Archiving

1Why choose a partner in physical storage over an internal solution?
National Archives offers you peace and security. We minimise the stress from unforeseen circumstances (e.g. flood, fire, human factor). Wе will help you achieve a higher level of organization, free up significant office space and save on resources.
2How much will I save?
By choosing us as your partner in document storage and management, you will reduce not only the cost of renting additional storage space, but also expenses on human resources and investments in specialized technology and equipment. The added value of our services is the significant advantage of reducing the time and resource needed to find a certain document resulting in a smoother workflow.
3Will this affect our own filing and organisation system?
We always take in mind the way you organise your documents. We will begin archiving only after both sides agree on an appropriate solution adapted to their structure. To find out more about the process, see Analysis and advise.
4How long will it take to receive the document I need?
The synergy between our software and warehouse facility allows us to quickly locate the requested document. You can have the document physically delivered to you within 4-24 hours. Should you need it urgently, you can get a scanned copy via an encrypted email within less than an hour. Or if you have our hosting service, you can view it directly wherever you are, whenever you need it. All you need is a mobile phone!

 

Storage

1How do you ensure proper storage conditions?
We fully meet the requirements of the standards relevant to our profession. Our legally compliant archiving facility is under strict security measures. The confidentiality of your information is our top priority. Find out more about how we maintain a high level of security here.
2Are my documents stored together with those of other companies, or can you keep them separately?
More than 150 companies and private persons trust us with the management of their archives. However, we know that in certain industries there are more specific storage requirements. To meet these demands, we provide individually segregated areas.

 

Scanning and indexing

1How do I choose which documents to scan?
It depends on the type of business. There are a few guidelines that will help you decide whether it is time to transform your paper documents into digital:
1. Define which documents you use on a daily basis.
2. Which business processes require follow-up action from people in other departments and which of them can access the same information?
3. What valuable information or insights can you gather from the available data?

Imagine a situation where you need quick access to accounting documents, insurance policies, contracts, designs/schematics or others. More often than not, seemingly small changes in the workflow can lead to a significant increase in efficiency.
2I have papers from many departments. How can I ensure that everyone sees only information he has access to?
Our boutique software allows for granular access control for individual users. According to your requirements, we define the relevant parameters and filters that can be used to search for documents. Thus, on the one hand, you have a unified organisation system, and on the other hand it allows us to serve a virtually unlimited number of users, each with different access rights.
3How can I use the data from the documents you have scanned?
There are a few options. If you use our hosting service, the moment they are scanned and indexed, you can view them directly from the screen of your electronic device (PC / phone / tablet). Other options you can choose from include secure transmission via electronic channels, delivery of encrypted electronic media or importing them to your software.

 

Compression and OCR

1It worries me that the scanned files will become either very large or too small (illegible).
Depending on your infrastructure, we will work together to find the optimum ratio between file size and image quality.
2I have documents / drawings / sketches in non-standard formats.
We can scan from A7 (and smaller) up to A0.
3Will I be able to select and copy information from the digitised documents?
Yes, we offer optical character recognition (OCR).

 

Destruction

1I want to destroy sensitive information. Can I trust you?
Our document and electronic media destruction process is compliant with Bulgarian legislation and the General Data Protection Regulation.
2I'm not sure when a document is subject to destruction.
We have considerable experience in the destruction of different types of documents. If you are uncertain on how to proceed, we will guide you through each step of the process in order to avoid accidental destruction of valuable documents.
3How do you meet the requirements of the General Data Protection Regulation (EU 2016/679)?
GDPR requirements are related to the protection of the personal data of individuals. Our processes and procedures are ISO-certified in an integrated system of 9001:27001 (Quality Management and Information Security) with the scope of document and information management.

As a responsible and modern company, we were not caught unprepared by GDPR. To further enhance our already strict procedures in document management, we conducted a GAP-analysis and penetration test by experts in the area. Thus we ensured that our systems were compliant with the new requirements.

Furthermore, we trained a Data Protection Officer (DPO) and assigned three assistants to help manage the processes and security of personal data. From a legal perspective, we renewed our framework contracts to include the new obligatory clauses and annexed all our existing contracts with clients, suppliers and employees.
We are equipped with specialised machinery for secure and confidential destruction of documents, CDs, credit cards and so on.

We did all this so that you, our clients and partners, recognize us as a reliable and trustworthy company.
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