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Internal file storage

FILE STORAGE – OPTIMIZE YOUR INTERNAL ARCHIVE WITH RHENUS ARCHIV SERVICES

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.

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THE RIGHT FILE STORAGE WITH RHENUS FILE STORAGE

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.

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OPTIMIZE INTERNAL FILE 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.

INDIVIDUAL SOLUTIONS FOR YOUR INTERNAL DOCUMENT MANAGEMENT

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.

DATA PROTECTION FOR YOUR BUSINESS DOCUMENTS

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.

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YOUR ADVANTAGES WITH

Safety
With our service of internal file storage, we offer you the support of your archive with our security, data protection compliant and risk-reduced.
Professional management
Thanks to our professional document management, you can be sure that your business documents will be stored in your company in a space and time saving manner.
Saving resources
Internal file storage is often resource-intense and time-consuming. With our service, internal file storage becomes more efficient and cost-effective for our customers.

RHENUS FILE STORAGE

Save costs
Proper file storage can be very expensive. Therefore, trust a professional who will take the load off your shoulders. We help you to store your files internally – as efficiently as possible.
Certification
All our processes are certified according to ISO 9001 and ISO 27001.
Access control
With our access control and documentation, internal company resources are saved and audit-proof file storage and retention is guaranteed.

QUESTIONS AND ANSWERS ON INTERNAL FILE STORAGE WITH RHENUS

Why is correct file storage equally important internally?

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.

How should files be stored?

The following requirements must be met for optimal storage in your archive or for the room in which the documents are stored:

Quality ventilated and insulated
No temperature fluctuations above +/- 1°C
No direct sunlight
Access protected
Lockable
Permanent monitoring
Fire protection measures are in place

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.

What needs to be considered when archiving?

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.

What files need to be kept?

The following documents are increasingly affected by the statutory retention periods:

Bills
Receipts
Contracts
Documents
And many other documents

When can files be destroyed?

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.

In-house file storage

Efficient with the help of Rhenus Archiv Services.

info.ros@rhenus.com