Document Archiving

Document Archiving – storing documents and files

Documents are an essential part of every company’s workflow. Proper storage and archiving are crucial for complying with legal retention requirements. In addition to traditional paper documents, digital data has become increasingly important. However, physical documents remain a significant component in many offices and companies.

Outsourcing document storage

Some companies outsource their archiving needs, entrusting this task to specialized archiving service providers. These providers offer dry and secure storage spaces for long-term document preservation. However, outsourcing is not always the ideal solution, especially in situations where quick access to documents is essential or when dealing with confidential files.

What is Document Archiving?

Document archiving refers to the storage and organization of documents and files, such as medical records, contracts, or receipts. The goal is to be able to retrieve them quickly, easily, and efficiently. Professional archiving ensures that documents are kept safe, organized, and in compliance with regulatory requirements.

Storing documents on shelves – a traditional solution

The classic solution for file storage is using archive shelving. These allow a large number of files to be stored vertically in relatively small spaces. While this solution is cost-effective, shelving involves considerable effort, especially in large archives:

• Time-consuming: Searching for and retrieving a document can take a lot of time.
• Organizational challenges: Shelves must be carefully organized to ensure efficient document retrieval.
• Space: Traditional shelving takes up a lot of space, making it unsuitable for offices with limited room.

Hänel Rotomat® – The Smart and Ergonomic Solution

An efficient alternative to shelf storage is the Hänel Rotomat® intelligent storage system for offices. This is an ergonomic, compact, and flexible system that integrates files and documents directly into the workflow.

Benefits of Using Hänel Rotomat®:

• Space-saving: The "paternoster" principle of the Hänel Rotomat® allows vertical archiving of a large volume of documents within a small footprint.
• Security: The system protects documents from unauthorized access.
• Time-saving and ergonomic: The "goods-to-person" system automatically brings the requested file to the retrieval point, significantly reducing search time. This eliminates the need for employees to search through shelves, improving workplace ergonomics.
• Flexibility: Hänel Rotomat® offers a variety of storage options, including standard folders, hanging files, or card files.

Sistemul Hänel Rotomat® The Hänel Rotomat® system for offices represents a modern and efficient solution for document storage and archiving, offering optimal management, security, and ergonomic benefits..