate the type of document and the process to which it belongs. For example, a document may have the labels “Invoice” and “Finance” and a rule stating that such documents should be archived after three years or deleted after seven years.
TAM-Arkiv has put about 100 rules in a list in MetaShare Orbit and configured the solution to run the rules daily, around midnight. The rules can be in different statuses: draft, published or unpublished. Only published rules are executed by the solution. When a rule is executed, it moves or deletes the documents that meet the criteria and logs the activity with a reference to the rule that triggered it. This way, TAM-Archive can easily track and review which documents have been deleted or archived and why.
By using MetaShare Orbit, TAM-Arkiv has been able to streamline and secure their document management. They have reduced manual effort and the risk of errors and inconsistencies. They have also increased their compliance with laws and regulations on document retention and deletion. In addition, they have freed up space and resources by disposing of documents that are no longer needed. TAM-Arkiv is very satisfied with MetaShare Orbit and recommends the solution to other organizations that want to automate their deletion and archiving process.