Physical Records Storage

Physical Record management Services

We are the smart record center to your most valuable Records / Data..

  • Compliance and safe facilities.
  • Disciplined and accurate record search modules.
  • Barcode-based records management system.
  • Cost-effective Document-Storage-Solutions.
  • Highly equipped with best IT infrastructure and operated with the best professional staff in operations

What is physical record management?

Organizations, over the course of their evolution, do generate and gather a large amount of physical documents which is a very important asset / belonging. While most of these Documents, irrevlent of the department it may pertain too. These documents defiantly have a value or a highly importance to an individual / organization / Company whether a valuable balance sheet or an age-old list of clients, are highly sensitive to your businesses and do possess a tremendous amount of economic potential, they often get mishandled and lost due to the lack of awareness, storage facilities and adequate security arrangements.

The main purpose or aim of our record management services is to provide an all-around document management mechanism which can not only store and protect all those secrets and valuable information but also manage them in a much more systematic and organized manner.

In short, record’s management is a process of storing, protecting, cataloguing and retrieving a large amount of physical data, especially official and corporate records with the highest degree of historical, legal and fiscal value, in a much more safe, secure and organized way.

Here at DIGITALDOCS RECORDS MANAGMENT SERVICES PVT LTD, we are providing a complete set of records management solutions which includes various steps, including, fast data gathering, secured data-storage, retrieval of your stored information, disposal or data-destruction and finally the archival preservation of recorded information that is required to administer and operate

Our Objective

Physical records like financial transactions, balance-sheet and client’s lists are undoubtedly the most important assets for any organization. Complete, accurate, reliable and authentic information is indispensable for smart decision-making and smooth operational process.

So, how well the organization manages its records will have a direct impact on its ability to achieve its goals and long-term objective. Whether your organization is handling printed or scanned images, digitalized documents or a large volume of complicated financial records, the smooth and efficient supervision of business documents is imperative for sustainable business-outcome.

The primary objective of our document management services is to provide our clients with a systematic control over their vast stockpile of physical records, regardless of any media format, from their initial creation to final disposition. More precisely, Digitaldocs Records Management Services Pvt Ltd is a one-stop shop for hassle-free records management, secure storage and fast retrieval of your stored information at our records Center.

How does it work?

We are providing an inclusive and end to end record management system with a large matrix of storage infrastructures and industry experts who are actively involved in rendering the best quality record management solutions, tailored as per your needs and requirements.

Collection of your Physical data:

We are supported by a team of super active transportation assets such as smart trucks and vans. They will collect your valuable records from your home and offices. The entire data-collection process involves following steps:

  • Door to door collection of valuable files records & documents.
  • Sorting & segregating your physical records by certain classes.
  • Systematic Bar-coding for each and every sorted document.
  • Packaging your valuable documents with care and precision.
  • Inventorization & cartoon barcoding for systematic identification.

Records Transit Services:

All of the cartons, packed with records and documents are loaded on to a closed-body-vehicle to bring them securely to Digitaldocs Records Management Services Pvt Ltd warehouse. This would be done by Digitaldocs Records Management Services Pvt Ltd own in-house vehicles which ensure the timely pick-up & records security without depending on any third party transport company.

Storage & data-warehousing services:

Once your individual record and documents are barcoded and boxed, we will collect and transport them to our highly secure data- warehouses. Here, our record management professionals will start to register the unique-barcode-identification numbers that are fixed, both in the files & boxes and store them in a safe & secure location. The entire process runs on the following steps.

Step1: Records Unloading & Verification:

  • All the cartons shall be unloaded at records center and moved to Digitaldocs Records Management Services Pvt Ltd - RMS (Records Management Services) helpdesk team for verification of records.
  • Based on the inventory prepared and carried by packer-escorting-vehicle, Digitaldocs Records Management Services Pvt Ltd - RMS helpdesk team verifies the records against the hard inventory and made them ready to enter into the system.

Step2: Records Barcoding & Tracking:

  • The handwritten inventory copy is fed into our Automated-Records-Management System for easy tracking, inventory up-gradation & retrieval transaction services.
  • Records Management Software used by Digitaldocs Records Management Services Pvt Ltd is a web-based application which has been developed using world-renowned technology leaders. We use our own software to maintain our database.
  • All of the files shall be re-barcoded and mapped with Customer-File-Reference No. for easy access & tracking in future. The Customer shall ensure that they should provide a unique File-Reference-No. (Bar-code ID) for each & every file.

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