The needs for record-keeping, use of information and data protection are complex, urgent and growing. Management of archival records is a great challenge for every organization. Physical Archiving consists in document processing for an effective use and management. By the end of the year 2012, Stefadina Comserv L.L.C. has been authorized to work with classified documents. We have established a security department with special personnel that have security clearance to work on highly classified documents.
We want to become trustworthy partners and offer proper solutions for your organization in order to reduce risks in managing, protecting and accessing information.
Our company has dedicated secured facilities for physical archive processing in private and confidential conditions.
The main stages of physical archiving, according to the National Archives Law No. 16/1996 and the Technical Norms activities in the National Archives are:
The General List of Documents is a tool in which the files are grouped into folders. Without this tool you cannot create an archive, a fact which is stipulated by our law. We will collaborate with your personnel in order to create this tool, which defines the documents, sets their value and retention periods.
In order to achieve a solid archival background, our specialists will determine the document origin in the archival fund / funds. Establishing if the documents belong to the fund is the operation by which we determine the nature of the documents created and held over time by institutions.
Based on the General List of Documents, the operation of ordering is achieved by classifying documents according to the institution’s organizational chart and regulatory environment.
Once the documents are ordered chronologically and by retention periods, according to the Archival Nomenclature, they can be put together as archive units / folders. In the processing stage, we remove white pages, drafts, metal parts (paper clips, staples, pins).
Archive units will be bound with cardboard covers; each folder will not exceed the number of pages provided by the technical rules according to the National Archives Law.
At the end of this activity, the files will be listed with the unit identification mark on the cover of each archive unit (quota, year, page no.).
Given the experience gained over the years, Stefadina’s specialists are able to execute the most complex archival operation: document registration (inventory).
The registration is done by recording all processed archival units (files, directories, driven plans, maps, photos, etc.), action materialized in archival inventories. The resulting inventories can be made available to the beneficiary both paper and electronic format.
Having difficulties in establishing the scientific and practical value of your documents?
Our specialists can provide the necessary support for the evaluation of the documents that need to be preseved, are valuable and eliminate through document selection those that are no onger useful and whose retention period has expired.
The records’ disposition is made only with the approval of the institution/company that created them and the permission from th National Archives.