Document Custody

File Custody! A Guarantee of Security and Success

Companies generate a large amount of documents, from contracts and invoices to reports and correspondence, and maintaining proper control over them can be a monumental challenge.

This is where file custody comes into play – a specialized service that provides comprehensive solutions for the storage, organization, and retrieval of documents.

Learn the Importance of Hiring a Document Custody Company and How It Can Boost Your Business Growth

What is File Custody?

File custody is the process of storing, protecting, and managing a company’s physical and digital documents. This service focuses on security and controlled access to files, ensuring that they are available when needed and protected from loss, theft, or damage.

Benefits of File Custody

Information Security

By outsourcing file custody, companies ensure that their most valuable documents are stored in facilities specifically designed for information protection. These centers are equipped with surveillance systems, alarms, access controls, and specialized personnel, reducing the risk of loss or damage.
Regulatory Compliance

In many sectors, compliance with regulations is mandatory. Proper document custody ensures that the company meets national and international document retention regulations, such as those imposed by the National Archives (AGN) or specific regulations in the financial, healthcare, or legal sectors.
Quick and Efficient Access

A good file custody system allows for the quick retrieval of any document, whether physical or digital. Thanks to technologies such as file digitization and the use of document management software, it is possible to access information in a matter of seconds, improving decision-making and operational efficiency.
Optimization of Physical Space

A good file custody system helps optimize physical space by reducing the need for vast amounts of physical storage. Through digitization and document management software, companies can free up physical space while ensuring quick and easy access to important documents.
Confidentiality

A reliable file custody service includes confidentiality clauses and strict information handling protocols, ensuring that sensitive data does not fall into the wrong hands.

How Does the File Custody Process Work?

The archival custody process involves several stages that ensure the security, controlled access, and preservation of the files:

Receipt and Cataloging

Documents are received by the custody provider, who classifies and catalogs them for identification. This process ensures that each file is properly labeled and easily locatable.
Secure Storage

Documents are stored in document custody centers equipped with the highest security standards. These centers have temperature and humidity control systems, fire protection, and restricted access to ensure the physical integrity of the files.
Digitization

Many companies choose to digitize documents which allows for quick access to information in electronic format. The digitized files are stored on secure servers, with access controlled by permission levels.
Document Lifecycle Management

File custody is not just about storing documents; it also involves managing their lifecycle. This includes the secure destruction of documents when they are no longer needed or when their legal retention period has expired.

File Custody and Digitization The Future of Storage

The trend toward digital transformation is revolutionizing the way companies manage their documents. The integration of technologies such as digitization, document management systems, and cloud storage offers new opportunities to enhance security and efficiency in document custody.

Remote Access and Real-Time Availability

With digitization, documents are accessible to employees from anywhere, at any time, fostering a more agile work environment.
Increased Security

Document protection is not limited to physical storage. With cloud security and backup systems, information is safeguarded against technical failures, natural disasters, or cyberattacks.

Document Custody is a key component in ensuring information security and the success of business operations. By relying on document management experts, organizations can ensure regulatory compliance, protect their most valuable assets, and optimize their internal processes.