Outsourced archive management
Complete management of your archives, from organization to operation, without mobilizing your internal teams.
Your documents remain your property. Their management is entrusted according to defined, controlled and reversible rules.
A structured operating model
Outsourced archive management consists of entrusting the organization, monitoring and access to your documentary holdings to a specialized operator, while maintaining control of management rules.
Sustainable structuring of existing archives
Management continuity over time
Reliable and controlled access to documents
Response to regulatory obligations
This is not a one-off service, but an operational system set up over the long term.
What we take care of
Complete coverage of your document needs, from organization to restitution
Physical archiving
- Secure collection and transport
- Inventory and indexing
- Climate-controlled warehouse storage
- Retention period management
- On-demand shuttles
Digital archiving
- On-demand or mass digitization
- Standards-compliant EAS
- Indexing and OCR
- Secure hosting
- Online access platform
Daily management
- Incoming/outgoing mail
- Filing and organization
- Authorization management
- Search assistance
- Monthly reporting
End of life
- Secure destruction
- Destruction certificate
- Responsible recycling
- Final archiving
- Transfer to historical archives
Document organization
- Standardized classification of holdings
- Indexing and structuring of files
- Continuous archive updates
Daily management
- Recording of entries and exits
- Document movement tracking
- Operation traceability
Access and restitution
- Processing of consultation requests
- Physical or digital availability
- Controlled response times
Compliance and preservation
- Application of retention rules
- Compliance with legal periods
- Preparation for archiving
Responsibility perimeter
Outsourced management is based on a clear separation of roles, guaranteeing a balance between operational delegation and document control.
What is entrusted
- Daily archive operation
- Organization and classification of holdings
- Document movement management
- Maintenance of preservation conditions
What remains under control
- Archive ownership
- Definition of management rules
- Strategic decisions
- Access and authorizations
How management concretely operates
A 5-step process for progressive and controlled implementation
Analysis of existing archives
Complete evaluation of documentary holdings and definition of specific needs
Definition of management and access rules
Contractual framework and formalized operational procedures
Organization and operational implementation
Setting up the management system and taking charge of holdings
Continuous monitoring and adjustments
Daily management with regular indicator analysis
Consultation and restitution
Access to documents according to defined modalities
Chaque étape est documentée et contrôlée, Each step is documented and controlled, guaranteeing implementation in accordance with defined requirements.
Integration into existing organization
Outsourced management does not impose organizational disruption. It integrates with existing circuits, business constraints and work habits.
The objective is document continuity, not brutal transformation of practices.
What this outsourcing really changes
Concrete benefits for your organization on a daily basis
Reduction of internal workload
Reduction of operational burden related to document management
Document readability
Clear structuring and methodical organization of holdings
Risk reduction
Minimization of loss, deterioration or disorganization risks
Management continuity
Sustainability of the management system regardless of team changes
Informed decision-making
Reliable and fast access to documents needed for strategic decisions
Framework and governance
Outsourced management is based on a precise framework guaranteeing controlled and transparent management.
Contractual framework
Clear definition of responsibilities
- Contractual definition of responsibilities
- Formalized access and consultation rules
- Documented operational procedures
Operational transparency
Permanent monitoring and control
- Complete traceability of actions performed
- Possibility of reversibility at any time
- Regular audits and transparent reporting
Monitoring and visibility over time
Outsourced management allows structured monitoring of archives, transforming documentary holdings into a controlled, readable and usable set over time.
Managed volumes
Tracking of quantities of documents stored and consulted
Document movements
Complete history of entries, exits and consultations
Response time
Average times for document availability
Availability rate
Archive accessibility according to commitments
Frequent use cases
This solution is particularly suitable for organizations that:
Application areas
A solution adapted to organizations in all sectors
A dedicated team at your service
Each outsourced client benefits from a dedicated team and a single point of contact for personalized and responsive monitoring.
Project manager
Your preferred contact for all your requests
Archivist team
Document management specialists
Technical support
Assistance for your online platform
Quality control
Continuous verification of our services
Sustainability and reversibility
Outsourced management is designed to last, without locking the organization into irreversible dependency.
Guaranteed reversibility
Archives and data can be returned at any time, according to contractually defined modalities.
Documented transmission
Understandable procedures and classifications for transparent takeover.
Assured continuity
Whatever the future developments of your organization, management remains stable.
Organizational flexibility
Possibility of internal takeover or migration to other solutions.
And after the audit?
Discover our complementary services to continue your transformation
Ready to simplify your document management?
Let's discuss the implementation of outsourced management adapted to your organization.