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.

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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

• 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. 

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.