Document archival is the process of securely storing inactive or infrequently used documents for long-term retention while preserving their integrity, accessibility, and compliance with legal and regulatory requirements.
What Is Document Archival?
Document archival helps organisations manage documents that are no longer actively used but must be retained for compliance, legal, or historical purposes. Archiving ensures documents remain protected, searchable, and retrievable when needed.
What Is Document Archival?
Document archival involves moving documents from active use into a secure, long-term storage state. Archived documents are protected against unauthorised changes while remaining accessible for audits, investigations, or reference.
Why Document Archival Is Important
- Ensures long-term retention of critical records
- Reduces clutter in active document repositories
- Protects document integrity and authenticity
- Supports regulatory and legal compliance
Common Document Archival Examples
- Archiving outdated SOPs and policies
- Storing completed project documentation
- Long-term retention of financial and audit records
- Preserving historical or reference documents
Where Document Archival Is Used
- Document and records management systems
- Quality and compliance documentation
- Healthcare, pharmaceutical, and regulated industries
- Enterprise records and information governance programs
Archival vs Deletion
- Deletion: Permanent removal of documents that are no longer required
- Archival: Secure retention of documents for legal, regulatory, or historical purposes
How Document Archival Supports Compliance
Document archival ensures records are retained for mandated periods and protected from alteration. Auditors rely on archived documents to verify historical compliance, approvals, and decisions.
Next Steps for Organisations
- Identify documents eligible for archival.
- Define retention periods and archival rules.
- Use a document management system with secure archival.
Learn how modern document management platforms support document archival by exploring document management software features, book a demo, or contact our team.
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Frequently Asked Questions
What is document archival used for?
Document archival is used to store inactive documents securely for long-term retention and compliance.
Is document archival required for compliance?
Yes. Many regulations require documents to be archived for defined retention periods.
Can archived documents be accessed?
Yes. Archived documents remain searchable and retrievable but are protected from unauthorised changes.
Can document archival be automated?
Yes. Modern document management systems automate archival based on document lifecycle and retention rules.
