{"id":26818,"date":"2025-07-11T07:45:22","date_gmt":"2025-07-11T07:45:22","guid":{"rendered":"https:\/\/oltrematica.it\/digital-document-storage-no-more-paperwork\/"},"modified":"2026-05-11T07:46:17","modified_gmt":"2026-05-11T07:46:17","slug":"digital-document-storage-no-more-paperwork","status":"publish","type":"post","link":"https:\/\/oltrematica.it\/en\/digital-document-storage-no-more-paperwork\/","title":{"rendered":"Digital document storage: no more paperwork"},"content":{"rendered":"\n<p class=\"wp-block-paragraph\">Nowadays, it is unthinkable for a<strong>company<\/strong> not to use<strong> digital archiving services-with<\/strong> <a href=\"https:\/\/oltrematica.it\/en\/portfolio\/infrastructure-and-security\/\">robust IT infrastructure-for<\/a> its <strong>documents<\/strong>.<\/p>\n\n<p class=\"wp-block-paragraph\">The <strong>frenetic speed<\/strong> at which<strong> document flows<\/strong> move makes it clear that <strong>increasingly complex<\/strong> and sophisticated <strong>systems<\/strong> are <strong>needed<\/strong> to<strong> manage one&#8217;s documents.<\/strong><\/p>\n\n<p class=\"wp-block-paragraph\"><strong>Handling paper documents<\/strong> has always been a <strong>source of great stress<\/strong> in certain<strong> productivity- and time-saving-oriented settings.<\/strong><\/p>\n\n<p class=\"wp-block-paragraph\">In addition to being impractical,<strong> analog documents result in considerable loss of time.<\/strong><\/p>\n\n<p class=\"wp-block-paragraph\">Piles of paperwork within which finding the required document often becomes a wearisome activity.<\/p>\n\n<p class=\"wp-block-paragraph\"><strong>With digital archiving, no.<\/strong><\/p>\n\n<h2 class=\"wp-block-heading\"><strong>Digital document storage: a premise<\/strong><\/h2>\n\n<p class=\"wp-block-paragraph\">Before explaining the benefits of this practice, it is necessary to shed light on some <strong>simple concepts directly related to that of <a href=\"https:\/\/digitalhub.leviahub.com\/archiviazione-documenti-digitali\/\">digital archiving<\/a><\/strong>.<\/p>\n\n<p class=\"wp-block-paragraph\">Concepts that, <strong>if not explained properly<\/strong>, are likely to <strong>generate misunderstandings<\/strong>.<\/p>\n\n<h3 class=\"wp-block-heading\"><strong>Document storage and digital preservation<\/strong><\/h3>\n\n<p class=\"wp-block-paragraph\"><strong>Very often<\/strong> there is a tendency to <strong>equate the<\/strong> <strong>digital<\/strong> <strong>management<\/strong> -or archiving- of<strong> documents<\/strong> with their <strong><a href=\"https:\/\/oltrematica.it\/en\/digital-document-storage-the-methods-and-standards-to-be-observed\/\">preservation<\/a><\/strong>.<\/p>\n\n<p class=\"wp-block-paragraph\">Although the <strong>two activities<\/strong> are common in nature, <strong>they differ in some specific aspects<\/strong>.<\/p>\n\n<p class=\"wp-block-paragraph\">When we talk about <strong><a href=\"https:\/\/www.bucap.it\/news\/approfondimenti-tematici\/conservazione-documenti\/differenza-conservazione-archiviazione.htm\">archiving<\/a><\/strong>, we refer to a <strong>practical and immediate way of<\/strong> <strong>managing documents<\/strong>, which is done primarily through<strong> the use of digital archives and tools<\/strong>.<\/p>\n\n<p class=\"wp-block-paragraph\">Specifically, reference is made to what is called a<strong> <a href=\"https:\/\/blog.logicaldoc.it\/cosa-e-un-workflow-documentale\/\">workflow<\/a><\/strong>: the <strong>life cycle of a document<\/strong>.<\/p>\n\n<p class=\"wp-block-paragraph\"><strong>Cycle <\/strong>that includes being<strong> on call and sharing the same with company employees<\/strong>: depending on their roles and responsibilities.