In some areas the digital document management is only an optional option, and it is necessary to manage paper documents and files.
Our filing service is extensive:
- It may be recommended in the case of filing of unorganised documents: when it is necessary to sort and organise the materials stored in the office in files, genotherms, in order to ensure retrieval.
- We carry out a complete disposal procedure, we sort out the documents that can be disposed of, whether the archives are in order or if the documents need to be sorted out.
- By sorting out documents that have been improperly handled and stored, you can make your archives more efficient, improve retrieval and even reduce storage costs.
- We will agree the zoning guidelines and retrievability criteria with our Partner before starting the task. If required, we will also prepare a filing plan if the organisation does not already have one (see read more: Data retention rules).
In the course of the zoning activity, the the documents are divided into three main groups spread out:
- For a limited period of time for administrative purposes documents to be kept (e.g.: documents related to production, administration-operations, financial-accounting regulations or payroll).
- Remaining, in the history of the company documents of critical importance. In the case of organisations with public tasks, these are transferred to the Archives. In other cases, this category includes company documents (e.g. incorporation, reorganisation, signature specimen, plans of real estate) which cannot be discarded at a later date, and must be preserved in perpetuity.
In the case of the documents to be retained, as defined in the first two points, the sorting may be carried out: by department, by type of document, by identification "from to", in chronological order. During the sorting process, an electronic register of the documents will be created, containing: box number, document title, document identifier (from to date) or date of creation (interval), retention period, year of scrap (the data to be recorded will be agreed with our partner in advance before the work is started).
- Documents to be discarded: documents that have expired according to the Archives Plan, duplicates, pencil notes, which are removed for destruction. The documents prepared for disposal will be the subject of a Disposal Record and a Register of Documents, which will be considered accepted after joint verification and signature of approval and approval by the Archives.
Once approved, the scrapped documents can be destroyed. DWS shall carry out the destruction or transport for destruction of documents approved for scrapping on the basis of an order to this effect from the Customer.
In the course of the arrangement of the files, if the need arises and is necessary, the competent With Archives we handle the ongoing administration.
As a result of the work of filing, or the cataloguing of the sorted documents, or even digitisation, a register of documents is created. The scope of the data and the level of record-keeping will be agreed in detail with our partner before the cataloguing and data recording work is started. These levels are as follows:
- Case level:
We identify the documents at the file level, at the page level, and record a unique identifier and meta-data for further retrieval (e.g. contract number, claim number, case management system generated serial number, document number).
- Dossier level:
Information on the content of A/4 files (ring binders, suspension files, folders, etc.) is recorded in the register according to the inscription on the file (e.g. identification data by "from to" value or by date of creation interval).
- Box level:
In the register, we define a collection of information per box, by which a box and the documents stored in it can be retrieved (a box is a corrugated cardboard storage unit for approximately 4 or 5, 8 cm ring binders). A line/record of the register is any identification data of the total contents of the box by "from to" value or by date interval of creation, or by other identification data needs.
DWS undertakes the outsourcing of the records of business organisations to a records repository. We help you to select the right service provider, develop the archiving processes and prepare the documents for transfer to the archives. (read more: Filing) In the case of an external archiving service provider, the documents should typically be delivered in boxes of standard size and quality, and there should be a record of the archival material to ensure that it is retrievable. (read more: Creating a register). DWS carries out the sorting, boxing and indexing of documents.
In case of lack of space outsourcing the archiving of documents may be justified. It is also an advantage if we consider that from document storage in an office environment is much more expensivethan using a storage facility run by a service provider, where the monthly fee is not based on square metres, but on the actual number of boxes stored. An external filing service is a great way to free up office space. Another advantage is that you do not have to invest in expensive office or filing equipment, racks, shelving, box handling equipment (forklift, frog, piggy-back).
The protection of stored documents is important, and documents are not placed in dark, musty cellars, but in a high-security storage system in a property that also ensures the preservation of the documents and ensures effective retrieval (read more: Archives of reluctant standards). An efficient service can provide a solution where document storage is problematic or costly. The archives service provider can provide electronic, scanned or physical delivery of documents and boxes, and can also perform retrievals from the file.
Another important advantage is that the service provider undertakes to maintain the archival material, i.e. the storage fee includes the annual scrapping and, if necessary, the transfer to the archives.
Transport activities may occur when empty packaging is delivered, when documents are taken to a plant for processing or digitisation, when documents are transported to a repository and when scrap documents are taken for destruction.
In the case of delivery of empty packaging materials, we deliver flat packed boxes to your Partner's premises at an agreed time and address.
The transport is carried out by closed trucks, free of contamination and without interrupting the road.
DWS will provide the appropriate number of loading and unloading personnel for the day of delivery.
After the disposal of the documents, we undertake the professional destruction of the scrapped documents, which is carried out on the basis of a scrapping report approved by the customer. We transport the discarded documents in sealed packages by closed lorry for destruction. The shredder residue from the shredding process not reproducible, recycled in paper mills - in line with environmental considerations.
A Record of Destruction will be drawn up and sent to our Partner. If required, we will ensure the presence of a notary or a notary public at the destruction.
