Internet Hosting for Digital Archives
When you need access for a number of staff working in multiple locations, hosted archives are the simplest and most effective answer. The hosted solution will always be up to date with the documents you have given for scanning and are easily accessable. If you are going to be out of contact and will not have internet access, simply request a DVD copy of your files for the sections you need, or save the master file for the section to your laptop and away you go.
Hosted archives are available in a number of formats. The PDF file is the most popular and by using Portfolios of grouped PDF files which have been processed through OCR software, you are able to search through all the files from the home page.
Hosting v CD/DVD
The main benifits of hosted archives over archives on CD/DVD is the fact that when the CD/DVD is produced, the data will be incomplete as soon as you archive more documents. You would need multiple copies if the information is needed in multiple locations by various members of staff.
The hosted solution is readily available to all authorised users in all locations at any time and always as up to date as you require.
Where do you store the CD's, which are the most recent copies, who has the most up to date coopies?
Where the archives are not updated or the content added to, and only need to be accessed by one or two people, CD/DVD option is practical.