Archiving
Our approach to archiving extends far beyond the mere storage of your documents and data carriers. We believe that a well-rounded and user-centric service system is the cornerstone of an effective and streamlined process.
Archiving - Records management
Archiving and records management are essential elements for maintaining compliance with external regulations, meeting internal requirements, and supporting your company's business processes. At Streff, we specialize in working closely with you to design and enhance logistics strategies tailored to the efficient storage, retrieval, and management of your archives. By partnering with us, you can ensure that your company’s records are meticulously managed and preserved, providing a reliable foundation for operational continuity and regulatory compliance. Our comprehensive approach to archiving ensures your data remains secure, accessible, and well-organized, fostering both efficiency and peace of mind in your business operations.
Services
Collection & delivery service
If you need to access your files or documents or you wish to store additional ones, we can offer you a delivery service. Our express service means you can receive your files within 3 hours, and up to 24 hours with our normal service.
Bear in mind that appropriate logistical planning is required for large transportation volumes.
Encoding & indexing
It is imperative for us to situate the archives you leave with us according to your wishes, as well as make a regular inventory of them. We use bar coding, which enables us to ensure your Archives can always be located. It also helps keep a track record of all movements, from the initial takeover until the destruction of the archive.
On-site archive management
If you have archives and you want to have them organised in your premises, we can send our specialised archivist to your office to make a complete inventory of your archive with a bar-coding system.
If you opt for this service, and you end up deciding to move your archive to our storage facility, it will not be necessary to create a new inventory.
Safety for your archive
Most companies store their data, including paper, CD, DVD, DLT, tapes or hard discs. The safety of all the various kinds of stored files and data carriers is equally and of particular importance. Your files are not accessible to third parties.
Emergency office
In order to access archives on site, we offer a dedicated office to our customers.
Full record management
Scanning, archiving & secure destruction. With a combination of our services, we can provide your company with a full service to optimize your document record management.
Our archive storage solutions
Containerized Archiving
In Boxes
Utilizing steel containers for archive storage presents numerous benefits. It facilitates individual access to documents, which are securely housed in a separate steel box. Additionally, the container can be safeguarded with locks or seals.
Employing box archiving methods maximizes the use of your container's storage capacity.
Moreover, this approach enables the transportation of the entire archive to and from your location without the necessity of accessing the interior of the container.
Containerized Archiving
On shelves
Storing archives in a steel container provides numerous benefits. It allows individual access to each stored document, which is kept in a distinct steel box. Additionally, the container can be secured with locks or seals.
Furthermore, archiving documents on shelves, customized to meet the specific needs of your archives, ensures that each archive is readily accessible.
Palletized Archiving
In boxes
This method exemplifies the simplest approach to secure file storage. Packaging units are bar-coded and placed on pallets, which are then stored in high bay racking systems. Initially, archives are boxed and subsequently arranged on these pallets. The pallets are housed on mobile racks, ranging from six to twelve stories in height.
Each pallet is shrouded with a white, opaque plastic cover to shield them from dust and moisture, thereby preserving confidentiality.
Benefits of offsite Archiving
Increase security
Advanced security measures such as 24/7 surveillance, secure access controls, and fire suppression systems. Ensuring your sensitive documents are well-protected against theft, damage, and unauthorized access.
Improve efficiency & productivity
Outsourcing your archiving needs allows your staff to focus on core business activities rather than being bogged down with document management and storage tasks.
Maximise office space
By storing documents offsite, you free up valuable office space, reducing the need for additional storage infrastructure and lowering costs associated with space and maintenance.
Improved Business Continuity
In case of unexpected events that disrupt on-premises operations, having archives stored offsite ensures critical business records are still accessible, supporting continuous business operations.
Enhance traceability
Professional archiving services offer cataloging and indexing systems that make document retrieval quick and ans enhance traceability.
Comply with legislation
Offsite archiving providers often adhere to stringent compliance standards and regulations, ensuring your documents meet industry requirements for data protection and record-keeping.
FAQ: Archive management
We handle the encoding for you, transcribing everything that's written on the exterior of the binder or file box. Since we don't know the contents, it's your responsibility to label the outside of the archive in a way that anyone who might succeed you can understand.
Additionally, you can opt to assign a reference number in your internal Excel sheet, note just this reference on the archive, and detail as much as you wish on the exterior. This method avoids extensive writing on the archive and potential encoding mistakes.
Once Streff has collected the documents, how are they organised and how is this communicated to us for best tracking?
After processing at Steff, we provide you with an inventory. Each binder or archive is assigned a unique barcode identifier. You may request the archive either by your reference (the label on the outside) or by this unique barcode identifier.
You are welcome to request an inventory update at any time and as frequently as necessary, at no additional cost.
The inventory also includes the date of entry, the date of exit (if it is returned to you), the date of return (when it comes back to us), and the date of destruction (when applicable).
How does Streff handle the destruction of documents that we are no longer required to hold? How do we manage this with Streff?
It is recommended to include the year of destruction when labeling your archive externally. Typically, you add 10 years plus one to the date of the most recent document in the archive. For instance, if the latest document is dated 2018, the archive can be destroyed starting January 2029.
The ten-year retention period is a mandatory standard for ordinary company documents under Luxembourg law.
We will notify you when the retention date approaches and contact you for confirmation. We will not destroy any documents without your explicit verification.
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