Document Custody

Files in Custody

Files in Custody, Protect Your Information

According to the National Archive (AGN), the service provides entities with shelving deposits for document storage, complying with established security protocols and regulatory requirements.

There is a clear connection between Files in Custody and data security. To some extent, we can discuss the concept of Files in Custody and document protection, as many of the documents companies produce and receive contain personal information. Therefore, the document custody system or procedure used must comply with the requirements and responsibilities established by law.

How Document Custody Works

Files in Custody have become one of the branches of document management focused on the conservation, storage, and security of documents, through strategic classification and a series of protocols that enable companies to have more effective control and management of their data.

Benefits of Files in Custody

The file custody service offers several benefits for businesses, including:

Security

One of the main advantages of having files in custody is the protection it provides to information. Files can be stored physically or digitally, ensuring the information is safe and protected against unauthorized access, damage, or loss.
Accessibility

Document digitization facilitates access to information from anywhere, at any time. Storing documents in the cloud allows them to be reviewed from any device with an internet connection. This is especially advantageous for businesses with employees in different locations or those who need access while on the move.
Space and Time Savings

The File Custody service contributes to saving office space and optimizing time in document management. Digital files don’t take up physical space and can be searched more quickly and efficiently compared to paper documents, streamlining internal processes.
Compliance with Data Protection Laws

The File Custody service helps businesses comply with regulations and rules related to data protection.

Secure Storage for Files in Custody

Document Custody refers to the set of actions and procedures implemented to protect and maintain the documents and records of a company. In document management, it is essential to ensure that files are secure, organized, and available when needed. This not only complies with legal regulations but also enhances operational efficiency and reduces the risk of information loss.

The Importance of Secure Storage

Selecting a secure place to store files is crucial. This involves using durable filing cabinets and appropriate shelving systems that protect documents from physical damage. Additionally, it is necessary to define specific storage areas for sensitive documents and restrict access to authorized personnel. Establishing these controls not only protects information but also contributes to a more organized and efficient work environment.

1. Access Control

It is essential to restrict access to files to prevent misuse. Security systems should be established based on the sensitivity of the documents. It is important to document who has access to the files and for what purpose, in order to monitor and protect the information.

2. Usage Policies

Clear usage policies for documents must be set to ensure they are only used for legitimate purposes. Employees should be informed about the access and usage policies to ensure proper compliance.

3. Retention Policies

Establishing retention policies for documents is crucial, setting the duration for which records are kept before disposal. This ensures legal compliance and prevents the accumulation of unnecessary documents.