Secure keeping of financial accounts
Despite the fact that most finances are now processed entirely digitally, many organizations still have the remnants of a paper financial archive. Usually, this archive is scarcely needed anymore, but must still be kept for 7 or 10 years according to the legal requirements. And in the meantime, it’s taking up expensive and unnecessary office space.
If the office is moved or given a new lay-out, this space problem can become even more critical. It’s a great time to think about a solution for those archives.
We notice that our customers think first of digitization as a solution for space consumption and cost savings. However, the opposite is the case. Digitization is an expensive solution to a space problem. For example, digitizing 2 cabinets with folders can easily cost €4,000, while storing this amount of archive costs around €100 per year. Especially if the retention period is several years, choosing archive storage seems logical. If a file or document is still needed, it can be delivered physically or digitally.
Legislation in the field of document retention includes not only the retention period, but also the rules regarding the security of sensitive data. The General Data Protection Regulation (GDPR) prescribes, among other things, that organizations must properly secure their files, especially if they contain personal data. For example, they must ensure that only authorised persons have access to the file. With financial data, confidentiality is essential, because it is about the core of the functioning of the organization.
In addition to storing and possibly digitizing financial records, we can also take care of personnel files, logistics administration, and general archives.
You can focus on the digital side of your organization in a spacious office, while we take care of all supporting archive services for you. As specialists, we can do this efficiently and expertly, so that you not only have one less worry, but can also save considerably on your indirect costs through a much better use of expensive office space.