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    Document solutions and information management

    When documents are part of your daily routine, they require special handling, backed by the right expertise and resources. Our comprehensive solutions cover everything from inbound mail, archiving and secure destruction to customer management, cloud services and BPO, ensuring your business is always well prepared.

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    Customized solutions for your needs

    The management of documents, data and information is becoming increasingly complex and time-consuming due to numerous regulations and privacy laws. Although software solutions can help, many tasks such as storage, archiving and destruction remain. As a full-service partner, we offer support and advice tailored to your needs backed by a broad product portfolio. We add value by simplifying your work and sharing our expertise in handling documents.

    Daily document management benefits

    • More space: Long retention periods and large file volumes often demand considerable storage space. You can save this space by keeping your files in our secure off-site archives.
    • Privacy-compliant file preparation: From digitization and storage to destruction, we follow strict regulations every step to ensure legally compliant processing.
    • Resource-efficient: By outsourcing parts of data processing and archiving, you create more capacity for your employees to focus on their core day-to-day tasks.
    • Simplify processes: Find digital files quickly and easily anytime, anywhere.
    • File recovery: The latest technology enables us to recover your documents, even after water damage. This ensures you remain compliant with retention requirements and protected against unforeseen events.
    • Scalability: From individual folders to entire shelves, document and information solutions can be scaled to meet your needs.

    Our document solutions services

    Worker performing document recovery through a vacuum chamber process

    File Recovery

    If water gets into your archive, data and documents risk being lost forever. That is why quick action is vital to minimize damage and restore access. We routinely deliver all necessary recovery services to the highest quality standards, whether for a few files or extensive losses.

    Close-up of a monitor displaying the shredding process during document destruction

    File and media destruction

    Once files have been stored in a legally compliant manner, the data needs to be destroyed just as securely.

    High-density warehouse aisle filled with organized storage boxes labeled 'Rhenus Office Systems

    Archiving

    Your files are stored in our high-security archives in line with the highest security standards. We guarantee compliance with data protection regulations. Using our online portal, you can track your data and receive documents either physically through our courier service or digitally via scan-on-demand.

    Two business professionals reviewing detailed plans on a computer in a modern workspace

    Data protection consulting

    With the introduction of the General Data Protection Regulation and the resulting amendments to the German Federal Data Protection Act, new data protection rules apply, along with higher penalties for noncompliance. By using our data protection consulting to review your company’s processes, you can stay secure and compliant.

    Smiling customer service representative wearing a headset while assisting clients

    Customer care

    Focus on your core business and outsource customer service to us. We can help you with inbound and outbound, technical support or administrative tasks. For more than 20 years, we have been freeing up our clients to increase customer satisfaction and service quality.

    Technician handling historical documents on a specialized scanning device for digitization

    Digitization

    With our scanning service, you can access your files anytime, anywhere, saving time, effort and space. Your files are scanned using OCR (optical character recognition) and then digitized. We use the latest scanning technology and are TR Resiscan-certified.

    Close-up of a document being scanned through a high-speed digital mailroom scanner

    Digital Mailroom

    The digitalization of the mailroom, together with IT-supported processing, offers significant potential. With the Rhenus digital mailroom, we support you on your path to a paperless office. Using the multichannel inbox, we process all types of digital incoming mail, capture your documents and information, forward them to your company interfaces and track all processes.

    ck of processed envelopes in a mail sorting tray, ready for dispatch

    Mailroom Management

    Because the mailroom is essential to both internal and external communication, it must be managed professionally. We handle this responsibility with a comprehensive solution that reduces costs, improves service quality and ensures reliable delivery. We process your incoming mail and manage the distribution and dispatch of your outgoing mail. Our modular approach means you can easily add services to the basic package.

    Your document solutions partner

    • Everything from one source: We offer complete solutions for all services related to documents, data and information.
    • Present throughout Europe: No matter where you are looking for a partner for document solutions, we are there for you thanks to our Europe-wide presence.
    • Uncomplicated ordering: Book our services online. Our experts are always available to help plan your individual solution or answer your questions.
    • Experienced partner: With more than 25 years of experience in archiving services, we are experts in the field. Our quality is backed by certifications and training.
    • Data Protection and process security: Our certified data centers, located in Germany, ensure secure and compliant storage and have the highest level of certification.
    • More than paper: We not only store traditional paper documents, but also reference samples, warranty parts, prototypes and electronic components securely and in compliance with legal standards. We also archive historical documents and protect them from the elements.
    Friendly call center agent who is talking to a customer

    Start your journey into the digital future.

    Our experts can help you with customized solutions for all your document and information management needs.

    Frequently asked questions

    Our data center in Spain meets the highest security requirements for data protection. Our data centers are certified according to ISO 27001 (Information Security Management System).

    In addition to data protection compliance, our archives are certified under DIN ISO 9001, ISO 14001, ISO 27001, ISO 45001 and ISO 30301. Security measures include a gatehouse service, access controls, video surveillance, motion detectors, perimeter fencing and locks for people and trucks to protect your documents from unauthorized access. Temperature and pest control further protect your documents from damage. VdS-compliant fire and burglar alarm systems, linked to the fire department and security guards, together with fire protection systems, provide an extra layer of security and safety.

    Our complete solution starts with organizing and planning the entire project. The digitization process starts with transport in our own secure vehicles, ensuring confidential documents are handled safely. If required, documents can be placed in sealable containers for extra protection. At the digitization site, files are prepared by de-stapling, flattening and removing sticky notes. They are then scanned with high-performance scanners capable of handling any format with ease.

    The turnaround time depends primarily on the scope of the project. However, it is guaranteed that the documents will be available when needed.