Document Custody for Businesses
Document custody services ensure the protection and management of both physical and digital documents. Solutions range from storage and secure document destruction to ensuring compliance with regulations and safeguarding information.
To guarantee the integrity of the documents, custody facilities must be equipped with security measures such as surveillance systems, access control, and fire detection, ensuring effective document custody.
By contracting a document custody service, businesses can free up space, reduce the risk of information loss or damage, and improve document retrieval efficiency. Additionally, many of these companies also offer Document Digitization services, enabling faster remote access to information.
Importance of Document Custody
Document custody is the process focused on the conservation, protection, and storage of information produced and received by a company, organization, or entity, making it easier to access, locate, and secure the data.
Document custody activities offer numerous benefits for businesses. Not only do they preserve institutional memory and support decision-making, but they also reduce costs related to printing and retrieving files.
Furthermore, they enhance security by minimizing the risk of loss or deterioration of physical documents. They also facilitate compliance with legal requirements, such as tax and labor regulations, optimizing document management efficiently.
Document Custody Services
Document custody encompasses both security and efficient management of files. It is not just about storing documents in a safe place, but implementing a system that streamlines their administration. This guarantees that all files are organized, labeled, and stored properly, allowing for quick and easy access when needed, while adhering to best practices in document custody.
Within document custody services, there are various interconnected services that complement and enhance the secure and efficient management of documents. Some of these services include:
- Secure external storage
- Document retrieval and access
- Safe and specialized transportation
- Document inventory check, reception, and/or update
- Physical and digital consultations
- Secure and confidential destruction
- Document Digitization
- Indexing and cataloging of documents
Document Custody Services
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Cost Reduction
By keeping all your company's documents under specialized Document Custody, you will be able to free up office space, reducing maintenance and control costs or the need to lease spaces for operational tasks.
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Efficient Access
With the implementation of a Document Custody service, documents are organized and cataloged, making their quick retrieval easy when needed. Companies can access their files quickly, both in physical and digital formats, optimizing time and resources.
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Greater Security
Document Custody guarantees the protection of your documents from risks such as fires and human errors. Additionally, they are stored in controlled conditions for temperature, humidity, and dust, ensuring their preservation over time.
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Compliance with Data Protection Laws
Document Custody also ensures that your company complies with legal regulations on document retention, preventing penalties for mishandling or loss of sensitive information. This includes the retention of fiscal, labor, and other legally required documents.
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Improvement in Operational Efficiency
By centralizing and properly structuring files under a Document Custody system, companies can focus on their core activities, improving overall performance and reducing errors associated with internal document management.
Security and Confidentiality in Custody
Document Custody ensures that your documents are protected under strict security measures, such as access control systems, 24/7 surveillance, and fire detection protocols. Additionally, the confidentiality of sensitive files is guaranteed, with access restricted to authorized personnel only. This ensures that the integrity and privacy of the information are maintained at all times.
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Contact us and discover how our Document Custody solutions can provide you with security, confidentiality, and efficiency.
Physical Custody vs. Digital Custody
Digital Custody involves a set of techniques, systems, and methods designed to ensure the conservation and accessibility of information in digital format within the framework of File Custody. One of the main challenges faced with these types of documents is digital preservation, which not only involves preserving the file but also ensuring that the information remains accessible over time.
For years, Digital Custody has represented a significant challenge for many companies. Every day, they generate large amounts of documents containing corporate information that must be stored, organized, and properly managed. These documents include contracts, orders, delivery notes, invoices, images, videos, and audio recordings, all of which require considerable storage space.
Information has become the most valuable asset for organizations. Through it, decisions are made, strategies are evaluated, and transactions are approved. However, quickly locating the necessary information is not always easy. In fact, statistics show that the average worker spends 20% of their workday searching for documents or information in the context of Document Custody.
On the other hand, Physical Custody involves implementing techniques and measures to protect company documentation, making it easier to order, regulate, and supervise. According to Colombian law, it is mandatory for any company to carry out a Physical File Custody process. Companies can choose to carry out this process independently or with the assistance of document management specialists.
The goal of physical custody is to preserve the documentation and guarantee its integrity. The entire process is regulated and supervised according to established norms. It is important to highlight that this service provides personalized care for documents, from reception to identification and storage.
“Don’t leave the security of your documents to chance. Contact us now to discover how our Document Custody services, both physical and digital, can help you protect your information and optimize your document management.“
