archive management
At Smartarchives, we understand that notaries’ offices deal with vitally important documents, requiring precise management, rigorous security and strict compliance with current regulations. That’s why we’ve designed a specialized offering to meet the specific needs of notaries.
Specific needs of notaries
- Long-term archiving: Notaries store essential documents such as deeds, contracts and wills. Effective management of these archives is crucial to ensuring their integrity and long-term accessibility.
- Protecting Sensitive Information: Notarial documents contain confidential information that requires maximum protection against unauthorized access. Archive security is essential to maintaining business and client confidentiality.
- Compliance with Legal Standards: Notaries must comply with specific legal requirements for document retention, management and destruction, in accordance with current regulations.
- Immediate availability: Rapid access to archives is necessary to meet urgent customer needs and to prepare ongoing files.
Our customized solutions
for notaries
Complete archive management
A single point of contact will be assigned to manage all your archive-related requests, ensuring smooth communication and consistent management.
Every quarter, an archivist is on hand to help you reference and organize your documents, ensuring optimum management.
We set up specialized indexing for your notarial archives, using relevant criteria such as :
- By Document Type: Classification of documents by type (deeds, contracts, wills, etc.).
- By customer and case: organize archives by customer and case for simplified management and rapid access.
Our solution lets you manage your archives with maximum flexibility, adapting indexing classes to your specific needs.
Fast, reliable delivery
We guarantee re-delivery of your archives within 24 hours, with options to suit your needs:
- At the notary’s office: for ongoing management and in-house consultation.
- In case of urgent need: To respond quickly to unforeseen requests.
Confidential and Compliant Destruction
We offer confidential destruction processes that comply with current legislation, ensuring that sensitive documents are destroyed securely and responsibly.
A certificate of destruction is supplied for each operation, guaranteeing traceability and compliance with legal standards.
Advantageous pricing for notaries
We offer degressive rates specifically designed for notary’s offices, taking into account the frequency of extractions and the volume of archives processed.
Digitization and Accessibility
We offer high-quality scanning services to convert your physical documents into digital formats, making them easier to consult and manage, while freeing up storage space.
Anonymization and traceability
We guarantee anonymized indexing of your archives, protecting the confidentiality of the information contained in your documents.
Complete traceability of your archives is assured, enabling you to track every document and maintain total control.
Enhanced security
Our dedicated areas are under 24-hour video surveillance to guarantee maximum security and confidentiality.
to find out more
To find out how Smartarchives can improve the management of your notarial archives and meet your specific needs, contact us today. We’ll be delighted to provide you with customized solutions tailored to your practice.