(Semi)Government agencies work with privacy-sensitive data on a daily basis. Many of these documents have mandatory retention periods, such as: construction drawings, environmental permits, SMO files and other important documents. This is all information that must be kept in accordance with the law and for business operations. Nevertheless, the internal storage of these files entails disadvantages, such as lack of space, inefficiency and limited accessibility. Digitisation and/or external archive storage can be advantageous. You can achieve this with Archive-IT’s solutions.
Digitising for the government
The ideal solution for files that are frequently consulted, required at many different locations and need to be kept for a long time. Archive-IT has a great deal of experience in digitising files. This process is carried out in accordance with legislation and the digital file meets all requirements. Together with you, Archive-IT looks at the wishes and requirements that fit within your organisation, the budget, but also the current legislation and regulations.
In addition to regular documentation, the files of housing corporations often consist of construction drawings, permits, photographs and other unusual formats. As a result, the files take up a lot of space and are not always clear. We offer the solution!
Large format scanning
In addition to scanning the standard A4 format, Archive-IT also specialises in scanning large formats. With our advanced scanner we can digitise documents up to A0 format. Think of construction drawings, (country) maps and blueprints.
Archive-IT has various forms of archive storage, namely: Storage at palet level, Storage at file level and Conditioned storage. In this way, there is always a suitable solution that meets your wishes and needs. Safety and care are the guiding principles of our solutions. Think, for example, of the CO2 extinguishing gas installation and our ISO certifications.
Conditioned storage from Archive-IT offers the ideal solution for placing your valuable archive documents externally! A complete climate control system regulates and monitors all kinds of climate factors. Think of constant humidity and temperature. This climate system also signals when the values do not meet the set standards. This report enables us to fine-tune the values so that they once again fall within the set standards.
Benefits physical archiving
- Improved data security
- Information also available outside office walls and office hours
- No worries about fire, burglary and/or water damage
- Files won’t get lost anymore
Ultimately, everything depends on safe digital access to information. Archive-IT has developed a platform with AIR in which all information, whether physical or digital, can be archived correctly. And even more important: easy to find. Standalone or integrated with your current system.
“The constant temperature, the extinguishing gas system, the humidity and the security are top notch. Because the cartons have different dimensions, it was difficult to store them in our own archive. At Archive-IT, they rebuilt the racks to archive the cartons. That way we don’t have to rebuild anything, that saves us a lot of money!”
“I’ve always said: we’re not going to digitize, because the physical files aren’t readable right now. But our school doctors work on location with a laptop and UMTS card, so the files had to be accessible via mobile phone. The files have been taken over on a 1:1 basis and we were positively surprised that they are extremely easy to read. Really great!”
“The choice for Archive-IT was made after a thorough investigation, in which we weighed different criteria. An important criterion was the ISO 27001 certificate, which stands for information security. “We work with privacy-sensitive documents and Archive-IT has that completely in order”
The municipality of Peel en Maas wanted to improve digital services for internal employees. Read more about Archive-IT’s appropriate solution for this.