The future of archiving: your questions answered

Following our recent webinar on the future of archiving, we received a wide range of practical and in-depth questions from organisations looking to improve their information management.

From integrations and metadata to compliance and system architecture, one thing is clear: archiving is no longer a standalone activity. It is a connected, ongoing process that spans systems, data quality and governance.

In this blog, we take you through the Q&As from the session.

Integrations and information ingestion

If data is migrated from spatial applications, will the technical contextual information, such as layers, be preserved?

We have experience with this. We can ingest information with geo-components, although this support is currently still fairly basic. We would be happy to discuss this further to understand the specific requirements.

Can MY-LEX also provide a solution for line-of-business applications that do not have an archive or information management module?

Yes, it can. We have an API-based solution that enables us to connect with other systems. For example, closed cases can be ingested directly into our archive and managed there.

In addition to files and documents, can process data also be stored in MY-LEX Archive?

Yes, process data can also be ingested into MY-LEX Archive.

Can MY-LEX Archive be connected to existing line-of-business applications so that information management can be carried out there? Many line-of-business applications do not have information management functionality or configuration.

Yes, we can also facilitate the ingestion of information from a live system. If that information is not removed from the line-of-business application, the data is effectively stored twice. We are happy to help assess which approach best suits your situation.

Can projects from Teams or network drives also be ingested?

Yes, they can. In practice, we usually start by cleaning up network drives so that a clean dataset remains. Part of this may go to SharePoint, while another part can be ingested into MY-LEX Archive as archive-worthy material.

Can another application connect to Archive to find and display files?

Yes, this is possible because Archive is an API-based application.

Search, metadata and classification

Is it possible to use multiple search terms that together form the context of the search query?

You can search in various ways, for example using aggregations. When multiple search terms are used, the system searches all metadata and document text for that combination of terms.

Within MDTO, you can also add your own metadata. Is it possible to include this, for example for domain-specific data?

Yes, this is possible. Glossaries can be customised, allowing them to be tailored to domain-specific metadata.

Can metadata that is not MDTO-compliant also be stored?

Yes, it can. It is also possible to link metadata to actors or classifications, for example.

Does MY-LEX also have an RMA function, like an RMA tool, to add metadata to files and classify them?

Within MY-LEX Control, we offer the ability to analyse, classify and enrich data with metadata.

Within a file that needs to be transferred to the e-Depot, can individual documents also be labelled for restricted access or confidentiality?

Yes, we include this as a metadata field. If a dataset does not yet contain this label, we can add it beforehand. In doing so, we analyse documents and assign labels based on characteristics such as GDPR-sensitive information.

Management, archiving and destruction

Will destruction no longer take place from Legacy, but through MY-LEX Archive instead?

Yes, that is correct. Once you have migrated from MY-LEX Legacy to MY-LEX Archive, destruction takes place through MY-LEX Archive.

Can an archive item also be moved to another file?

Yes, an archive item can be moved to another file.

Can destruction lists be created for both files and documents?

Yes, this is possible.

Can destruction lists also be created for both files and documents?

In practice, destruction is usually determined at file level, based on the metadata. The file, including the underlying documents, is then destroyed. Within Archive, it is also possible to search at document level and destroy documents individually.

Is MY-LEX also able to deduplicate information?

Yes. We provide cross-source insight into where duplicate documents are located. The actual removal of duplicates remains the customer’s choice, as there may be situations where a duplicate document still needs to be retained.

Product, configuration and availability

How does your solution fit into the vision behind Common Ground?

Common Ground is increasingly taking shape. We are actively aligning with it and base our APIs on the standards developed through Common Ground.

If an organisation currently uses the Legacy environment, will it automatically move to the archiving module, or are there conditions or additional costs involved?

We aim to make the transition as smooth as possible. Anyone who would like to know more can contact m.jaarsma@my-lex.nl.

Is it possible to purchase only the Archive package, or is it always combined with the search engine?

This depends on how you want to make the data available within the organisation. If the archive needs to be accessible across the entire organisation, the search engine and view are required.

Is the data stored locally or in the cloud?

It will be a SaaS solution that is separate from the current MY-LEX stack. We use modern, HAVEN-compliant Kubernetes clustering, with the data remaining within Europe.

These questions show that archiving is no longer just about storing documents at the end of a process. It is about connecting systems, structuring information and managing data throughout its full lifecycle.

Do you have additional questions about your archiving challenge or a specific use case? Get in touch with our team and discover how MY-LEX can support your organisation.

Did you miss our webinar and would you still like to receive the recording? Email marketing@my-lex.nl.