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Physical archive security: guaranteeing the protection of your sensitive documents

Physical archive security: guaranteeing the protection of your sensitive documents

🔐 Confidentiality, compliance, continuity: your paper documents still contain critical data. Whether it’s contracts, pay slips or tax documents, protecting them is a strategic and regulatory challenge. 📉 And yet, many companies don’t know where all their physical archives are stored.

So how can you guarantee the security of your paper documents?

 

An underestimated risk

Cyber attacks make the headlines, but most information leaks still come from the physical environment. Human error, uncontrolled storage, disaster or theft can lead to :

  • loss of sensitive data,

  • regulatory sanctions (notably RGPD),

  • and damage to the organization’s reputation.

What’s more, many companies still store their documents in unsuitable premises: cellars, attics, shared spaces, without access control or surveillance systems.

However, the law imposes strict obligations, particularly with regard to :

  • shelf life,

  • traceability of document access,

  • personal data protection.

 

Securing your archives: best practices

Here are the essential pillars of safe storage:

  1. A dedicated, secure building: archives must be stored in purpose-designed off-site premises: ➤ access control, ➤ 24/7 surveillance, ➤ anti-fire devices, ➤ moisture and pest treatment.

  2. Suitable containers: archive boxes must meet sturdy standards, be clearly labeled and placed on secure shelving (not on the floor, not at unstable heights).

  3. A precise archiving plan: It lets you know what to archive, for how long, where and how. It serves as a unique reference for any consultation or destruction.

  4. Total traceability: who consulted which document, when, why? Every movement must be recorded via a document management system, even for paper documents.

  5. Regular audits: to check compliance with protocols, detect any loopholes and adjust procedures if necessary.

At Smartarchives, we offer outsourced storage in an ultra-secure environment, accessible on demand via a dedicated platform.

 

The benefits of secure archiving

✅ Guaranteed compliance: in the event of an URSSAF or CNIL inspection, or an internal audit, you’ll have all the proof you need that your data has been stored correctly.
✅ Controlled access: every consultation is traced, and every document quickly retrieved thanks to a precise inventory. ✅ Reduced risks: fire, flood, loss or theft, everything is anticipated and covered.
✅ Cost optimization: office space costs more than outsourced storage space.
✅ Peace of mind for your teams: they can concentrate on their core business, without having to worry about document storage or security.
 

📦 Paper document security is more than just a locked room. It’s a comprehensive strategy, based on standards, tools and controls.

For your archives, think Smartarchives!

  • Identify and classify your documents strategically.
  • Improve the accessibility and traceability of your archives.
  • Secure and optimize your storage space.

👉 Discover our solutions for structured inventory and efficient archive management.

Don’t hesitate to contact us:

By 📧: contact@smartarchives.fr

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