Archive storage
Your organisation’s memory on paper is safe and still available.
Is it time for your organization to go paperless as much as possible? And do you have much better uses for those spaces now used for storing materials, archives or cupboards—more room for employees? Or maybe you wish you didn’t need for that storage space altogether?
In recent years, more and more organizations are saying goodbye to their own storage spaces for paper archives. And since paper archives were often accumulated through years of digital printouts, they aren’t needed for the current organization. But throwing them away is often not an option. Archiefkluis now has specialised archive storage available for both small and larger archives if your company is in this situation.
The storage of your archives is centralized in our depots on the outskirts of Rotterdam, Amsterdam, and Leeuwarden. Safe, reliable, and yet close.
We are often asked about the cost of archive storage. Before we can give you an accurate answer, it is essential to determine in advance how important it is for you that your archive is kept in a secure location. If security is needed, then archive storage and archive management in an archive depot is the solution.
The cost of archive storage includes not only the storage itself, but also handling costs. Handling costs consist of costs for placing the archives in storage and for relevant services such as document retrieval and delivery. This is also known as archive management.
To determine the cost of archive storage only, let’s take as an example an archive of three 5-shelf cabinets. This would require a monthly storage investment of just over €30. For larger quantities from 100 linear meters of archive, you should take into account a monthly investment from only €120. This is often many times cheaper than storage in an office building or self-storage unit. This is because our archive depots store materials vertically on high warehouse shelving.
The rates for archive management include costs for withdrawals, scanning of files, delivery costs, destruction costs, etc. It is possible to keep these costs low because our archive managers provide the same services for multiple organizations. As a result, you benefit from attractively low rates.
If you want to know what the storage and management of your archives might cost, feel free to send us a message, email (info@archiefkluis.nl) or call 085 004 3631.
Low cost for archive storage
The cost of archive storage is relatively low. This is due in part to the very effective design of our archive depots. Moreover, costs are calculated per item. i.e. per box or per pallet. You’re not renting space (as with self-storage), but paying per item. This makes storage possible from €25 per month.
Archive management 24/7
Secure storage in an archive depot with archive managers means that you can retrieve your archives at any time. The desired box will then be prepared for you, delivered to your location or digitized and delivered by e-mail. This service is known as archive management: the storage and management of an archive for an organization up to the date when the materials may be destroyed.
Extra safe
Archives are stored in secure and protected storage spaces in extra secure archive depots. The storage facilities meet strict security requirements. All files are protected against external influences such as damp, fire, smoke, temperature fluctuations, pests, and unauthorized access. Daylight is excluded, and careful use is made of artificial light. You can be certain of a safe environment for your high-value archive materials.
Privacy
Privacy is crucial to us. To ensure this, the archive storage is equipped with motion sensors and electronically secured access and emergency doors. Access is restricted to authorised persons by means of an electronic security system. Only our screened staff have access to the archives. In addition, our employees have VOG certification and a duty of confidentiality. An external security company also patrols the premises outside office hours.
Accessible and digitizable
When you commit your archives to us, you have the choice of storing them per box or per pallet. The best choice for your organization depends on the characteristics of the archive. How often is it needed, and how quickly does it need to be available? Each archive is provided with a unique code and can always be retrieved and viewed.
If you want to receive an archive document, box or file, our archive delivery service guarantees physical or digital delivery within the agreed delivery period. Of course, you and your colleagues may also come to consult the archives or pick them up at the archive depot.
Space for any archive box
All types and sizes of archive boxes may be stored in our archive depots. We do have archive boxes that provide optimal conditions for archive storage. However, you are not required to pack your archives in our boxes. We can accommodate any archive box in our archive depots.
Encoding
A key part of the system is providing archive boxes with unique coding linked to their contents. This numerical coding prevents the contents of the boxes from being apparent on the outside. We link the coding to the physical location in the archive depot. Only authorized personnel can locate the encrypted boxes via a personal login. The contents of the boxes in question are known exclusively to your own organization. With this method we guarantee the privacy of the archive: only you know what is in the boxes, and only we know where the box is located.
Self-storage and multiple storage spaces: points to consider
Sometimes customers consider storing their archive boxes in a self-storage system. There are certain points to consider with this approach:
- Is the storage space well conditioned for the protection of paper archives? Might there be problems with damp, temperature, pests, fumes, etc.? Control of these factors is crucial for the shelf life of the paper archive. Think of your neighbour’s self-storage unit. Is it free of pests (such as silverfish or paperfish)? Or gasoline fumes from outboard engines, motors, lawn mowers, etc.?
- Self-storage units are rented not by how many boxes or pallets you have, but by a fixed space of a certain number of square metres. To get the most value for money, you must fill the archive space as efficiently as possible. But you still have to be able to access the archives. How fast or easy will it be to find the archive box you are looking for? Do you need storage racks? Take this investment into consideration. Even if the archive decreases (due to mandatory destruction) or increases (growth from the office), it is important to make a good estimate.
- What are your expectations regarding the management of the archive? How often will it be needed? And which of your employees or colleagues is familiar with the storage, storage location and layout of the archive space?
It is wise to think through the best solution for your situation before moving forward. If you would like to discuss this with us, please call or email us. Our specialists will help you without obligation.
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