Following Vietnamese law, many documents and archives, in general, need to be stored for a certain long time. The storage requirement may be 5, 10, or 20 years. In some cases, there are some documents that are required to be preserved eternally. Therefore, the volume of documents and records of an entity is sizable.
A small business needs at least 10-20m2 space to archive documents each year. Specialized document storage will help businesses release the "document archive burden", optimize unnecessary space and be lighter in querying and arranging documents and papers.
Simply, document storage is a warehouse used to store papers, documents, and records under standard conditions (following National Archives Department's standards).
Document storage is often located in central areas or gateway locations where easily connect to customers' locations for management and delivery.
Documents will be sorted, and packed into standard boxes, and stored. Temperature and humidity are always ensured to keep the records from being moldy, rotten, or damaged.
Specialized document storage service helps free up excess space and has more area to focus on business activities instead of the admin process.
In addition, using outsourced document storage helps:
- Save time, effort, and human resources: The document management process is supported by a storage service team fully equipped.
- Ensure safety, quick access: Centralized management, easy to find documents' location. The environment is guaranteed not to be damaged by termites, moisture, or other environmental influences.
Any documents can be stored in the document warehouse. However, depending on the purpose of usage, businesses can prioritize the group of essential documents that need the highest preservation to keep in the archives, service papers (some papers are not important, or frequent use may consider saving internally).
According to Archives Department's statics, there are several common papers are kept in document storage, including:
- Groups of bids offers, project documents
- Groups of audit records, accounting papers, payments, invoices
- Group of construction documents
- Group of training records, medical records
- Group of general documents
- Group of legal and administrative documents
- Group of authorities organizations
Depending on management purposes, enterprises can choose flexible document storage services to preserve their archives.
Reference factors in choosing a professional document storage services provider:
- Ability to secure and ensure customer information
- Capacity for storing documents, files (by cartons, pallets, etc.)
- Location of the storage
- Expansion capacity
- Facilities and equipment to ensure quality
If you have more questions, don't hesitate to send us faster support at 19003133 or firstname.lastname@example.org.
In the context that the epidemic is under control, the global logistics market is on the verge of recovery, port congestion is reduced after epidemic prevention measures ...
China's ambition and logistics strategy has answered the question why the shipping fee from China to the US or to Vietnam is cheaper than the domestic shipping fee...
This report aims to provide more information about Vietnam logistics industry from 2020 to 2021, which includes statistics for various modes of transportation, distributi...
AFS warehouse or Air freight station is a form of temporary storage for import/export goods along with packing and handling ULD for distribution, temporary admission, re-...
Air transport is the most rigorous mode of transport in the world today that being monitored by standards and certifications, the goal is helping to ensure aviation secur...
According to data from the General Department of Vietnam Customs, the whole country has 8 localities with export turnover of over 10 billion USD in the first 10 months of...
US consumer spending shifts from goods to services causes the demand for freight, forwarding and delivery to decrease. That is not to mention the "saving" trend when infl...
Air cargo warehouse is basically similar to the normal warehouse model with the main function of storing and handling goods. But the difference is the origin of goods in ...
Cool warehouse is a specialized warehouse which its main function to preserve food in specific range of temperature (based on storage requirement from each company and na...
To name an important link in the supply chain that contribute significant role in keeping the quality goods since the material out as finished products at factories to un...