Consulting

Systematic organization of archive

With the increasing volume of documents and content generated in business processes, we often encounter the need for comprehensive arrangements for the storage of diverse material. Working with you, we lay the groundwork necessary for arranging archiving processes, conducting an inventory of materials, physically organizing the archive, and arranging for the destruction of expired material. We can establish a legally compliant archive of paper documents either at your location or at Mikrocop’s archive center.

We support you on your path to paperless business – we apply proven methodologies and have experienced experts of various profiles in our consulting teams. Contact us!

Miha Čebron, Senior technologist at Mikrocop

How is storage systemically organized?

Inventory of documentary material and archive units

Establishment of uniform records of material kept in the archive

Preparation of archiving regulations and a classification plan

Preparation of an inventory of materials for the administrative authorities

Collection of archival materials for delivery to the administrative authorities

Preparation of materials for delivery to the administrative authorities

An orderly and legally compliant archive

 


The inventory of documentary material or archival units in which documentary material is stored (boxes, binders, folders, etc.) also includes defining inventory indices (i.e. metadata, such as the title and type of material, creation date, storage period, etc.) and equipping archive units with unique barcodes that contain selected metadata.

As a rule, several archival workers compile the inventory at the same time, and in the end, all records must be combined into a single, central record. Such establishment of a single record of the material stored in the archive also includes verification of data, supplementation thereof with missing data, and removal of detected abnormalities in the inventory (for example, if metadata cannot be retrieved from the archive because the contents of a binder are not indicated, we review the contents of each archive and determine the appropriate metadata).

As part of our advisory services, if you do not yet have an archiving rules and classification plan, we can prepare appropriate document templates and submit them for your review and confirmation. If you have already adopted archiving regulations and have a classification plan, we can review their relevance and accuracy, and, if necessary, prepare suggestions for new versions.

The implementation of the archiving regulations and classification plan is followed by the preparation of an inventory of material for the administrative authorities. In accordance with the relevant legislation, public law entities must ensure the inspection of documentary material by the competent archive, and must provide said archive with the data necessary to maintain records of archival material. In accordance with such, at the invitation thereof, the competent archive is provided with a list of materials and a request for instructions on the selection of archival material.

Based on the submitted list, the competent archive then determines the archival material, which we must hand over for storage. Using said written instructions for the selection of archival material from the documentary material, we first physically exclude material from your archive.

This is followed by preparation of the materials to be handed over to the administrative authorities, which includes the production of a detailed inventory, the preparation of the materials themselves (the removal of clips, plastic covers, adhesive tape, etc.), the stacking of materials in appropriate boxes, and the delivery and submission of the material to the competent archive. The handover is confirmed by a delivery record and receipt.

The result is a well-organized and legally compliant archive of paper documents, containing only valid material.

 

 

Reorganization of the archives at the Agraria Koper Agricultural Cooperative

At the Agraria Koper Agricultural Cooperative we face an increasing amount of paper documents on a daily basis which we then store in our own archives. These premises are now suitably organised, but in the past, it was almost impossible to locate certain documents. The reorganization of our physical archives allowed us to regain control over our documents.

Learn more about the case study

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