Filing records


Filing records

Retention of physical records is required by law. Binding rules specifying the retention methods and the filing rules and procedures are applicable only to organisations doing business in certain areas. Nonetheless, every organisation must have a filing plan in place to set out the records retention rules and procedures followed by the company. Companies receive and create records continuously adding to the volume to be stored, so if they do not want to be buried under paper, they must discard records after their retention period is over. This can be done properly only if there are accurate information available about the location and the retention time of the existing records. Subject to applicable law, companies can also decide to create an electronic archive of certified documents. When that decision is made, electronically signed authentic copies of paper-based records can be made under controlled conditions, and these copies can be stored in a system maintaining their authenticity until the end of the retention period.


  • Manage filing plans
  • Keep track of retention periods by record type
  • Box up physical records when they are received
  • Box up physical records after administration if they are to be moved
  • Simultaneous management of a central physical archive and local ones linked to organisational units
  • Rebox records, control transfers between physical archives
  • Barcode-based identification of physical records using barcode readers
  • Order discarding or delivering records to the archives
  • Electronic discarding and anonymisation of record images and record details (GDPR)
  • Support record requests and record lending


No record is lost.

The location where a specific physical record is retained is clearly defined during the entire processing time and the retention period.

Using barcodes and barcode readers can drastically shorten boxing, reboxing and discarding time.

General features

  • Bespoke solutions
  • Reliable systems tailored to the needs of financial institutions
  • Processes and data content can be designed by the principal
  • Solutions working closely with other systems used by the company