Physical archiving | Depona Visual Archive
Depona Visual Archive
Physical archiving2024-05-06T11:59:02+02:00

Physical archiving. Should all these paper documents be kept or not kept?

There are various laws and regulations that determine whether, how, and for how long the document must be archived.

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    Archiving doesn’t have to be complicated.

    A business generates many different types of paper documents: accounting records, invoices, payroll information, patient records, and personnel documents, to name a few. Depending on the information contained in these documents, they are subject to various laws and regulations (such as accounting laws, GDPR, among others) that determine whether, how, and for how long the documents must be retained, i.e., archived. Additionally, there are different requirements for how accessible the documents should be after they have been archived.

    Determining whether and for how long various documents must be archived can be complex and challenging. Moreover, archiving them correctly in-house can be both time-consuming and costly.

    Depona offers all the archival solutions you need to streamline your archival process for analog documents printed on paper. Whether it’s for a business, an organization, a government agency, a municipality, or a region (formerly county councils), we can help you archive your documents in a way that is both high-quality and cost-effective, fully compliant with legal requirements.

    User-friendly archive management system

    At the core of our offering are our secure physical archives located throughout Sweden from Malmö in the south to Vilhelmina in the north, and our unique web-based and user-friendly archive management system, Visual Archive®. This provides you with full control, overview, and access to your archives. An order for archive material is typically processed within a few hours. When documents need to be destroyed, we take care of this and issue destruction certificates. A complete archive solution from A to Z.

    At Depona, document archiving is as it should always have been.

    Learn more about what to consider when archiving different types of documents and how we can assist you.

    Common questions about Archiving

    What needs to be archived?2024-04-23T10:07:51+02:00

    Legislation dictates certain documents that must be archived for different durations. For example, accounting documents such as bookkeeping, invoices, etc. If the activity is public, state-owned, or municipal, the Archive Act governs what must be archived.

    What is the Archive Regulation?2024-04-23T10:10:40+02:00

    Regulations can be issued by authorities to clarify laws. The Archive Regulation is one such regulation that clarifies the Archive Act.

    What is meant by archiving?2024-04-23T10:09:12+02:00

    Archiving means gathering a number of documents and records in a space for storage. In the past, this space was a physical room, but nowadays it can also be a digital space.

    What is a final archive?2024-04-23T10:06:08+02:00

    A final archive is where documents that are no longer needed within the organization are preserved. It’s what one could describe as a “dead archive.”

    What is a disposal decision?2024-04-23T10:03:58+02:00

    A disposal decision is a decision to clear out and destroy documents from an archive. Different documents are preserved for varying lengths of time, and when a document has reached the specified retention period, it is disposed of from the collection.

    What does the law say about archiving?2024-04-23T10:12:12+02:00

    It governs the various documents of an operation. How they are handled and processed. How they should be stored over time and what information they should contain.

    What does chronological archiving mean? Give some examples of documents that are archived chronologically.2024-04-23T10:02:42+02:00

    Chronological archiving means archiving documents in date order, either based on the date they were received or the date they were created. An example of documents that can be archived chronologically is meeting minutes.

    How long should one archive?2024-04-23T10:32:50+02:00

    The duration of archiving is partly determined by legislation. The Accounting Act regulates how and for how long accounting records should be archived. The Archive Act regulates public activities, and the Statute of Limitations Act regulates how long the limitation period is for, for example, claims.

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