Every day, a wide variety of documents and records are needed to run a company.Therefore, the safe, correct and quickly retrievable sorting of these documents is important. Due to legal retention periods, files and documents must be preserved, even if they are no longer used. To ensure that you store your business documents securely, Rhenus Archiv Services supports you in optimizing storage on your premises. This allows you to store your documents in an audit-proof manner and without outsourcing.
When it comes to internal file storage and retention, we optimize your file storage system and adapt it to the on-site operations. This ensures that your files are kept safe.
Take advantage of the Rhenus file storage service and store your files in a cost-efficient and resource-saving manner.
Do you have enough space to securely store your files and documents internally, but need support with proper file storage and a file retention system to protect your files from unauthorized access and still find them quickly?
After optimizing your internal file storage with Rhenus Archiv Services, you can be sure that you will find your files in a well-sorted manner and that only authorized personell will have access to them. We guarantee the security of your files at all times!
If you notice that you either have too many old, unused documents, that there is no longer enough space in your in-house archive or that you want to outsource files and documents that you do not need every day, we will be happy to support you!
And best of all, thanks to our prior optimmization of your internal archive, the effort for external file archiving is much lower, since the barcoding of your files and data entry have already been caried out and entered into our Business Networking Platform. For instance, for the external archiving of your files, we only have to pack them in Rhenus boxes and transport them to one of our high-security warehouses.
Rhenus Archiv Services has more than 25 years of experience in information and document management for companies of all sizes. So benefit from our experience in the field of internal file storage and preservation and reduce your administrative effort. By combining outsourcing with internal document archiving in-house, you increase the efficiency of your document management enormously.
We provide you with all the services of secure file storage – from the provision of the infrastructure to the takeover and operation of archives and registries in your company. In the area of internal file storage, Rhenus Archiv Services specializes in the optimal utilization of storage space and the secure sorting of files. Thanks to our expertise in file archiving and storage, we can build not only an individual, but also an ideal file storage system for you, thus making your work more efficient.
Together with our customers, we develop specific data protection concepts tailored to their requirements. This is because 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.
Why is correct file storage equally important internally?
Company documents often contain internal information that must not be leaked to the outside world and also personal data that must be protected under the GDPR. Therefore, access control must also be guaranteed for internal file storage, because not every employee is allowed to have access to every document in the company. If a data breach occurs, the fine can be up to 20 million € or, for companies, up to 4% of global annual turnover. It is then decided by which amount is higher.
We therefore recommend that you carry out internal file storage with Rhenus Archiv Services. Thanks to our expertise, we can guarantee you data protection-compliant storage.
The following requirements must be met for optimal storage in your archive or for the room in which the documents are stored:
If you are unable to meet these requirements with your internal archive, you can make use of our external file archiving service. We have several high-security archives throughout Germany that are equipped with state-of-the-art security technologies.
In general, when archiving, it must be ensured that there is clear documentation of who viewed which document and when. Your business documents must be traceable and accessible at all times.
The statutory retention period also stipulates that the documents are still legible even after the deadlines.
The following documents are increasingly affected by the statutory retention periods:
Files and documents may be destroyed either after six years or ten years according to the respective statutory retention period. Patient records and certain products, for example, have a retention period of up to 30 years. In our Business Networking Platform, the date of destruction of the files and documents is recorded so that the legal retention periods can be complied with and the documents can be destroyed in accordance with the law after expiry.