Accuracy and efficiency
Inventorying archives is a key step in ensuring the organized and efficient management of your documents, whether physical or digital. At Smartarchives, we put our expertise at your disposal to carry out a complete and precise inventory of your documentary holdings. This enables you to know exactly what you have, where to find it, and how to manage it in full compliance with current regulations.
Why inventory your archives?
Inventorying archives is essential for :
Get a clear, comprehensive overview of all your archives, whether physical or digital.
Reduce search time by knowing exactly where your documents are.
Improve the organization of your archives for more efficient and secure management.
Comply with legal and regulatory requirements for document management and archive retention.
Our Archives Inventory Process
Preliminary analysis
We start with a thorough assessment of your needs and the current state of your archives.
Analysis of document types, their importance, and current management methods.
Identify specific inventory objectives, such as legal compliance, space optimization or preparation for dematerialization.
Physical and Digital Inventory
We carry out a systematic inventory of your archives, covering all aspects of their management.
Complete inventory of physical documents, including location, state of preservation and legal retention period.
Assessment of digital archives, including file structure, associated metadata, and security protocols in place.
Classification and Organization
After the inventory, we help you organize your archives in a logical and accessible way.
Set up a classification system tailored to your specific needs, ensuring quick and easy access to documents.
Creation of metadata and search indexes to help locate documents.
Report and Recommendations
Once the inventory is complete, we provide you with a detailed report with recommendations for improving the management of your archives.
Document detailing the state of your archives, their strengths and weaknesses, and recommendations for optimized management.
Practical advice for implementing the necessary improvements, including the transition to digital management if desired.
Archives Inventory
Would you like to find out more about our archive inventory services or schedule a consultation? Contact us today. The Smartarchives team is at your disposal to help you manage your archives accurately and efficiently.
Smartarchives, your expert in archive management
and inventarization.