Files which contain documents are safely kept in appropriate boxes (42 x 36 x 32 cm) in an environment prepared for this purpose. The space is equipped with fire, intruder and water detectors. Only duly authorized personnel have access to this space. On average, each box (42 x 36 x 32 cm) can hold up to 25 000 documents and can be kept for any period of time according to the clients requirements. Management and control of your records can be made through our Record Management System (SGA), which is available online 24 x 7 and securely accessed.
Documents may be individually digitalised to a PDF, TIFF or JPEG format. A computerised document storage facility through a secure web-based platform, in which, the documents are available 24 hours a day, seven days a week. Once scanned and indexed our software provides you with a searchable database facility, allowing a quick and efficient search to any content of a document.
The documents which are dispersed and without any kind of referencing, are catalogued and properly organised, so that these may be more easily accessible.
The delivery of document storage boxes and files may be classified by the client as urgent or normal delivery. Urgent delivery is executed within a maximum time limit of two hours and normal delivery is executed within 24 hours during workdays. The tracking of this procedure can be followed up, online, through the client area. It is also possible to previously adjust plans for delivery and retrieval of documents.
The recycling procedure of documents is applied in two situations. Firstly it is applied to current and day to day documents which have no value whatsoever. These are placed in appropriate and secure containers, so that their content may be confidentially maintained. Secondly, it is applied to stored documents after the legal retention requirement.
Arquivodoc has a team prepared to present solutions for your internal document storage system, namely the creation and establishment of plans for classifying documentation and methods of document management. Our team can also visit companies with the purpose of organizing and managing records onsite.