Rhenus Archiv Services GmbH has been a successful and reliable partner in the financial services sector for quite some years now. Many banks, in particular, have placed their trust in the services that Rhenus Office Systems render all along the office logistics chain. In this way you always benefit from the innovations which are created in partnership with the customer.
In the field of document logistics, the process chain starts with the incoming mail. To this end, Rhenus operates internal and external mailrooms on behalf of bank institutions. The incoming and outgoing mail is handled by our staff according to a defined service level. In our external mailrooms, we take on the consolidation of the customer's internal mail at specially secured Rhenus locations. In the mailrooms that Rhenus operates at the customer's premises, we offer value-added services such as support in the case of events or copier support. A clear benefit for our customers is the operation of an in-house imaging center including copying services and presentation consulting.
Several hundreds kilometers of files from national banks are managed in our archives – starting with records subject to the retention requirements pursuant to internal regulations or legal provisions through to active records such as loan files and securities. Needless to say that archiving is in full compliance with all legal provisions and in particular with the requirements of the German Federal Financial Supervisory Authority (BaFin) and the German Securities Trading Act (WpHG).
Depending on the nature of the documents and the frequency of access, virtually any type of storage including the storage on pallets, cardboard box storage or file storage through to individual document retention is feasible. Our staff is familiar with the documents and is thus able to sort the documents into the right files which helps save transport ways and costs. Physical accesses are possible at short notice. We are, however, also in a position to scan the documents directly on the storage site and to make them available in digital form.
Besides digitizing personnel records and a wide variety of different customer files, Rhenus also specializes in the digitization of credit files. To this end your files are completely taken over. We manage and digitize your files, either completely or according to requirements, directly in the scan area adjoining the security archive. The files/securities/documents can be physically requested via our web portal or you can view the images of the files online. The files are classified according to your requirements. Incoming mail related to these documents is subject to direct digitization and allocation to the file.
We provide you with staff to support your administrative work including data entry operations or the review and addition of documents which may be missing, for example, in credit files. This personnel can be deployed directly at your premises and, if requested, under your management.
At the end of the process chain stands the destruction on expiry of the retention period. Rhenus can perform this duty in an audit-proof and data protection compliant manner directly on your site through its own mobile service. The same level of security is also ensured for the provision and exchange of data protection containers.
All services can be coordinated by Rhenus and supplied from one source upon request.