expand_less
EN
DE
LocationsAbout usCalculatorRetention periodsData protection conceptContactNews & Media
close
DEEN
External file archiving arrow_forward
arrow_back Back
External file archiving
External file archiving Overview
Climate-neutral Archiving
Bankruptcy - Archiving files
Active File
Scan-on-demand
High-security archives
Archivsystem
Internal file storage
Samples and retention samples arrow_forward
arrow_back Back
Samples and retention samples
Samples and retention samples Overview
Archiving according to GLP
LONG-TERM STORAGE
Storage Solutions
LocationsAbout usCalculatorRetention periodsData protection conceptContactNews & Media
External file archiving
homechevron_right External file archiving
arrow_backFile archiving
keyboard_arrow_up
keyboard_arrow_up

FILE ARCHIVING – EXTERNAL STORAGE OF YOUR DOCUMENTS AND FILES

Due to legal requirements, companies as well as the public sector are obliged to keep almost all documents that are created during business processes. External file archiving is the most economical and secure solution for all other operational processes, because file storage has become an immensely costly task - if you have to do it alone. With external file archiving from the certified Rhenus Archiv Services, you can conserve your valuable resources and concentrate on your core business. We make sure that you have your most important documents available quickly and that the retention periods are adhered to. This prevents valuable space from being lost due to the storage of old, unused files. So avoid the everyday waste of time searching for your documents and benefit from the know-how of a professional document logistics specialist. Through the external archiving of files subject to retention, you can optimize your document management.

Manage externally stored files quickly and securely 

Through our Business Networking Platform, you can quickly and easily request cardboard boxes, documents or files or view them throug our Scan-on-Demand Service.

  • What is the Business Networking Platform (BNP)?

Our BNP is the web-based Rhenus research tool that allows you to easily manage your documents and files.

  • How does the BNP work?

For external file archiving, each customer receives their own log-in. This will allow you to request the files you need. If there is no urgency, you will receive the requested files from our courier driver within the agreed service time. However, if you need immediate access to certain files, you can request it on the BNP. An archive employee selecte the relevant documents and scans them for you. Now you can view the requested documents on the BNP at any time. If you already know at the time of conclusion of the contract that you need certain documents on a regular basis, we can scan them for you during data entry and make them available in the Business Networking area. As a result, you can save not only time, but also costs and the legal retention periods are still compled with.

 

contact us

book an appointment now

our certificates

FILE ARCHIVING – THE BASIS OF ANY DIGITIZATION STRATEGY

Within an internal archive, it's easy to lose track of your files, especially if the filling cabinets get too full, there is no more space in the basement and there is no real system behind your file storage. Most customers immediately think of digitizing all documents that are subject to retention.
But is this the right and most effective approach for a properly maintained and set compliant archive? 
The following checklist will help you decide: File archiving or digitization?

  • You don't need access to every document regularly. However, some documents may not be destroyed due to the retention period. 
  • You want to be cost-efficient. Physical archiving is the more cost-effective solution.
  • Documents may only be archived digitally if the GoBD is taken into account. What needs to be paid particular attention to here: If you receive a document, e.g., an invoice, in paper form, you can scan it and archive it digitally and have to print it out for a variety of reasons, the analogue storage of these documents is not permitted. This results in a considerable effort for the set compliant destruction of individual documents.
  • Our Scan-on-Demand Service gives you the option of having only regularly used documents scanned. The remaining documents are securely archived in our high-security warehouses. You can use this service during the entire duration of the contract, so you can have important documents digitized afterwards if you da have to use them.

If you are still not sure which solution is most effective for you, we will be happy to advise you during a free initial consultation!

 

ARRANGE AN INITIAL CONSULTATION NOW

THE ADVANTAGES OF EXTERNAL FILE ARCHIVING

  • Saving resources
    Proper file storage can be very time-consuming and expensive. Therefore, trust an external professional to take care of your file archiving. This allows you to focus completely on your core business and save costs efficiently.
  • Highest security
    In our security archives, we offer the highest level of protection for your files and documents. From fire protection to burglary protection, everything is taken care of in our high-security archves to ensure that your files are archived securely. Consistent compliance with data protection in accordance with article 32 GDPR is guaranteed at all times in all processes. 
  • Represented nationwide
    We are represented with our locations throughout Germany and Europe. No matter where you want to store your files with us, we are always close to you. This allows us to quickly provide you with your documents physically.
  • In-house courier drivers
    Rhenus Archiv Services has its own courier vehicles, which can be tracked by GPS. In this way, we guarantee constant security, even during the delivery of your files. In addition to the service, we also send you the files via the CEP service provider. 
  • Best Practice
    Our decades of experience are trusted by more than 2,000 customers. Every day we show that file storage is our core competence. 

 

CONTACT US

CARBON-NEUTRAL ARCHIVING

Sustainability and resource-saving action are becoming increasingly important and affect every industry. We want to contribute to this and are now offering our services in a climate-friendly way.

In the case of carbon-neutral archiving, various climate protection projects are supported through compensation payments. The emission compensation and the associated provision of services are made available to the customer by means of a certificate from Climate Partner GmbH and transmitted to the client.

OUR SERVICES FOR EXTERNAL FILE ARCHIVING

Individualized Access

You have stored your files in our security archive and now need a document or file for further processing? No problem – even after archiving, your documents remain accessible to you at all times via our internet-based Business Networking Platform (BNP). With our Scan-on-Demand Service, we can provide you with your files in digital form. But you can also access your files physically. We deliver your files to you by courier or with our own deliverer.

High-security archives for guaranteed protection

Our certified high-security archives are subject to the strictest security regulations. We offer absolute transparency in your document and file holdings through a state-of-the-art archiving system hosted in our own data center in Germany. Every file movement is recorded in the archiving system in an audit-proof manner, so that the status of the file can be traced at any time.

