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Data protection in records management

 In the Information Age, data has come to be conceived of as a vital enterprise asset, as a commodity deserving particular protection. Therefore, the tamper-proof (audit-compliant) archiving of records has become an indispensable imperative in our modern and increasingly digitised business world.

Enormous need of resources

The medium of paper continues to play a significant role in everyday office activities. Therefore, it may come as no surprise that the volume of hard-copy business documents, despite the many benefits of digitisation, is on a steady increase. Even documents that are already available in digitised form are often printed out on paper for a variety of reasons. Whenever these sometimes highly sensitive documents are to be archived in compliance with the applicable laws and regulations, a vast amount of resources usually need to be mobilised. 

In light of this development, the question arises as to how paper files and digital storage media should best be handled to ensure proper data protection. Digital data carriers can store large amounts of highly sensitive data in a small space. Therefore, it is all the more essential to perform records archiving in compliance with the relevant data protection and privacy requirements.

Customised concepts for data protection

Personal data must at all times be protected from unauthorised access, alteration and loss, especially during the statutory retention periods and subsequent data destruction. Therefore, we consistently work in accordance with the IT Baseline Protection Manual published by the German Office for Security in Information Technology (“Bundesamt für Sicherheit in der Informationstechnik” / “BSI”) and have obtained certification to ISO 27001.

The requirements related to the handling of personal data are defined by law. All other internal data and documents that are of a sensitive, confidential nature must be graded in the form of a security classification. Depending on the required level of protection, the appropriate records archiving procedure will be selected in close consultation with our clients. Together we devise customised solutions that are spot-on to suit their needs. Whether it is data processing, storage or destruction, whether the data is available in digital format or on paper – at Rhenus we have the expertise to do it right.

We are specialised in the storage of sensitive business records and documents, for example, of records containing personal social data. Our clients also entrust us with the storage of:

  • research and development documents
  • customer contracts
  • court records / judicial files
  • credit files
  • insurance files
  • insolvency files
  •  etc.

Please do not hesitate to get in touch with us – we will be pleased to advise you on the subject of records archiving!

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Rhenus Archiv Services GmbH  
Rhenus-Platz 1
59439 Holzwickede
Germany
Tel: +49 2301 29 1600
info.ros@de.rhenus.com