SECURE AND ALWAYS ACCESSIBLE PHYSICAL DOCUMENTATION
Physical documentation remains an important part of everyday operations for many organizations. When archives begin to take up valuable business space, accessing documents becomes time-consuming and managing them increasingly demanding, it is time for a professional solution.
At Mikrocop Archive Centers, we provide professional archiving of physical documentation in secure archive facilities, together with comprehensive management of documentary material. From collecting your documentation and securely archiving it to fast retrieval, digitization and destruction once retention periods have expired – every service is delivered using proven procedures backed by decades of experience.
This keeps your documentation secure at all times, quickly accessible and fully under control, without taking up valuable space within your organization.
For even more efficient physical archive management, you can use InDoc EDGE Archive Register – a cloud-based solution that provides digital support for managing physical archival material, enabling fast search, ordering and tracking of document retrievals.
CHALLENGES OF MANAGING PHYSICAL DOCUMENTATION
Inadequate facilities
Lack of suitable space for secure, long-term document archiving.
Insufficient expertise
Lack of specialist knowledge for efficient archive management.
Poorly organized documentation
Incomplete or poorly organized records of documents and retention periods.
Uncontrolled access
Insufficient traceability of access to archival material and document use.
Time-consuming search
Finding the required documents in an archive can be time-consuming and sometimes unsuccessful.
Improper destruction
Improper destruction of documentation after retention periods have expired.
Mikrocop Archive Centers address the key challenges of managing physical documentation by providing secure archiving, fast access and professional management throughout the entire document lifecycle.
THE ARCHIVING PROCESS AT MIKROCOP ARCHIVE CENTERS
Your documentation is not simply archived. It is registered, securely stored and always accessible
to authorized users. We manage the entire lifecycle of your physical documentation
– from collection to secure destruction once retention periods have expired.
INVENTORY
of materials upon collection
FILING
documents into active collections
RETRIEVAL
of materials on request
DESTRUCTION
of materials after retention periods expire
We organize your documents in different archive units – binders, folders, boxes, pallets, microfilm or microfiche – and transfer them to our modern archive centers, where we provide secure long-term archiving and centralized management.
Document inventory
When we collect your documentation, we review its condition and prepare an inventory of the documentary material. If you already have records in place, we incorporate them into the collection process. If not, we prepare them together with you. This provides a clear overview of your documentation and establishes a reliable foundation for its ongoing archiving and management.
Filing documents into active collections
In addition to completed archive units, Mikrocop Archive Centers can also manage active document collections. We professionally organize, archive and securely store your documentation in controlled archive facilities, keeping it readily available for ongoing use.
Document retrieval
Whenever you need documentation, we quickly make it available to your authorized users for viewing or temporary retrieval. With InDoc EDGE Archive Register, we maintain clear records, full traceability of all document retrievals and returns, and fast access to documentation. Where required, we can also provide documents as digitized copies.
Retention periods and destruction
We monitor retention periods and ensure timely action throughout the entire document lifecycle. Once retention periods have expired, we organize the secure and traceable destruction of documentation.
WHY OUTSOURCE YOUR ARCHIVING?
Decades of experience
For decades, we have managed and archived business documentation for organizations in highly regulated sectors and a wide range of industries.
Comprehensive services
In addition to physical archiving, we provide document digitization, physical archive management and organization, electronic archiving, and the InDoc EDGE document management system.
Expert team
Our experts understand the legislation, archiving standards and best practices for document management.
FREQUENTLY ASKED QUESTIONS
Why is it important to archive documentation in accordance with professional standards?
Business documentation must remain secure and accessible and retain its evidential value throughout the entire retention period. Archiving must therefore be carried out in accordance with applicable legislation and professional standards governing document protection, appropriate archive facilities, access control and document traceability.
This helps ensure that documentation remains quickly accessible, well organized and legally valid even many years later.
How do you preserve the authenticity of physical documentation?
Preserving the authenticity of documentation means ensuring that documents retain their legal and evidential value throughout their entire lifecycle.
At Mikrocop Archive Centers, we support this through:
- organized records and full document traceability,
- fast access to documents,
- access restricted to authorized users,
- appropriate archiving conditions,
- regular disposal of documentation once retention periods have expired,
- appropriate protection of archival material.
When is the right time to outsource your archiving?
The right time is when your archive begins to take up valuable business space, finding documentation becomes time-consuming, or you want to improve the security and transparency of document management.
Transferring your documentation to Mikrocop Archive Centers gives you more space, faster access to documents and professional management of physical documentation throughout its entire lifecycle.
Watch the video to find out when companies most often decide to outsource their archiving and the benefits it can bring.
How does document disposal and secure destruction work?
Once the retention period has expired, we identify the documentation for disposal and securely destroy it on the basis of your approved destruction order.
For document destruction, we use shredding in accordance with the DIN 66399 standard, selecting the appropriate security level based on the sensitivity of the documentation. Once the process is complete, you receive a certificate of destruction confirming that the documentation has been destroyed securely, traceably and in accordance with applicable requirements.
What is the appropriate shredding security level?
DIN 66399 defines seven security levels for document shredding. The higher the security level, the smaller the paper particles after shredding and the greater the level of data protection.
For most business documentation containing personal or confidential information, we recommend at least security level P-3, which provides an appropriate level of protection for sensitive information.
Leave your document archiving to the experts.
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