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Now reading: Quelles sont les procédures d’archivage en entreprise ?

Quelles sont les procédures d’archivage en entreprise ?

Il est primordial pour les entreprises qui souhaitent gérer efficacement leurs archives de bien définir leur politique d’archivage incluant toutes les procédures.

Face à l’augmentation sans cesse croissante de la masse des archives, les outils, les méthodes et les procédures d’archivage servent à entretenir une gestion des archives suffisante et nécessaire pour couvrir tous les risques, qu’ils soient de nature juridique, financière, technique ou humaine, afin de préserver l’activité de l’entreprise comme sa mémoire économique et sociale.

La « politique d’archivage », une nécessité plutôt qu’une mode

Archiver ne signifie pas stocker et encore moins garder n’importe quoi n’importe comment. Une entreprise se doit de définir une politique d’archivage adaptée à ses besoins et de manière à ce que chaque document soit traité dès lors qu’elles sont produites ou reçues, et afin de garantir une gestion des archives qui soit complète, pérenne, efficace et consultable par tous. Les enjeux d’une bonne politique d’archivage sont :

Featured articles
  • Classer et mettre à disposition tous les documents utiles à l’activité de l’entreprise
  • Conserver un fonds d’archive constituant ainsi une source d’informations et de documents consultables en cas de besoin

Les procédures d’archivage en 3 points

Toute procédure d’archivage part du principe qu’une politique d’archivage mise en place permet de garantir une gestion des archives efficace et pérenne. De manière générale, elle s’articule autour de trois procédures clés :

  1. Verser les archives intermédiaires chez un tiers-archiveur
  2. Rendre accessible et communiquer les archives externalisées afin de pouvoir les consulter à tout moment ou se les faire restituer de manière définitive
  3. Éliminer les archives

Le versement des archives

Le versement d’archives correspond à toute action visant à transférer les documents archives du service d’archivage qui les a rassemblés vers un autre service d’archivage davantage compétent et spécialisé dans la gestion des archives. Grâce au versement, les documents archivés deviennent accessibles et consultables à tout moment. De plus, il permet d’améliorer la gestion des espaces consacrés aux archives courantes et intermédiaires. Le versement chez un tiers-archiveur conduit à une prise en charge des documents versets avec :

  • La préservation de l’intégrité physique des documents versés
  • Leur mise en sécurité
  • Le respect de la confidentialité des documents sensibles

À savoir également qu’avec le versement des archives, il y a pour le tiers archiveur qui les reçoit un transfert de responsabilité et non de propriété

Communiquer les archives

Les documents, une fois archivés, il est plus facile de les communiquer comme de les consulter. La communication se faisant selon les règles de consultation en vigueur et donne accès aux preuves comme à l’ensemble des documents constituant toute la mémoire de l’entreprise

L’élimination des archives

L’élimination des archives s’opère après avoir pris soin de bien les trier. C’est pourquoi, cette procédure d’archivage s’inscrit dans le cycle de vie de chaque archive et fait donc s’intègre parfaitement dans la gestion des archives. Véritable enjeu pour les entreprises qui souhaitent faire des gains de place et de productivité. Et la procédure est très réglementée et irréversible du fait que les archives détruites ne peuvent plus être reconstituées.

En savoir plus sur la gestion des archives dans une entreprise

Nous conseillons ce livre:

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