Extra-safe external storage and service systems for traditional and electronic records

The documents entrusted to our custody are stored in our own (not leased) archives rooms secured by the most modern fire protection and anti-burglar systems. Electronic information recorded on any data carriers is stored in specialist fire-proof cabinets tested and certified to meet the standard VDMA 24991/EN 1041-1. The documents can be made available on the spot (in a specially designed room), delivered directly to the Client's office within two hours of placing the order or sent electronically. All instances of accessing the records are registered in a computer database. All our employees are obligated to keep official, trade and state secrets. The documents entrusted to our custody are insured with the insurance company Towarzystwo Ubezpieczeniowe "Warta".

Picking up the documents at the client's office

• Delivering empty archival containers to the client
• Fixing a pick-up date convenient for the client
• Picking up the documents from any place in the whole country
• Possibility of sealing the containers to keep the contents secret
• Preparing and signing the records hand-over report

Cataloguing the documents

• Determining (together with the client) the optimum form of indexing the records
• Determining the precision level of the index and the Association database search criteria
• Fixing the mandatory retention period for the records

Placing the documents in the archive, registration

• Using bar codes for managing the archive
• Registering the containers with records in the Association storage system (registering the position of the container in the archive)
• Entering the information on container contents into the Association database
• Sending the confirmation of records registration to the client

Providing access to records (24 hours a day)

• Delivering the indicated container with records or the indicated records to the company's office
• Providing access to the records (free of charge) in an accordingly equipped room (photocopier, scanner, computer)
• Sending scanned images of documents electronically
• Sending documents by fax

Destroying documents

• Sending the list of noncurrent documents to be destroyed to the client for approval
• Preparing the documentation required for initiating the formal procedure of destroying records
• Destroying the records
• Confirming the completion of the service

Security

• Burglary and robbery alarm systems
• Fire alarm systems
• 24-hour monitoring and physical protection
• Closed-circuit television
• Registered control of access to archive rooms
• Insurance policy providing extensive cover for civil liability for damage to stored property and for contractual liability
• Computer control of access

Additional services

• Storing electronic data carriers in fire-proof cabinets
• Creating electronic archives (scanning documents)