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    Document solutions and information management

    When working with documents is part of your daily routine, it requires special handling, which in turn requires resources and expertise. Our comprehensive solution, from inbound mail, archiving and destruction to customer management, cloud and BPO solutions, ensures you are well positioned.

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    Customized solutions for your needs

    The management of documents, data and information is becoming increasingly complex and time-consuming for all involved due to a multitude of regulations and laws designed to protect the privacy of sensitive information. While software solutions can help, there are still many tasks associated with storage, archiving and destruction. As a full-service partner, we offer you the support and advice you need for your requirements from a broad product portfolio. We create added value by making your work easier and by sharing our expertise in handling documents with you. 

    Daily document management benefits

    • More space: Long retention periods and large file volumes mean that many square feet of storage space are needed just to archive files. You can save this space by storing your files off-site in our high-security archives.
    • Privacy-compliant file preparation: From digitization to storage to destruction, we follow strict regulatory guidelines every step of the way to ensure legally compliant processing.
    • Resource-efficient: Focus on your core business – by outsourcing parts of the data processing and archiving process, you give your employees more capacity for other tasks in their day-to-day business.
    • Simplified processes: Find digital files quickly and easily anytime, anywhere.
    • File recovery: The latest technology allows us to recover your documents, even after water damage. So you are covered just in case and can continue to meet your retention requirements.
    • Scalability: From individual folders to entire shelves, document and information solutions can be scaled to meet your needs.

    Our document solutions services

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    File recovery

    If water enters your archive, data and documents can be lost forever. In this case, it is important to minimize the damage to your files and make them available again quickly. We routinely provide all the services required to recover your files to the highest quality standards – from small quantities to large losses.

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    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. We take care of this at one of our Rhenus high-security locations or, thanks to mobile shredding vehicles, directly at your premises.

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    Archiving

    Your files are stored in our high-security archives with the highest security standards. We guarantee consistent compliance with data protection regulations. You can keep track of your data via our online portal and receive the documents you need physically via our courier service or digitally via scan-on-demand. We also offer GLP archiving specifically for the pharmaceutical industry.

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    IT-Remarketing

    Rhenus IT Cycle provides sustainable IT recycling for businesses - from secure pickup and certified data erasure to remarketing. Our tailored solutions ensure data protection and environmental compliance. By refurbishing and reselling hardware, we help to cut costs and reduce your ecological footprint. With a Germany-wide network and advanced logistics, we’re your trusted partner for a secure and efficient IT circular economy.

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    Data protection consulting

    With the introduction of the General Data Protection Regulation and the resulting amendments to the German Federal Data Protection Act, there are new rules in the area of data protection – and with them, higher penalties for noncompliance. With data protection consulting that reviews your company’s data protection processes, you can stay on the safe side.

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    Customer care

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

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    Technician handling historical documents on a specialized scanning device for digitization

    Digitization

    Our scanning service allows you to find your files anytime, anywhere, saving you 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 in combination with IT-supported further processing opens up enormous potential. With the Rhenus digital mailroom, we support you on your way to a paperless office. With the help of the multichannel inbox, all types of digital incoming mail are processed. We capture your digital documents and information, forward them to your company interfaces and track all processes.

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    Mailroom management

    Because of its importance to the internal and external flow of information, your mailroom needs to be managed professionally. We can relieve you of this task with a comprehensive solution that reduces costs, improves service quality and ensures delivery reliability. We handle the processing of your incoming mail, as well as the distribution and dispatch of your outgoing mail. All services are modular so that you can add additional services to the basic ones.

    A futuristic, abstract background featuring interconnected cloud computing icons and a digital grid pattern symbolizing data transmission and network infrastructure.

    Digital archive

    The Rhenus Cloud Archive is a certified solution for secure, GDPR- and GoBD-compliant archiving of digital documents. Documents are archived automatically and audit-proof in the cloud, supported by an intuitive interface and workflow-driven processes that improve efficiency. The systemalso assists in  creating legally required documentation.  Hosted in an ISO 27001-certified data center in Germany, our archive solution guarantees the highest security standards for your digital records.

    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. Of course, our experts are always available to 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 help you store traditional paper documents, but also reference samples, warranty parts, prototypes or electronic components in a secure and legally compliant manner. We also archive historical documents and protect them from the elements.
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    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 Germany 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 requirements, our archives are certified according to DIN ISO 9001, ISO 27001, ISO 50001, DIN 11799, GLP and GMP. Besides these certifications, you benefit from a gatehouse service and access controls, video surveillance and motion detectors, a perimeter fence and locks for people and for trucks to protect your documents against unauthorized access. Temperature control and pest control further protect your documents from damage. The VdS-compliant fire and burglar alarm systems with connection to the fire department and security guards, as well as fire protection systems, provide additional security and safety.

    Our complete solution starts with the organization and planning of the entire project. The first step in digitization is transportation in a secure vehicle. We specialize in the transport of confidential documents, and secure transport is always guaranteed by our company’s own security vehicles. If required, the documents can be placed in sealable containers for additional protection. Once the files arrive at the digitization site, they are prepared for digitization. This includes de-stapling, flattening and removing any sticky notes. The documents are then scanned using high-performance scanners that can read and scan 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.