Brasov Warehouse - Head Office
96A, 13 December Street, Brasov
Document archiving involves a complex process of institution, sorting, ordering, binding, numbering, inscription, and inventory of the documents transferred for processing. The operations will be carried out systematically, with specialized personnel. Outsourced archiving is a practical, economic, and safe solution for managing the company’s documents and quickly and easy accessing the processed documents.
SDA – Storage and Archiving Services is observing all norms imposed by the applicable legislation. Counseling and advice regarding document archiving are services we offer to partners and potential clients in order to find the ideal solution for each and every project.
We are offering the service through which you will obtain the instrument which is arranging the work flow of the documents and is orienting the entire subsequent organization of the archiving activity, by setting the retention time for each created document.
Grouping documents based on an archiving list is important for:
First, we arrange the archiving units in chronological order and/or based on other criteria, depending on the particularities of the activity: alphabetically, on the document type, retention time, etc.
Correct arrangement of the archive allows for subsequent storage, consultation and selection operations to be carried out easier. The importance of this operation lies in the easy identification of the documents with expire retention time, when reaching the deadline.
Once the documents are arranged, they are reunited in the agreed upon format, for easier handling.
In order to ensure the physical integrity of the documents, they are bound in cardboard binding, in units with no more than 250-300 pages.
Each page of the file, regardless of the size is numbered in the upper right corner, in chronological order. The number of pages of the file is certified on the back cover, on the inside.
Through this operation, one can have a clear image of the volume of archived documents.
On the cover of the file appear: the name of the unit and the generating department, file number in the inventory, year, list code, start and end dates, number of pages, volume and retention time.
Information agreed upon may be generated in form of self-adhesive labels applied on the cover and the shelf back of the file.
As a preliminary stage before storage, we are generating an electronic document with the necessary information for the administration of the documents from the processed archive.
For optimum traceability, each inventory element receives a barcode associated with the storage box where the file will be inserted.
Once recorded, the files are inserted in specially designed boxes, observing the principles of sequencing and based on the inventory for storage.
Along with the physical safety, the document boxes can be easily handled during the transport to the storage location pointed by the internally developed application – Bugsman.
Is establishing the importance of the documents depending on the retention time, and the archiving law is deciding about keeping or eliminating them for good. The documents have different conservation times, starting from 3-5-10 year to longer periods of 30-50-75 years, and permanently. The retention periods are set depending on the scientific value or the practical usability of the archive.
For correct sorting, the examination of the entire archive and of the inventories is necessary, regardless of their typology, eliminating the risk of destroying documents, which cannot be recovered.
96A, 13 December Street, Brasov
A1 Bucharest – Pitesti, km 13, Ilfov
