Gestion des archives des petites entreprises : défis et solutions

Pour les petites entreprises qui ne possèdent pas de programme de gestion des informations et des documents d’archives, ce type de projet peut sembler trop coûteux et trop compliqué. En réalité, c’est tout le contraire : se priver d’un tel programme est le meilleur moyen de faire face à des dépenses supplémentaires non négligeables. La gestion des archives des petites entreprises constitue un véritable défi pour ces dernières, qui ne disposent pas en propres des ressources suffisantes pour mettre en place de bonnes pratiques en la matière.

 

Pour les petites entreprises qui ne possèdent pas de programme de gestion des informations et des documents d’archives, ce type de projet peut sembler trop coûteux et compliqué. En réalité, c’est tout le contraire : se priver d’un tel programme est le meilleur moyen de faire face à des dépenses supplémentaires non négligeables. La gestion des archives des petites entreprises constitue un véritable défi pour ces dernières, qui ne disposent pas en propre des ressources suffisantes pour mettre en place des bonnes pratiques en la matière. Elles sont pourtant soumises à la même obligation que leurs homologues de plus grande taille de respecter les réglementations, d’adopter une stratégie d’archivage pertinente et d’assurer la continuité de leurs activités en cas de sinistre.
Novem Afrique

Les défis à relever pour les petites entreprises

La fulgurante multiplication des informations, que ce soit sous format papier ou électronique, met toutes les entreprises sous pression. Elles sont contraintes de trouver des solutions pour gérer des volumes qui croissent de façon exponentielle. Sur site, l’espace de travail est coûteux et limité : il n’est pas envisageable de stocker davantage d’archives dans un espace qui tend à se réduire. Les réglementations et la législation imposent que certains types d’informations soient conservés pendant une période donnée, ce qui signifie qu’il est impossible de se débarrasser des documents concernés. Une entreprise qui a perdu ses archives peut se retrouver en situation de non-conformité et devoir payer des pénalités, sans parler de l’atteinte portée à sa réputation que cela implique. Éliminer des documents courants en papier n’est pas moins compliqué, puisque les poubelles de recyclage traditionnelles ne protègent pas les informations de façon sécurisée et confidentielle. Si des données sensibles venaient à tomber entre de mauvaises mains, les conséquences pourraient se révéler néfastes pour l’entreprise comme pour ses clients.

Les informations électroniques doivent elles aussi être gérées de façon cohérente. De nombreuses petites entreprises ont du mal à gérer et conserver des volumes de données électroniques qui deviennent de plus en plus conséquents. Ces tâches ne se résument pas à une alternative entre stockage sur disque dur et stockage sur cloud. D’autres critères, comme l’utilisation des données, leur accès, leur sécurité ou les durées de conservation, pèsent également dans la prise de décision.

 

Les bonnes mesures à adopter

Quelle que soit sa taille, une entreprise doit disposer d’une stratégie pour la gestion de ses archives et de ses informations et données. Elle doit avoir à sa disposition un plan de continuité à appliquer en cas d’accès non autorisé aux données ou de catastrophe naturelle. De telles mesures doivent lui permettre non seulement d’être plus cohérente et efficace et de mieux respecter les règlements, mais aussi d’économiser de l’argent à long terme et d’éviter d’éventuels frais de pénalité et retards opérationnels.

En créant un partenariat avec un prestataire expérimenté dans les solutions de gestion des informations et des documents et en externalisant ces tâches, une petite entreprise peut réaliser ses objectifs de conformité, d’économie et de réduction des risques. Aujourd’hui, les prestataires sur le marché proposent des solutions personnalisées en gestion des archives des petites entreprises, qui comprennent des services comme la consultation, le stockage hors site, la sauvegarde des données et la suppression de documents en toute sécurité. L’expertise de vos fournisseurs leur permet de vous garantir que rien n’est négligé dans le cadre d’un programme de ce type. L’entreprise peut alors se concentrer à 100 % sur ses missions opérationnelles et redistribuer ses ressources internes sur d’autres projets importants.

 

Par Iryna G

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