Have you ever lost an important document or file on your computer? It's frustrating, isn't it? Now imagine losing important project files for your business or organization. That would be a disaster. That's why having a good archiving procedure with checks and balances is crucial, especially in industries such as architecture, engineering, and construction.

In this article, we'll discuss the importance of having checks and balances in the archiving procedure and provide some tips on how to implement them in your organization. So, sit back, grab a cup of coffee, and let's get into it!

Why Do You Need Checks and Balances in Your Archiving Procedure?

A proper archiving procedure is crucial for protecting company assets and complying with legal regulations. Failing to properly archive data can result in lost productivity, financial penalties, and legal action. Implementing checks and balances can improve efficiency and reduce duplication of efforts by clearly defining responsibilities for maintaining the list of items, archiving data, and verifying the process.

Involving internal personnel and the IT company can also promote collaboration and communication within a company, especially in industries with many parties involved in a project. This ensures that everyone understands their role and responsibilities, reducing the risk of misunderstandings or miscommunications.

Essentially, a well-designed archiving process protects a company's data and maintains efficient operations.

Three Rules for Implementing Checks and Balances in Your Archiving Procedure

When it comes to archiving important files and documents, having a systematic approach is essential. Implementing checks and balances ensures a smooth and effective archiving process. Here are three rules to ensure you maintain appropriate checks and balances for your archiving procedure:

Rule #1: Appoint someone responsible for maintaining a list of items that need documentation

With the large data sets common in the architecture, engineering, and construction industries, accurate archiving becomes critical. These large data sets come with a risk of overlooked files and miscommunication during the archiving process. So, assign someone to the task of maintaining a list of items that need documentation to minimize these risks.

This list needs regular updating. During each update, ensure the list contains essential details such as the date of archiving and the location of the archived files. Other parties working on the project can also audit the list to ensure completeness. Maintaining the information makes it easier to retrieve necessary files if needed and also assists in keeping track of the archived files.

Rule #2: Appoint someone responsible for the archiving process

Ideally, your IT provider should be responsible for the archiving process to minimize the risk of accidentally misplaced or deleted files. By designating an IT professional to archive files, the organization can reduce the likelihood of errors or omissions during the archiving process. Moreover, this person can ensure proper labeling and organization of all relevant files, which simplifies retrieving them in the future.

Assigning IT to this task ensures that there is no conflict of interest at the project level, and the process remains unbiased and impartial. It also promotes effective communication between different departments or individuals involved in the archiving process. This further reduces the risk of miscommunications and misunderstandings.

Rule #3: Designate a different individual to check that all files from the list are archived

Designating a separate individual to check that all files on the list get archived minimizes the risk of errors. This person cross-checks between the list of files that need archiving and the archived files to ensure a complete archive of project data. Additionally, they confirm the correct labeling and folder placement of all archived files ensuring a complete and accurate archiving process.

Involving Your IT Company

Involving one or two internal people and the IT company in the archiving procedure is crucial. This provides additional checks and balances to the archiving process and ensures that multiple people are aware of the status of the archived files. By involving internal staff, you minimize the risk of losing institutional knowledge when a person leaves.

IT staff can assist in managing the process by ensuring that the archived files are securely stored and easily accessible. This collaboration provides an efficient and effective way of archiving data. It also ensures the accurate documentation of all files making them easier to retrieve when needed.

An Example Archiving Procedure with Checks and Balances

Let's explore an example of how one company implemented checks and balances in its archiving procedure. This company assigned an individual responsible for maintaining a detailed list of projects and items that required documentation. The designated IT professional was then responsible for securely archiving the data based on the list generated.

Once the data was archived, a project manager was assigned to review the archive. They confirmed the proper storage of all files on the list ensuring a complete archive. By having the project manager review the archive, the company ensured an independent perspective and an additional layer of security to the process.

This company's archiving procedure was effective because it involved multiple people, ensuring clear responsibility and communication. The project manager's review provided an objective assessment of the completeness and accuracy of the archiving process, and there was no room for errors.


Implementing a proper archiving procedure is crucial for protecting a company's assets and ensuring compliance with legal regulations. A company can reduce the risk of lost time, productivity, financial penalties, and legal action from their archiving process by:

  • Designating specific roles for maintaining a list of items to be documented
  • Archiving all project data
  • Checking that all files are properly archived

Additionally, involving one or two internal people and the IT company in the archiving process can promote collaboration and communication within a company. By implementing checks and balances and reviewing the archive with a fresh pair of eyes, a company can ensure the completeness and accuracy of the archiving process.

Digital Minds International is ready to help you implement the checks and balances you need to optimize your archiving procedure. With 25 years of business, Digital Minds International understands the IT needs of architecture, engineering, and construction firms. We can help you improve your project processes with the help of IT solutions. Reach out today for a free 10-minute consultation or a quick call at (615) 843-5001.