Your archive is growing. Your resources are not.
Physical archives take up space, incur costs and make it difficult to access business-critical information quickly. At the same time, the requirements for compliance, security and document availability are increasing.
SPS takes care of the complete management of your archive – from secure storage and records logistics to on-demand digitisation.
The challenge
Why are internal archives reaching their limits?
Many companies and public sector organisations manage paper records that have accumulated over years or decades. This creates challenges that are making day-to-day work increasingly difficult:
Document collections that have built up over time tie up valuable resources, delay access to information and make it harder to meet compliance requirements and drive digital transformation.
End-to-end archive management from a single provider
SPS takes care of all processes relating to your physical archive and lays the foundations for a controlled transition to the digital world.
SECURE ARCHIVING WITH COLLECTION AND TRANSPORT
We arrange for the secure collection of your document collections and store your documents in specially secured archive facilities with controlled environmental conditions and comprehensive security measures.
Records management and logistics
SPS organises your documents systematically and records the most important information. This means that files can be found quickly and made available when needed. All processes, from removal to return to storage, are documented in a traceable manner, ensuring complete transparency within the archive.
ON-DEMAND OR MASS DIGITISATION
Documents are digitised exactly when they are needed. This gives you quick access to information without having to digitise the entire collection straight away.
For collections with a high usage rate, SPS also undertakes the complete digitisation of large archive collections.
Operation of digital archives
Through secure data transfers, rapid access to digital documents and seamless integration into digital workflows, we lay the foundations for efficient processes and the long-term availability of information.
Case Study: City of Zurich
By outsourcing its extensive physical archive to SPS, the City of Zurich is opting for a comprehensive archiving solution. SPS is responsible for the physical management of the archive and the on-demand digitisation of more than 300,000 file collections comprising around 15 million pages. The result is efficient, future-proof archiving processes and fast, location-independent access to relevant information for all users.
Case Study
Administration and digitization of the city of Zurich archive
Holistic archival solution benefiting all stakeholders
Is our archive management the right solution for your organisation?
Our archive management solutions are suitable for all organisations that need to manage large volumes of physical documents securely, efficiently and in compliance with the law. Our clients therefore include, in particular, public sector bodies as well as companies in the financial sector, the healthcare sector, industry, the construction and property sectors, and the energy supply sector. Law firms, notaries’ offices and other document-intensive organisations also benefit from our professionally outsourced archive processes.
The benefits of archive management with SPS
Why companies outsource their archives to SPS:
Faster access to information: The documents you need are available, either in physical or digital form, within a short space of time.
Step-by-step digitalisation: On-demand digitalisation enables economic transformation without the need for a major project.
Reduced administrative workload leads to significant cost savings: your staff spend less time searching for, managing and providing documents.
More space for your core business: archive space is freed up and can be put to more productive use.
Greater compliance and security: Clear processes and comprehensive documentation help to meet regulatory requirements.
Further reading
Brochure
Enterprise Workplace Solutions
Hybrid Workforce Experience, Office Logistics, and Enterprise Business Support
Brochure
The SPS Connected Workplace
Learn how SPS can be the glue to help keep your workplace connected.
Fact sheet
Digitisation of existing archives
Efficient administration and a high level of responsiveness
Case Study
Global reinsurance company
Flexible Mailroom Management for greater efficiency and improved service
Turn your archive into a strategic information resource
Turn your archive into a strategic information resource
Whether you’re in public administration, financial services, healthcare or industry: SPS helps you manage your physical archives securely, efficiently and in a way that’s fit for the future.
Let’s work together to develop the right archiving strategy for your organisation.