Who can keep documents in the archive of SDA– Servicii de Depozitare și Arhivare SRL?

Physical persons and legal entities, regardless of the property form and organization, carrying out their activity in Romania and abroad can maintain documents in the archives of SDA – Servicii de Depozitare și Arhivare, provided the conditions of the national and international lesgislation are met.

Why is the outsourcing of the archive and archiving services to SDA – Servicii de Depozitare și Arhivare SRL necessary?

Outsourcing the archive and the physical or electronic archiving services is recommended for:

• Reducing the costs with archive space, and also for an increase in profitability of using the space by changing its destination to profit generating activities;
• Teamwork improvement by reducing the time for finding and sharing documents;
• Ensuring a higher security and safety level for keeping documents;
• Document storage and archiving under the conditions imposed by the applicable legislation and norms in the field of archiving and organizing archive storage spaces.

What are the costs involved with storing the documents in specialized storage spaces of SDA – Servicii de Depozitare și Arhivare SRL?

In principle, the costs involved are adjacent to the stages of adequate archiving and storage of the documents. Thus, we find costs related to the preparation and archiving of the documents, costs linked to their taking over and handling, costs regarding storage and making available the archived documents. Due to optimization and specialization of the services of SDA – Servicii de Depozitare și Arhivare SRL, the total amount of these costs is much lower, sometimes up to 50% lower than the costs generated by individual administration of the archive. Each individual client is a particular case, and the exact costs can only be determined following a pertinent and free of charge analysis, conducted by the SDA team. You can contact us for an analysis, you have nothing to lose!

What can be archived and stored in the spaces of SDA – Servicii de Depozitare și Arhivare?

From the material point of view, given the physical and electronic character of the SDA archive, physical and electronic documents can be stored in it, which are not hazardous to the health and the environment. There are no restrictions regarding the categories and the types of documents which can be archived.

Which is the minimum and maximum quantity of documents stored?

The minimum quantity of documents to be stored in the SDA archive is of 12 archive boxes, documents in A4 format. There is a possibility to store less documents, but this is the minimum invoiced quantity. There is no maximum quantity for storage.

For how long can documents be kept in the SDA archive?

The conservation time for documents is stipulated in the applicable legislation for each category and document type. Following the analysis conducted by our team, the conservation time for each document of the archive will be determined. The conservation time can reach and go beyond 100 years. The document storage and archiving logistic units are especially designed and fitted to guarantee reaching such conservation periods, with no major implications. There is no doubt that the newest technologies, already integrated, and the future technologies for which SDA shows availability for integration, will increase the long term safety and the use of the archive, by offering optimum conditions of storing for your documents. In our field it is essential for us to be informed about the newest technologies and always ready for a new step towards the future.

How is the traceability of your documents provided for?

For the management of the archive, SDA – Servicii de Depozitare și Arhivare SRL uses specialized software and hardware systems. The archiving units are boxes, files and documents. The on-line registration and following up of the orders, even by you, and a tracking system based on the barcode technology transparently ensure traceability and history of your documents.

How can the documents from the SDA archive can be consulted?

Regardless of the material condition of the document, whether physical or electronic, the registration of an on-line order for processing the request is necessary. This order can be registered by you or upon request by an operator. The request to the operator can be sent by e-mail or fax. Consultation requests cannot be sent by phone or other applications. Once the request registered, following a confirmation or approval, according to the conditions for making available documents, you get access to the requested document. You can also use our service for “Fax or e-mail transmission”, where the physical document is scanned and securely sent to you by the SDA operator.

How is the safety of your documents ensured?

The SDA storage spaces from Brașov and Bucharest are equipped according to the newest requirements and norms in the field of archiving. All is automated, starting with fire prevention and extinguishing, 24/7 video monitoring installations, access control and up to humidity and temperature control. Access to electronic information and documents takes place through secure connections based on a password or an access token. Moreover, all documents stored in the SDA archive are electronically signed for ensuring they remain unchanged and authentic, and for hindering unauthorized access to the information contained.

What is document selection and how is it carried out?

Regardless of the material form of the document, upon the expiration of the conservation time, the document can be destroyed. The operation of identification and highlighting of documents with conservation time coming to an end is called selection. The archive management system will periodically send the list of documents undergoing the selection procedure.

What happens to selected documents?

The electronic selected documents, beyond the conservation time, will be deleted forever from the electronic archive, freeing the storage space. For physical selected documents, SDA – Servicii de Depozitare și Arhivare will make available the “Secure destruction and shredding of the documents”, followed by the ecologic recovery of the resulting residues, according to the environmental protection norms.

How can I see the offer of SDA – Servicii de Depozitare și Arhivare SRL?

Couldn’t be easier! In order to receive our offer, all you have to do is contact us.

Request details!