Retention periods in view through the external archiving of files and documents

After expiry of the statutory retention periods, we will also take over the destruction of the documents with your consent. At least once a year, we determine which documents have reached the date of destruction and propose them for document destruction. The destruction is carried out in accordance with the Federal Data Protection Act and in accordance with DIN 66399, protection class 2 - security level P3. After destruction, you will receive the corresponding certificate as well as the so-called weighing slips from us.

 

YOUR MOVE TO OUR SECURITY ARCHIVE – THE PROCESS

After you have carefully labelled your files and documents and stowed them in Rhenus boxes, our courier driver will pick up the boxes from you.
Your files will now be safely transferred to one of our high-security archives. As soon as your boxes arrive, trained employees take over the data entry into our archiving system. Depending on the agreement, the files as well as the boxes are given a unique identifier by barcode. This code is used to link the files directly to the storage location.

If you need help with the preparation and storage of the files, we will of course be at your side.

TO THE CONTACT FORM

QUESTIONS AND ANSWERS ON FILE ARCHIVING

As an archiving service provider, we store all documents and files for you. In addition to archiving, our services also include the management of documents and support in setting up a legally compliant archive at your company.
In addition, we specialize in the storage of samples and retained samples, as well aslong-term storage and warehousing.

When it comes to archiving data media, we also offer you comprehensive solutions for almost any type of data media. Regardless of whether it's about electronic backup media such as data tapes, MODs, WORMS, CD-ROMs, DVD-ROMs or even microfiches and microfilm: We guarantee the highest degree of security when it comes to storage. We prevent data loss, theft and improper storage through certified data media archiving. Your data media are collected on a regular basis, even daily if you wish. Storage takes place in air-conditioned and fire-protected zones of our security archives. Transport takes place in neutral, air-conditioned vehicles. Data carrier archiving is the perfect complement to external file archiving.

Rhenus employees are at your disposal to take over and record the archival material. You pack your files and folders in archive cardboard boxes and take over the recording of the archive units (files or boxes). Alternatively, these work steps can also be carried out by your own employees.

Recording at your site has the great advantage that any clarification cases that occur can be treated immediately. Your documents will be packed in standard Rhenus cardboard boxes "large" or standard Rhenus cardboard boxes "small". All cardboard boxes and barcode labels are available from us. For the anonymized storage of sensitive documents in the security archive, we supply you with barcoded seals for the cardboard boxes.

The data can be recorded on a single file basis or on a cardboard basis. In the case of individual file entry, each file is provided with a barcode and displayed on the basis of predefined entry fields, e.g. File ID, carton ID, cost center, department, table of contents, etc. on target. The fields can be customized by you. We then transport your documents to one of our security archives by means of a security vehicle. It is possible to protect the vehicles from unauthorized access by means of seals during transport.

Even after they have been stored in one of our security archives, your documents remain accessible to you at all times via our Internet-based Business Networking Platform (BNP). All authorized employees can use an encrypted Internet connection to research the archive holdings released for them and order or record archive units. After you have ordered an archiving unit online, an order is created in our archiving system at the same time. An archive employee researches the storage location in the archive and provides the documents for transport. The request is made on the basis of the pre-agreed service levels, e.g. delivery within four hours, delivery within 48 hours, delivery as part of a daily tour or self-collection.

Your files can also be accessed via "scan-on-demand". This means that we provide you with the requested documents digitally. The data is made available via a Rhenus SFTP server, by e-mail with an encrypted system or via our online archive "TotalDigital".

We are specialists in the storage of sensitive business records and documents worthy of protection. This includes, in particular, documents with personal social data.

Personal data requires special data security. They must be protected against unauthorized access, modification or loss at all times, especially during file archiving within the framework of the statutory retention periods and subsequent destruction. That is why we are generally guided by the BSI baseline protection and have been certified according to ISO 27001 for this purpose.

The handling of personal data is defined by law. All other sensitive, confidential, internal data and documents must be evaluated according to their quality. Depending on the classification, the corresponding measures for file archiving are derived from this. Together with our customers, we develop specific data protection concepts tailored to their requirements. It doesn't matter whether it's editing, storing or destroying data in digital form or on paper.

The IT-Grundschutz standards were developed by the BSI as recommendations on methods, processes and procedures in order to be able to guarantee data security within an IT system. In order to achieve this goal, the BSI defines technical security measures as well as infrastructural, organizational and personnel protection measures. So far, the German Federal Office for Information Security has defined four IT-Grundschutz standards:

  • BSI Standard 100-1: Information Security Management Systems (ISMS). The first BSI standard sets out all the requirements for an information security management system. These are based on the ISO standards of the 2700x family and contain all the terms and principles necessary to meet data security.
  • BSI Standard 100-2: IT-Grundschutz approach. The second BSI standard describes how all requirements can be used in practice. The organizational structures for information security are defined more precisely and assistance is provided in the implementation of the security concept. In addition, the standard specifies how information security is maintained during operation. The IT-Grundschutz approach also offers information and practical examples for the technical implementation of the IT-Grundschutz standards.
  • BSI Standard 100-3: Risk analysis on the basis of IT-Grundschutz. The third BSI standard describes the more detailed procedure for integrating a risk analysis for systems with higher security requirements.
  • BSI Standard 100-4: Emergency Management. The latest BSI standard describes which processes and documentation are required for emergency management. The aim is to increase reliability so that all business processes can be resumed quickly in the event of a failure. If a company succeeds in successfully implementing these standards, it receives an ISO/IEC 27001 certificate.

Store your files – simply and efficiently.

Contact us now!

+49 800 100 41 68 info.ros@rhenus.com