<\/p>\n\n<h3 class=\"wp-block-heading\"><strong>Digital Preservation<\/strong><\/h3>\n\n<p class=\"wp-block-paragraph\">Instead, by<strong> preservation<\/strong> we mean a <strong>complex process<\/strong> that is based on<strong> specific regulations<\/strong> in the <strong><a href=\"https:\/\/www.agid.gov.it\/it\/agenzia\/strategia-quadro-normativo\/codice-amministrazione-digitale\">Code from the Digital Administration<\/a>.<\/strong><\/p>\n\n<p class=\"wp-block-paragraph\">The <strong>concept of digital preservation<\/strong>, rather than on the type of medium, <strong>refers to the nature of the document<\/strong>.<\/p>\n\n<p class=\"wp-block-paragraph\">The<strong> criteria considered<\/strong>, therefore, are those of<strong> preservation of legal value and integrity and authenticity of the document<\/strong>.<\/p>\n\n<p class=\"wp-block-paragraph\">The <strong>document<\/strong> must not be a <strong>digital copy of the paper one<\/strong>, but a <strong>normatively faithful reproduction<\/strong> of all<strong> legally relevant characters of the same<\/strong>.<\/p>\n\n<figure class=\"wp-block-image size-full is-resized\"><img fetchpriority=\"high\" decoding=\"async\" width=\"1024\" height=\"768\" src=\"https:\/\/oltrematica.it\/wp-content\/uploads\/2025\/07\/Archiviazione-digitale-documenti.jpg\" alt=\"  the advantages of a digital document archiving process for a company are undoubted. In addition to optimal management of all documents, the digital archiving process saves a great deal of paper in offices. Pictured is a cloud-based document archiving system.  \" class=\"wp-image-26163\" style=\"width:889px;height:auto\" srcset=\"https:\/\/oltrematica.it\/wp-content\/uploads\/2025\/07\/Archiviazione-digitale-documenti.jpg 1024w, https:\/\/oltrematica.it\/wp-content\/uploads\/2025\/07\/Archiviazione-digitale-documenti-300x225.jpg 300w, https:\/\/oltrematica.it\/wp-content\/uploads\/2025\/07\/Archiviazione-digitale-documenti-768x576.jpg 768w\" sizes=\"(max-width: 1024px) 100vw, 1024px\" \/><\/figure>\n\n<h4 class=\"wp-block-heading\"><strong>The criteria for digital preservation?<\/strong><\/h4>\n\n<p class=\"wp-block-paragraph\">There are<strong> two<\/strong><strong> characters taken into consideration<\/strong> during the <strong>digital preservation process<\/strong> <\/p>\n\n<ul class=\"wp-block-list\">\n<li><strong>Bit pres<\/strong>ervation: ability to preserve bits as originally recorded.<\/li>\n\n\n\n<li><strong>Logical preservation<\/strong>: the ability to use the data contained in the document in the future as well.<\/li>\n<\/ul>\n\n<h3 class=\"wp-block-heading\"><strong>Electronic storage<\/strong><\/h3>\n\n<p class=\"wp-block-paragraph\"><strong>Directly related to the digital preservation process<\/strong> is the concept of electronic document storage.<\/p>\n\n<p class=\"wp-block-paragraph\">A <strong>paper document<\/strong> can be <strong>replaced<\/strong>, in all<strong> characters required by the regulations<\/strong>, with a <strong>digital version of it<\/strong>.<\/p>\n\n<h2 class=\"wp-block-heading\">Digital document storage in detail<\/h2>\n\n<p class=\"wp-block-paragraph\">Beyond all these regulatory niceties, which we will not explore further, the <strong>advantages of a digital document storage process are undoubted<\/strong>.<\/p>\n\n<ul class=\"wp-block-list\">\n<li><strong>Reduced storage space<\/strong>: a digital archive is obviously immaterial; it does not take up space with endless filing cabinets and shelving;<\/li>\n\n\n\n<li><strong>Immediate document retrievability:<\/strong> documents are<strong> accessible at any time<\/strong>, using <strong>any device connected to the Internet.