Digital conversion

Storage and Management

Document archiving insures a centralized system insuring correct inventory, integrity, security and confidentiality of information regardless of the size or type of an organization.

Outsourcing archiving services to a specialized partner implies reduction of cost and increase in productivity and streamlining of business processes.

20% of an employee work hour are spent on searching or organizing an archive. In an organization of 20 employees time necessary to search for documents in equal to 4 full time employees who instead could be occupying with their productive tasks.

Externalizing archiving services will directly decrease and optimize organization’s financial and human resources.

Moreover, outsourcing will mitigate risks related to laws with regards to circulation of documents with personal data and free flow of information.

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Consulting

In Romania archiving services are subject to certain laws and norms which, are enforced by the appropriate authorities: National Archives, MCSI and other public institutions.

As part of our services we will evaluate an archive free of charge and consult potential clients on the possible legal and organizational risks as well as creation of archiving nomenclature.

Based on the initial evaluation, we will suggest the best course of action for archive conservation and future organization.

Once an organization contracts our services, it will have at its disposal dedicated archivist who will suggest the most efficient solutions.

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* DAS consultants will visit your place of business and explain the archiving process as well as present technical and legal implications.

Archive Repository

Internal document storage solutions can not completely protect you against physical damage, disasters, sabotage, unauthorized access, or theft.

DAS Repository is compliant with all legal standards and regulations in place in order to protect documents against any risk factors. The internal processes and security measures in place are designed to prevent any hazardous occurrence.

DAS Repository insures optimum conditions for safe keeping of documents:

  • Temperature between 15 and 24 degrees Celsius.
  • Humidity between 50% and maximum 60%
  • Electronic sensors monitor and record temperature and humidity every 5 minutes
  • No direct sun lights
  • Metal modular racking system made from inflammable materials
  • Permanent anti-burglary and fire detection (alarm, smoke sensors) 
  • Two fire extinguishing systems: automatic and manual (internal and external hydrants and carbon dioxide extinguishers)
  • Monitoring, human guard and rapid intervention in case of burglary or fire with dedicated, specialized teams and non-stop surveillance
  • 24/7 CCTV surveillance of all access and storage areas
  • Secure access to each area strictly regulated by the internal policies, access to authorized personnel based on personalized magnetic cards
  • Archived documents can only be consulted at the client’s or accredited institution request.
  • The exact location of the boxes and their content in the warehouse will be known only by consulting the ARHIVO application and only by authorized DAS staff
  • DAS staff are forbidden to retrieve documents from the warehouse, consult them or any other type of operation without the customer’s request

ARHIVO®

Archiving services are backed by the ARHIVO® application that provides information security and digital access to stored documents in less than 15 minutes.

ARHIVO® is a hybrid application for document management and archives. It allows real-time access to documents and metadata through a secure and user-friendly platform.

Access to the application is online, and is only available to authorized users, based on user name and password.

ARHIVO® main advantages:

Digitally searches stored archive and identifying documents.

Send requests for delivery of documents from the archive.

Requesting scanned documents which are uploaded into the application within 15 minutes from the requested. Documents for which electronic delivery is requested will remain archived in the client’s account for future access.

Automatic life-cycle notification of archived documents.

Requesting:

  • document retrieval
  • delivery of original documents

Box content can be created by the customer, thus reducing costs

Ordering consumables (archive boxes, seals, etc.)

Full review of the history of orders, scanned documents, and archive status (weather they are at DAS repository or at the client’s premises).

Transportation

Transportation service is secured by DAS personal fleet of vehicles, specialized personnel and respecting all the safety standards.

For full control and safety of transport, our fleet is made up of new vehicles equipped with GPS tracking so that we know their location at any time and we can monitor their route.

DAS transportation team takes over responsibility for the documents as soon as the delivery and receipt minutes are signed, during transportation and until arrival and reception in the repository.

DAS transport team collects full boxes, delivers empty boxes and delivers original documents from the archive within 24 or 48 hours.

All operations are recorded and tracked for full document audit and security.

Secure document destruction

Secure document destruction is done in compliance with applicable law as well as security rules for personal information and data.

Documents which lifecycle has ended will be removed from the archive only after the inventory selection, approved by the archive owner and the National Archives.

The actual transport and destruction of documents is done under the supervision of qualified and accredited personnel and is completed by signing a record of the amount of paper destroyed. The actual destruction process can be assisted, upon request, by a representative of a customer.

Document scrapping is done in partnership with authorized paper recycling companies

The secure destruction process can be requested for both DAS archives and special projects.

Retention periods of documents according to the current legislation in force:

  •  5 years – supporting documents (eg: receipts, stockpile, payment order, travel order, etc.)
  • 10 years – accounting records and the supporting documents underlying the records in the financial accounts
  • 50 years – wage payers
  • 90 Years – Notary and Judicial Documents100 years – medical documents, civil status documents