To properly identify your organization’s needs and goals before selecting a SAE, it is essential to follow a structured and collaborative approach. The key steps below will help ensure a well-founded decision process.
Analyze the Organization’s Challenges and Context
Identify strategic priorities:
Why do you want to implement an SAE? Motivations may include reducing storage costs, improving operational efficiency, securing sensitive information, or ensuring regulatory compliance.
Assess the regulatory and business context:
List all applicable legal, normative (such as NF Z42-013, GDPR), and sector-specific requirements related to your documents.
Inventory Relevant Documents and Processes
Catalog document types:
Identify the documents to be archived (contracts, invoices, HR files, etc.), their volumes, formats, and retention cycles.
Map business processes:
Locate existing document flows, tools in use (such as GED, ERP systems, etc.), and interdepartmental interactions involved in information management.
Define Clear and Measurable Objectives
Align goals with overall strategy:
Objectives should address tangible business needs and align with your organization’s digital transformation strategy.
Examples of objectives:
Enhance document accessibility and traceability, ensure evidential value, reduce physical storage costs, or simplify audits and regulatory reviews.
Identify Technical and Organizational Requirements
Establish functional requirements:
Define essential capabilities such as search, indexing, access management, workflow automation, and retention schedule management.
Account for technical constraints:
Consider existing architecture, security requirements, interoperability, and system scalability.
Assess available resources and competencies:
Assemble a multidisciplinary project team (IT, Legal, Business Units) to lead implementation and anticipate training needs.
Develop a Detailed Specifications Document
Formalize your requirements:
Draft a comprehensive cahier des charges listing expected features, constraints, data volumes, security requirements, and compliance criteria.
Project planning:
Define the project timeline, budget, and performance indicators to track progress and measure success.
Conduct Testing and a Pilot Phase
Start with a limited scope:
Before full deployment, test the SAE with a representative sample of documents or departments to confirm that the solution meets your operational and compliance expectations.
Defining your needs and objectives before choosing an SAE involves identifying organizational challenges, cataloging relevant documents and processes, setting clear objectives, formalizing technical and organizational requirements, and preparing a detailed specifications document.
This structured approach ensures the selection of an adaptable, compliant, and future-ready archiving solution.
Contact Us to Learn More
Want to clarify your needs, ask a question, or enhance your digital archiving strategy?
The Arclib team offers expert guidance toward a sustainable, secure, and standards-compliant solution.
Give your documents a reliable safeguard for the future: Contact us today.