<\/strong> Once uploaded to the system, the file is <strong>accessible and indexable according to different criteria<\/strong>, searchable and editable as needed. Some <strong>cloud services<\/strong> also allow<strong> offline<\/strong> work.  <\/li>\n\n\n\n<li><strong>Reduced cost<\/strong> and <strong>time<\/strong>: with <strong>increased availability<\/strong> comes a<strong> reduction in cost and time<\/strong>, optimizing all phases of the workflow.<\/li>\n\n\n\n<li><strong>Paper savings<\/strong>: in an age when environmental issues have also gained a very strong weight in <strong>business decisions<\/strong>, digital archiving services bring <strong>undeniable benefits in terms of environmental protection<\/strong>.<\/li>\n\n\n\n<li><strong>Security<\/strong>: digital archiving platforms provide excellent service in terms of <strong>document security, inalterability and uniqueness<\/strong>.<\/li>\n<\/ul>\n\n<h2 class=\"wp-block-heading\"><strong>Digital document archiving: how to do it?<\/strong><\/h2>\n\n<p class=\"wp-block-paragraph\">There are systems galore for digitally archiving one&#8217;s documents.<\/p>\n\n<p class=\"wp-block-paragraph\">Some,-memory cards, external hard drives and USB media-are somewhat dated, in vogue especially in the 1990s.<\/p>\n\n<p class=\"wp-block-paragraph\">It must be said that although it was already possible to digitally preserve documents, there was not yet enough legislation in those years to legally define this activity.<\/p>\n\n<p class=\"wp-block-paragraph\">Today, in addition to<strong> onsite data storage services<\/strong>, companies mainly leverage the<strong><a href=\"https:\/\/www.akamai.com\/it\/glossary\/what-is-a-cloud-platform#:~:text=Le%20piattaforme%20cloud%20utilizzano%20tecnologie,clienti%20su%20un%20server%20fisico.\"> Cloud platforms<\/a><\/strong>, with <strong>storage spaces that can be extended based on their needs<\/strong>.<\/p>\n\n<h3 class=\"wp-block-heading\"><strong>Substitute storage with Oltrematica<\/strong><\/h3>\n\n<p class=\"wp-block-paragraph\"><strong>Do you need to turn your paper archive into a digital<\/strong> one and store your digital documents legally?<\/p>\n\n<p class=\"wp-block-paragraph\"><a href=\"https:\/\/oltrematica.it\/en\/\">Oltrematica <\/a>offers an optical replacement storage service for all types of businesses.<\/p>\n\n<p class=\"wp-block-paragraph\">.<\/p>\n\n<p class=\"wp-block-paragraph\"><\/p>\n","protected":false},"excerpt":{"rendered":"<p>Nowadays, it is unthinkable for acompany not to use digital archiving services-with robust IT infrastructure-for its documents. The frenetic speed at which document flows move makes it clear that increasingly complex and sophisticated systems are needed to manage one&#8217;s documents. Handling paper documents has always been a source of great stress in certain productivity- and [&hellip;]<\/p>\n","protected":false},"author":1,"featured_media":26162,"comment_status":"open","ping_status":"open","sticky":false,"template":"","format":"standard","meta":{"_acf_changed":false,"footnotes":""},"categories":[147,1],"tags":[],"class_list":["post-26818","post","type-post","status-publish","format-standard","has-post-thumbnail","hentry","category-digitization","category-senza-categoria"],"acf":[],"yoast_head":"<!-- This site is optimized with the Yoast SEO plugin v28.6 - https:\/\/yoast.com\/product\/yoast-seo-wordpress\/ -->\n<title>Digital document storage: no more paperwork - Oltrematica<\/title>\n<meta name=\"description\" content=\"Nowadays it is unthinkable for a company not to use digital archiving services for its documents. 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