Archiving Management

The perfect cooperation for your file transfer

Files, files... we have to struggle with them more than ever. They have to be safely stored and yet be accessible at any moment. Great, that there are experts for it: SJG covers all areas of physical and electronic archiving up to document management with automated workflows. Out of one source, from consulting to implementation. Careful and reliable according to the BDSG (Federal Data Protection Law), with qualified staff, most modern technologies, highest quality and safety standards for more than 10 years. For a fair service fee. Without any disturbance of your operations.

File storage

80 - 95% of all documents still are on paper today. Get rid of these confused piles of paper!

Intelligent archiving optimises your business processes, saves space, staff and material costs, guarantees extremely fast access and more safety.

We offer you:

• Archiving of your files in SJG archives or with you on-site
• Organisation according to order and law structures
• Sorting and categorising according to industries and BDSG retention period
• Creation of a database with the individually required contents
• Access to and search in this database with CD/DVD, by means of Intranet or Internet solutions
• Temporary storage during relocations in the archives of SJG

We guarantee you:

• Optimal storage
• Safe delivery of your outsourced original documents within a shortest time in Germany and within 24 h in Europe.
• All employees
  • have been trained and instructed
  • are bound to the Federal Data Protection Law and to banking secrecy
  • the official Certificate of Conduct is available
• Detailed written working instructions
• Complete documentation of incoming and outgoing files
• Multi-level quality management
• Automatic information about the end of the retention period
• No risk of fire, flooding, burglary and theft

Archive organisation

SJG reorganises your archive in terms of a strategic quality management according to the principles of orderliness and lawfulness. Thanks to our elaborate and flexible concept, we integrate the archiving and retrieval of long-lasting documents into your business process.

Within the scope of a process analysis, we detect group-constrained solutions and multi-tracks, develop jointly with you compatible and consistent folder structures and see to it that your archive is available for evaluation and optimisation purposes at any time.

SJG offers you:

• Rationalisation of up to 25 % through a locigal and fast access per consistent systematisation, indexing and creation of a central information office.
• Archive planning, assembly, disassembly, modification and rearrangement in your company
• Sorting and classification according to sectors and BDSG retention periods
• Indexing of records relevant for documentation – on storage media
• Disposal of aged files according to the Federal Data Protection Law (BDSG)
• Optimal mix between internal and external archiving
• EDP - administration of the files in databases, which you can access with CD/DVD, Intranet or Internet according to your requirements.

Archive management

On-site management of your company archives by SJG.

Our lasting responsibility and comprehensive risk assumption ensure the consistent systematics, the availability of the archive contents, the data security and the preservation of operational readiness.

In addition to that, the relief of the unloved archiving tasks fosters the commitment of your employees and enhances the working atmosphere.

Our services for you:

• Fiducial storage and administration according to the law (BDSG)
• Warrented archiving according to the approved stuctures
• Process optimisation
• Maintenance and database management
• Errands in case of decentralised archives
• Destruction of files after expiration of the retention period and release by the principal

We have already implemented this consistent concept of a process integrated archiving several times in groundbreaking projects. Thus, we could substantially lower the total cost of our clients. .

File destruction

We take care of a professional and safe disposal of your files according to the legal regulations.

• File disposal according to the law (BDSG) and environmental regulations
• File and document disposal protocol according to the law (BDSG)
• Well-preserved folders are emptied and returned to the principal.

Building up an archive

One of the largest German service providers gave us the order to plan, structure and build up an archive with a data base of several 10,000 files.

In consultations with the individual departments we prepared a performance specification orientating itself towards the organisational structure and the schedule of the enterprise as well as the administration of the archived materials to be stored that we defined together.

In accordance with the requirements of our customer an economical clip-together shelving was planned, designed and installed.

This was followed by a re-organisation of the entire archiving process. Subsequently the files were acquired in the SJG database and stored in the archive in accordance with the new structure.

Upon the completion of the project we received from our customer a letter of thanks:

“Thanks to your help and your great personal involvement we now have access to an archive as it did not yet exist in our company in this form and quality. It was very remarkable to witness how you succeeded in building up an exemplarily well-ordered and well organised archive from an unsorted mountain of cardboard boxes full of files.”

Archiving in the SJG Storage Area

For our customer, an international provider of communication solutions, we take over the archiving management and the storage of several 10,000 records.

For this purpose we programmed for our customer a specific database containing all the information that is relevant for him.

We offer our customer a high security standard. All the work coming up during the archiving process is carried out by SJG employees who are obligated to the Federal Data Protection Law and the banking secrecy. Our archives are protected and checked according to German and American standards. The records are insured against fire and water damages as well as against theft.

The records were examined and labelled at the company on site in accordance with the criteria jointly laid down.

After the indexing the records were sorted and transported into the SJG archive. Here the records were entered into the prepared database and stored.

Then this database was handed over to our customer and the relevant employees were introduced to handling and function.

The supervision and maintenance of the database is carried out by SJG.

An update of the database in its current version will be regularly handed over to our customer. Thus the customer will have at any time the opportunity to search for records and inform itself about the lending status.

The collection or return delivery of records from and to authorised employees is carried out within 24 hours in Germany and Europe.

At the end of the year our customer will receive a list of the records that could be destroyed. After the release by the client we shall prepare a destruction protocol and a relevant note will be taken over into the database. The destruction of the files is carried out in accordance with sect. 32 Federal Data Protection Law. Well preserved standing files will be emptied and returned to the company.

On account of this efficient archiving management our customer is able to minimise its archiving and storage costs and at the same time have fast and safe access to its documents and records.

Archiving in roller-type shelves

Within the framework of space optimisation measures SJG at a large international compay moved the legal archive from the office premises to the basement. This concept made it possible to make room for new office spaces.

In order to place the legal files saving as much space as possible the company SJG designed a roller-type shelf archive. It was built in within 2 days and subsequently newly structured and archived within two weeks.

In this connection our customer saves time for picking out files and costs for expensive office space. On the basis of the use of the basement space as archive rooms the efficiency of the space is increased.