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Physical Archiving

services

Professional document archiving services.

We streamline time by ensuring quick access to documents. We optimize space through the archiving of physical files.

We handle the entire process of physical document processing and binding in accordance with:

  • The National Archives Law 16/1996.
  • Our team of professionals is qualified to handle even classified documents.

We are authorized by the National Registry Office for Classified Information.

Step-by-step Physical Archiving

We convert your company's needs into a firm order and successfully process it.

ANALYSIS AND OPTIMIZATION

We identify and propose the optimal solution!

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Analysis
of needs
Organizing the archive in a standardized form.
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Identifying the right solution
We verify the types of documents, formats, degree of degradation, and retention periods.
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Adapting the project to your budget
We consider your financial comfort and prepare the best offer.
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Proposing the optimal solution
Based on a rigorous analysis, we propose the most efficient solution in terms of needs, quality, and budget.
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Workflow and final specifications
We centralize and translate your requirements into work stages and allocate the necessary resources for project implementation.

ORDER

Details are essential.

Together, we finalize each stage of our collaboration: contractual conditions and terms, order details, and allocation of a dedicated team.

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Document collection
The documents to be archived are collected by the project team. Processing can be done at either the Zipper headquarters or the client's premises, depending on availability.
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Technical appendices
We provide detailed technical descriptions for each service and document any modifications to the specifications.
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Financial appendices
Any pricing updates are mentioned in the contract appendix.

PROCESSING

Preparation and file assembly.

We comply with the relevant legislation, contractual provisions, and follow step-by-step the required norms and working methodologies. We always know what needs to be done. We rely on extensive experience and a team of professionals. We work according to standardized methodologies and procedures, with a strong emphasis on maximum security.

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Document collection
We ensure the transportation of the documents to our premises for processing.
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Archival nomenclature verification
We ensure that a valid nomenclature exists and that the documents to be processed belong to the mentioned categories.
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Sorting according to the nomenclature
We group the documents based on specific criteria related to the activity and chronology.
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Document
preparation
We check the documents, remove any metallic elements, blank pages, and duplicates.
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File assembly and numbering
We group the documents into files based on topics and retention periods, and assign a number to each page.
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Binding, stitching, and certification of files
We place the documents between cardboard covers, stitch them together, and certify the number of pages included.
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Categorization and inventory
We register files with the same retention period and assign them an inventory number.
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Box
labeling
We create and affix labels indicating the contents of the box (information from the inventory and nomenclature) and the retention period.

REPORTING AND DELIVERY

Transparency and traceability!

We ensure transparency in everything we do, from analysis and ordering stages to the actual processing of your project. You can track the project status in real time, and at the end, you will receive the processed documents.

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Operation reporting
We provide detailed information on the volume of processed documents and the operations performed.
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Delivery of processed archive
We return the processed documents to the client.
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Benefits of Physical Archiving with Zipper

  • Quick access to documents
  • Reduced time spent searching for physical documents
  • Lower storage costs
  • Creation and/or update of archival nomenclature
  • Reduced risk of information/document loss
  • Secure handling of documents
  • Dedicated and specialized support team (sales, client account, IT)
  • Archiving in compliance with Law 16/1996
  • More resources allocated to core processes
  • Specialized consultancy

Why do you need Physical Archiving?

  • According to Law 16/1996, documents must be retained for a specified period of time
  • The archive needs to be organized in a standardized form.
  • Document processing must adhere to specific methodologies and norms
  • Access to documents should be quick and easy
  • More efficient management of the space allocated for storage
  • Documents must be stored in accordance with legal requirements
  • More efficient allocation of internal resources

Download the
Physical Archiving brochure

Talk to a ZIPPER consultant