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What storage conditions for archives must be respected?

Did you know ? 50% of companies file for bankruptcy within 5 years after a total accidental loss of information. A number that makes you want to take care of your archived business documents, right? And if you like statistics, there are others: 35% of a company’s documents cannot be found or are unusable, 40 to 70% of a worker’s time in the tertiary sector is devoted to document management, and storing and managing the archiving internally costs 3 times more than externally… Other good reasons to think about the storage conditions and the efficiency of your archiving system, right?

Preserve the physical integrity of your archives

In addition to finding your documents easily, the second objective of archiving is to preserve and keep your documents in good condition. Keeping your paper documents in good condition will prevent any damage or accidental loss. This management cannot be improvised and must be part of an archiving policy implementing rigor and organization.

How to preserve the physical integrity of your documents? As their name suggests, your papers to keep are made of… paper. Their enemies are therefore well known: humidity, water, fire, light, certain insects and dust. The first step is therefore to install your archives in a heated room, without too much direct light, equipped with smoke detectors and shelves. Never put your boxes on the floor! In order to avoid dust, insects and excess light which could gradually erase the ink from the texts, we recommend that you place your documents in solid and closed archive boxes. And since you can never be too careful, be sure to go to this room from time to time to check that everything is going well (no water damage, humidity, or broken radiator, for example).

Should we outsource the archiving of corporate documents?

The advantage of physical or digital archiving entrusted in whole or in part to an external service provider specializing in archiving such as Archives Conseil? The guarantee of secure storage of your business documents. Our storage facilities meet all the safety standards in force and their equipment is at the cutting edge of technology. A professional archiving service like ours will notably be equipped with an anti-intrusion system, fire-fighting devices, humidity and heat monitors…themselves controlled by an external company whose specialty is this. Your archives are therefore in good hands.

What about the preservation of digital archives?

Digitization unfortunately does not protect your archives from the damage of time or any disaster. Think of everything that has been kept on floppy disks… How would you consult these archives today if needed? The digital archiving of your business documents must also be the subject of a global strategy that is resistant to time and accidents.

Benefit from our advice on archiving your business documents

Do you want more advice, tips and tricks on archiving your papers to keep (personal or business) or do you want more information on outsourcing your archiving? We are at your entire disposal to answer all your questions.

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