A WELL-ORGANIZED ARCHIVE DOESN'T HAPPEN BY CHANCE.
IT TAKES THE RIGHT SYSTEM AND EXPERTISE.
We establish a physical archive that is well organized, accessible, compliant with legislation and ready for everyday use. From assessing the current situation to establishing rules and training your employees, we take care of the complete organization of your archive function.
DO YOU HAVE A CLEAR OVERVIEW OF YOUR ARCHIVE?
Many organizations store documentation in archive facilities, but that does not necessarily mean their archive is properly organized. Documents accumulate, records become outdated, retention periods have not been defined or are not monitored. When you need a document, finding it takes too long, and during a regulatory inspection it can quickly become clear that the archive does not meet all the necessary requirements.
A well-organized archive is about much more than neatly arranged binders. It provides transparency, traceability, control over archival material and compliance with legislation throughout the entire document lifecycle.
ARE YOU FACING ANY OF THESE CHALLENGES?
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.
We do more than simply organize your physical archive. We establish a physical archive management system with clear rules, transparent records and traceable procedures to ensure your documentation can be managed securely and efficiently in the future.
SETTING UP AND MANAGING STORAGE ON YOUR PREMISES
ORGANIZE
the current archive
ESTABLISH
a storage system
IMPLEMENT
the archive function
MANAGE
stored documents
A well-organized physical archive gives you fast access to documents, a complete overview of archived documentation and compliance with legislation. If you do not have employees with the expertise required to establish and manage your archive, we can provide a comprehensive physical archive organization project.
Current-state assessment
We begin by reviewing your archive, archive facilities and the way your documentation is managed. We assess compliance with legal requirements and prepare recommendations for addressing any identified gaps.
The assessment includes:
- suitability of archive facilities and equipment,
- conditions for long-term archiving,
- protection of archival material against damage and loss,
- accessibility of archival material to authorized users,
- assessment of required improvements and investments.
Establishing an archiving system
We physically organize the archive, inventory and classify the material, and establish rules to ensure the archive continues to function effectively in the future.
We establish:
- a complete inventory of archival material,
- classification and retention periods,
- disposal of material whose retention periods have expired,
- an archiving policy and classification plan,
- written instructions for archive management,
- a system for regular disposal and an audit trail.
Implementing the archive function
A well-organized archive stays that way only if employees understand the rules. We therefore transfer the necessary knowledge and introduce consistent procedures.
We provide:
- employee training,
- appointment of a person responsible for the archive,
- consistent organization of all archive facilities,
- traceability of the receipt, retrieval and return of archival material.
Handover for ongoing management
Once the project is complete, you take over the day-to-day management of your archive. All procedures, records and responsibilities are in place, enabling you to manage the archive efficiently in the future.
This enables you to:
- easily file new documentation,
- manage document retrieval in a controlled way,
- prepare material for secure destruction once retention periods have expired,
- keep your archive well organized over the long term.
WHY MIKROCOP?
There is no room for improvisation when organizing a physical archive. With decades of experience, specialist expertise and a proven project approach, we make your archive well organized, compliant and ready for everyday use. Beyond physically organizing the archive, we also help you establish the rules, responsibilities and procedures needed to keep it that way over the long term.
- more than 50 years of experience in document management,
- experts in physical and electronic archiving,
- support in preparing policies and internal documentation,
- the option of subsequent outsourced archiving or digitization,
- comprehensive support throughout the entire document lifecycle.
WHAT DO YOU GAIN FROM A WELL-ORGANIZED ARCHIVE?
Faster retrieval
a clear inventory of documentation and
consistent procedures for all employees
Regulatory compliance
and control over retention periods
for the timely disposal of material
Reduced risk
during regulatory inspections
and external audits
FREQUENTLY ASKED QUESTIONS
How do you organize a physical archive within a company?
Organizing a physical archive involves assessing the current situation, inventorying and classifying documentation, defining retention periods, preparing archive management rules, and establishing the records and procedures required for ongoing maintenance. At Mikrocop, we carry out the entire process as a project tailored to the size, structure and needs of each organization.
When should you consider reorganizing your physical archive?
It is worth considering a physical archive organization project when finding documents becomes time-consuming, records are no longer up to date, retention periods have not been defined, or you want to improve regulatory compliance. Organizations also frequently reorganize their archives before relocating them, digitizing documentation or undergoing a regulatory inspection.
Can you organize our archive without disrupting our business operations?
Yes. We plan the project to minimize disruption to your everyday work. We adapt the activities to your organization and plan the project scope so that employees can continue to access the documentation they need while the archive is being organized.
Can you also help us prepare policies and rules for archive management?
Yes. In addition to physically organizing your archive, we can help you prepare or update your archiving policy, classification plan, written instructions and other rules needed for transparent, secure and legally compliant physical archive management.
What happens once the project is complete?
Once the project is complete, we hand over a well-organized physical archive with established records, rules and procedures for its ongoing management. Where required, we also train your employees to ensure the archive remains organized, transparent and efficient in the future.
Not sure whether your physical archive is properly organized?
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