Document Archiving

Depending on the customer’s available space and facilities, documents can be collected with a smaller truck (2t; 3.5 t), or with a lorry. Documents up to about 60 m, i.e. 2,000 kg are collected using our own transport. In the case of more demanding projects, we use proven and reliable suppliers for these services. Collection and delivery of documents to the registry can also be handled by the customer's own transport.

Our standard service includes using the customer’s system of recording. Alternatively, this is completed with a shredding mark, period, year of shredding and everything is also recorded in an electronic form/list, which serves as the basis for subsequent communication with the customer. Documents archived in the above manner are filed on archiving (mobile, stationary, pallet) shelves in folders and archive boxes provided by the customer or by ourselves. This ensures the complete record-keeping of these documents, which facilitates subsequent searches for loans, including the final shredding of documents with an expired retention period. The process in fully implemented by the staff of ROYAL SEAL, s.r.o., whose experience extends to eight years and who are bound by non-disclosure agreements. Nobody, except the staff and executives of ROYAL SEAL, s.r.o. have access to the locked depots.

The commercial registries in Nová Ves near Oslavany and in Ústí nad Orlicí, fall under the supervision of the Moravian Provincial Archives in Brno. The buildings comply with all structural and technical and security conditions under the new Act No. 499/2004 Coll., on Archives and Record Management. Therefore the buildings comply with all fire safety requirements and are connected to the Fire Brigade and Central Security Desk; they are also fenced off, secured with mechanical and electronic security devices and located in flood free areas. The areas designated for archiving documents have controlled humidity and air temperature. The registries and the company are insured against loss, damage or destruction of any document for a minimum of 5 million CZK.

The actual list of files archived in the registries is accessible via the web application. Therefore, all requirements and communication for this activity demonstrably take place via the web interface. There is also the option of regular reporting of required data. A demonstration with fictitious documents is available upon request. Searching is subject to a charge and is based on the required time and hourly rate. A price per request can also be agreed.

Delivery of requested information:

• Electronically within 4 working hours from placing the order (8 hours is standard)
• Physically as requested by the customer (mail, courier, personal delivery, etc.); physical delivery from 8 to 24 hours from placing the order
• Physical searches in the registry office: FREE

After expiration of the retention period, each January we prepare a proposed shredding list, which is mailed to the customer for approval. Only after it is approved, do we proceed with processing the permission for shredding with the respective regional archive followed by actual liquidation under the applicable legislation = irreversible destruction of documents at level 2 = confidential. If need be, we adjust/extend the retention period as required. After shredding, we hand over the permission for shredding and the confirmation of destruction.